The Alert Manager module extends your customer, supplier, inventory, and contact management processing. It lets you stay in contact with your customers or suppliers, either via SMS’s and/or Emails.

You use this notification tool if you have regular activity between you and your customers and/or suppliers.

The workflow of the Alert Management module:
  1. Register with the Pastel SMS portal and purchase SMS bundles.
  2. Set up the default sending email address using the System Wizard.
  3. Ensure that your customer and supplier master files contain valid contact details, especially cell phone numbers and email addresses.
  4. Create SMS and/or email templates.
  5. Send the SMS’s and/or emails.
  6. Perform detailed enquiries about successful and unsuccessful transactions.

Default Settings

To access this function, choose the Maintenance…Alert Management…Defaults menu option. On the system tree, choose the Alert Management…Maintenance function and then choose Defaults in the work area. Note that this function does not display directly on the system tree.

SMS

Enter your Business Gateway Login Details and Company ID in the respective fields.

Other

Enter the email specifications in the respective fields.

Templates

You have 3 types of templates that you can create for both your customers and suppliers:

  1. Master Templates
  2. Transaction Templates
  3. Custom Events

To access this function, choose the Maintenance…Alert Management…Templates menu option. On the system tree, choose the Alert Management…Maintenance function and then choose the Template option in the work area. Note that this function does not display directly on the system tree.

Master Templates

Enter a description of the template in the applicable field, thereafter, select the affected module. You can select either customer, supplier or the inventory module.

The section headers will allow you to set up the message,schedule, the customer/supplier range and other notification structures.

Template Tab

After selecting the affected or applicable module, the Choose Fields for Template window is populated with the respective tables. You will use these table names to populate the template content by dragging and dropping the table name into the Template window. Remember to structure the message by dragging and dropping the table names in the format or order that your message should display.

The Template Preview window allows you to view how the message will display.

Specify the Template criteria.

Click on the Test Criteria button to test the criteria. If the criteria is invalid, the system will inform you.

Select the Alert Preference to either be SMS or Email or both.

If you want the message to repeat several times during the specified time frame, check the Allow message repetition check box.

Schedule Tab

Set up the alert schedule by specifying the daily, weekly or monthly frequencies.

Distribution Tab

Select the affected customers, suppliers or items.

Affected People can also be selected.

Other Tab

If you want the message to be sent to an internal staff member to view the message and to confirm that the message was sent, you will specify the elected person’s and message details here.

Transaction Templates

Enter a description of the transaction template in the applicable field, thereafter, select the affected document. You can select either sales order, credit note or job card

The section headers will allow you to set up the message, the customer/supplier range and other notification structures.

Template Tab

After selecting the affected or applicable document, the Choose Fields for Template window is populated with the respective tables. You will use these table names to populate the template content by dragging and dropping the table name into the Template window. Remember to structure the message by dragging and dropping the table names in the format or order that your message should display.

The Template Preview window allows you to view how the message will display.

Specify the Template criteria.

Click on the Test Criteria button to test the criteria. If the criteria is invalid, the system will inform you.

Select the Alert Preference to either be SMS or Email or both.

If you want the message to repeat several times during the specified time frame, check the Allow message repetition check box.

Distribution Tab

Select the affected customers, suppliers or items.

Affected People can also be selected.

Other Tab

If you want the message to be sent to an internal staff member to view the message and to confirm that the message was sent, you will specify the elected person’s and message details here.

Custom Events

Customise or personalise alert messages for your customer, supplier or inventory items by using this option. The same conditions apply.

Group SMS

SMS Criteria

Select your target as customers or suppliers. If you have customers or suppliers linked to groups, you can select the applicable group. The customers or suppliers linked to the selected group will be listed in the grid below by clicking on the Search button.

SMS Text

Specify the SMS content in this section of the screen.

Selection

The customers or suppliers will be listed in this grid after clicking on the Search button.

After you have made your selections, click on the Send button to send the SMS to the selected target audience.

Enquiries

This option allows you to enquire about:

  • successfully sent items
  • items that are still pending in your outbox or did not send successfully
  • transaction activity logs with regard to your templates and transactions