Notification

1. Notification Introduction

Notifications are an essential component of any system, designed to keep users informed about critical updates, transactions, and system events. They serve as real-time alerts, ensuring that users receive timely information regarding payments, orders, invoices, and other key activities. 

Different types of notifications are available, including email notifications, mobile push notifications for Android and iOS devices, and system inbox messages. Email notifications provide detailed updates directly to the user’s registered email. 

Notification settings are pre-configured within the system, meaning users cannot create or modify them. However, they can enable or disable specific notification channels based on their preferences. Users must contact the system administrator to request new configurations if additional notifications are required. By leveraging notifications effectively, users can stay updated, enhance productivity, and ensure seamless communication within the system.

• Go to Administration
• Click on Application Settings
• Click on Notification under Application Settings Action

2. Notification Overview:

2.1 Notification Event Settings Guide

Previously, when a notification was triggered, separate emails were sent to each subscriber individually. For instance, if an order confirmation notification were enabled for three subscribers under a customer, the system would generate and send three separate emails—one for each subscriber. This resulted in multiple email transmissions for the same event, increasing redundancy and traffic.

With the new approach, instead of sending individual emails, the system consolidates all recipients into a single email. Now, when an order confirmation notification is triggered for a customer with multiple subscribers, a single email is sent with all subscribed recipients included. This ensures efficient communication by reducing duplicate emails while still delivering notifications to all relevant subscribers.

The Notification Event Settings panel allows users to configure and manage email notifications for specific system events. 

Configure Notifications

The Configure Notifications section provides a structured way to manage email alerts related to different transaction types. Users can enable or disable notifications using toggle switches. If enabled, these notifications will be sent as a group email.

Notification Types

The following notification types can be configured:

Order Confirmation

This notification informs users when an order is successfully placed. It helps track order placements in real time. 

Invoice Posted

The Invoice Posted notification is triggered when an invoice is successfully recorded. It ensures that users are updated on invoice processing, allows financial teams to stay informed, and facilitates transparency in the invoicing process.

Invoice Due

This notification alerts users when an invoice is approaching its due date. It assists in preventing overdue payments, and businesses can use it to maintain timely financial transactions. Enabling this notification ensures proactive follow-ups for payments.

Sell-to Order Confirmation

The Sell-to-Order Confirmation notification is sent when an order is confirmed for a specific selling party. This helps maintain clarity in seller-buyer transactions and ensures that orders are properly validated before processing. Users can enable this to monitor their outbound order activities.

Sell-to Invoice Due

This notification is generated when an invoice related to a selling transaction approaches its due date. It serves as a reminder to process payments on time. Activating this option improves cash flow management and ensures that pending invoices are addressed without delays.

Sell-to Invoice Posted

The Sell-to Invoice Posted notification is triggered when an invoice related to a sales transaction is successfully recorded. This helps maintain transparency in financial records. Users can enable this notification to track completed invoice postings. It ensures that all invoicing actions are accounted for in the system.

Shipment Notification

This notification is sent when a shipment is dispatched. It provides real-time updates on delivery status. Businesses can use this to keep track of their logistics. Enabling this option ensures customers are informed about their shipments.

Suggested Order

The Suggested Order notification provides recommendations for potential orders based on system analytics. It helps businesses optimize inventory planning and ensures proactive stock management. Users can enable this option to receive automated purchasing suggestions.

Statements

This notification is sent when account statements are generated. It provides users with periodic financial summaries, which businesses can use to review their financial performance. Enabling this option ensures timely access to statement records.

Return/Cancel Order

The Return/Cancel Order notification is triggered when an order is canceled or returned. It helps track order modifications in real time, which businesses can use to monitor customer-initiated changes. Enabling this option ensures that all order reversals are properly recorded.

Marketing Contact

The Marketing Contact notification is related to promotional communications. It helps users stay informed about marketing updates. This option is helpful for businesses running campaigns. If enabled, it ensures relevant marketing notifications are received.

Price Update

The Price Update notification is sent when product pricing is modified. It helps businesses and customers stay informed about pricing changes. This is particularly useful for companies managing dynamic pricing strategies. Enabling this option ensures timely awareness of pricing adjustments.

Navigation and Controls

• Users can enable or disable notifications using the toggle switches.

• Blue toggles indicate active notifications, while inactive ones are gray.

• The pagination control at the top allows navigation between multiple pages.

• Users can adjust the number of displayed items using the "25 per page" dropdown.

2.2 Event Notification Configuration Guide

The Event Notification Configuration section allows users to manage notifications for various transactional events. Users can enable or disable notifications based on their communication preferences. The available notification channels include email, Android notifications, iOS notifications, and inbox messages. This section ensures that users receive relevant updates about financial transactions, order processing, and invoice management.

Configure Events

The Configure Events section provides a structured view of all available notification events. Each event entry consists of an event title, a recipient email address, notification preferences, and a "View Details" option. Users can toggle different notification channels according to their needs. A blue toggle switch indicates active notifications, while inactive notifications are gray.

New Payment Pending Invoice

This event notifies the recipient when a payment is pending for an invoice. It ensures timely awareness of outstanding payments. Users can enable notifications via email, Android, or iOS devices. The inbox option allows storing the notification for internal reference. The "View Details" link provides additional information about the pending invoice.

Submit Quote for Approval

This notification is triggered when a quote is submitted for approval. It ensures that the recipient is informed about quotes requiring review. Users can activate notifications through different channels to receive real-time updates. The inbox option stores the notification for later reference. Clicking "View Details" allows access to the complete quote submission.

Submit Quote Request

This notification is sent when a quote request is initiated. It provides visibility into the quoting process for tracking purposes. Users can configure notification preferences based on their preferred communication channels. The inbox option retains the notification for internal tracking. The "View Details" option provides in-depth information regarding the quote request.

Mail Invoice Detail

This notification informs the recipient when invoice details are sent via email. It ensures that relevant stakeholders are updated regarding invoice-related communications. Users can enable or disable notifications through different channels. The inbox option stores the notification for reference. The "View Details" link provides access to the full invoice details.

Payments

This event notifies the recipient when a payment has been processed successfully. It provides confirmation and ensures accurate financial tracking. Users can enable notifications via multiple channels, including email, Android, and iOS. The inbox option helps retain the notification within the system. Clicking "View Details" allows users to review payment-related details.

Create Order

This notification is sent when a new order is created in the system. It ensures that order processing updates are communicated in real time. Users can choose from various notification methods based on their preferences. The inbox option retains the order creation update for internal tracking. The "View Details" option provides more information about the newly created order.

External Unpaid Invoice

This event triggers a notification when an external invoice remains unpaid. It ensures that users are aware of pending invoices requiring attention. Users can configure their preferred notification channels to stay informed. The inbox option allows storing the notification for later review. Clicking "View Details" provides access to additional invoice-related information.

Notification Channels

Each event allows users to enable or disable notifications through the following channels:

• Send Email: Sends an email notification to the specified recipient.

• Send Android Notification: Delivers a notification to Android devices.

• Send iOS Notification: Sends a push notification to iOS devices.

• Inbox: Stores the notification within the system for future reference.

Navigation and Controls

• Users can enable or disable notifications using toggle switches.

• Active notifications appear with a blue toggle, while inactive notifications are gray.

• The "View Details" option provides additional context for each event.

• Users can scroll through the list to review all configured events.

2.3 Notification Event Settings – Details

Overview

The Notification Event Settings Details configuration defines how notifications are triggered and delivered for specific system events. It allows administrators or users to set up alerts based on certain actions. The configuration ensures that users or systems are notified via selected communication channels when the defined event occurs.

Event Name

The event name specifies the type of notification being configured. This field is pre-filled and cannot be modified by regular users. It describes the purpose of the notification, ensuring clarity on its function.

From Email Address

The "From Email Address" field indicates the sender's email used for delivering the notification. 

From Email Address Name

This field represents the display name associated with the sender's email address. It helps recipients recognize the source of the notification. 

System - Email Address

You can use this optional field to enter an internal system email address for notifications. If you fill it out, this email will be the sender for internal messages. If you do not have another system email to assign, leave this field blank.

System - Email Address Name

Similar to the system email address, this field represents the display name associated with an internal email address. If left blank, no additional system name is assigned to the notification.

Notification Channels

Users can enable or disable specific notification channels for each event:

• Send Email: Sends an email notification to the recipient.

• Send Android Notification: Triggers a push notification on Android devices.

• Send iOS Notification: Sends a push notification on iOS devices.

• Inbox: Stores the notification within the system for later reference.

Configuration Restrictions: 

• Users cannot create new notifications, modify existing event names, or change sender details.

• If a new notification is needed, users must request the administrator to configure it.

• Notification settings can only be adjusted based on available system options.