Credit Card Past Due Alert Dialog Box

Use this dialog box to create rules for the Past Due Credit Card Transactions alert for the appropriate employee groups.

If you use Vision Multicompany, this alert only applies to the employees that are active in the company for which the alert is configured.

Location

To display the dialog box, complete the following steps:

From the Vision Navigation menu, click Configuration > General > Company Alerts.
On the Company Alerts Configuration form, click Expense in the Folders field.
In the Alerts grid, select the Past Due Credit Card Transactions alert.
Click in the Options field for the alert, and then click the icon that displays in the field.

Employee Group Rules Section

Field	Description
Employee Groups	From the drop-down list, select the employee group for which you want to apply a new rule for the Credit Card Past Due alert. If you have already created rules, select the employee group for which you want to view or modify existing rules. After you enter an employee group in this field, the grid in the dialog box displays all the alert rules that are set up for the selected employee group. When you select [All Groups], the rules that you create for the alert will apply globally for all employee groups, and you do not have to create the same rules individually for each group. Employee groups are set up in Company Timesheet Configuration in Configuration > Time & Expense.
Alert Rule Grid — Toolbar	The following options display on the toolbar: Alert Rule Drop-Down — To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "`Drag a column header here to group by that column`," drag and drop column headers into this field, in the sequence that you want them to display. Groups — Click this option if you want to change the employee group or groups for the selected alert rule. On the Add Groups dialog box that opens, move employee groups to and from the Current Groups box and the Available Groups box. Remove From Group — Select a rule in the grid to delete from the alert, and click this option to remove it. New — Click this option to add a blank row to the grid and add a new alert rule for the selected employee group. Copy — Select an alert rule in the grid whose settings you want to copy into a new alert rule. Then click Copy. A blank row is added to the grid. The alert settings (alert type, delivery options, and message content) from the copied alert rule prefill on the Credit Card Charge Alert dialog box for the new alert rule. Enter a name in the Alert Rule Name field for the new alert rule.
Alert Rule Grid — Field	This grid contains the alert rules that have been created for the employee group that you selected in the Employee Groups field. Alert Rule Name — This field displays the name of an alert rule that was previously created. If you are creating a new alert rule, click New on the grid toolbar, and in the blank row in the grid enter the name of the rule. All alert rule names must be unique. After you enter or select an alert rule in the grid, the remaining fields on the dialog box apply for the selected alert rule.

Field

Description

Employee Groups

From the drop-down list, select the employee group for which you want to apply a new rule for the Credit Card Past Due alert. If you have already created rules, select the employee group for which you want to view or modify existing rules. After you enter an employee group in this field, the grid in the dialog box displays all the alert rules that are set up for the selected employee group.

When you select [All Groups], the rules that you create for the alert will apply globally for all employee groups, and you do not have to create the same rules individually for each group.

Employee groups are set up in Company Timesheet Configuration in Configuration > Time & Expense.

Alert Rule Grid — Toolbar

The following options display on the toolbar:

Alert Rule Drop-Down —
- To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into this field, in the sequence that you want them to display.
Groups — Click this option if you want to change the employee group or groups for the selected alert rule. On the Add Groups dialog box that opens, move employee groups to and from the Current Groups box and the Available Groups box.
Remove From Group — Select a rule in the grid to delete from the alert, and click this option to remove it.
New — Click this option to add a blank row to the grid and add a new alert rule for the selected employee group.
Copy — Select an alert rule in the grid whose settings you want to copy into a new alert rule. Then click Copy. A blank row is added to the grid. The alert settings (alert type, delivery options, and message content) from the copied alert rule prefill on the Credit Card Charge Alert dialog box for the new alert rule. Enter a name in the Alert Rule Name field for the new alert rule.

Alert Rule Grid — Field

This grid contains the alert rules that have been created for the employee group that you selected in the Employee Groups field.

Alert Rule Name — This field displays the name of an alert rule that was previously created. If you are creating a new alert rule, click New on the grid toolbar, and in the blank row in the grid enter the name of the rule. All alert rule names must be unique.

After you enter or select an alert rule in the grid, the remaining fields on the dialog box apply for the selected alert rule.

Alert Criteria Section

Field	Description
Send alert for charges over x days	Enter the number of days after which you want the past due alert sent to an employee. This is the number of days after the transaction date on the credit card charge. For example, if employees have a two-week grace period to enter their expense reports, enter 14 in this field. An alert will be sent for any imported credit card charges with a transaction date over 14 days old.
Do not send alert if missing charge is associated with:	Vision will send a past due alert for any imported credit card charge that is not associated with a posted expense report or cleared through the Credit Card Reconciliation application. If you do not want employees to receive an alert if the expense report is in progress, select one or more of the following check boxes to specify the charges associated with an expense report with statuses that will not trigger a past due alert to be sent: Approved Expense Report Submitted Expense Report In Progress Expense Report
Send every x days	Enter the frequency (number of days) for which you want the past due alert sent to employees if they have not added an imported charge to an expense report. For example, if you want Vision to check for past due expense report charges and alert employees once a week, enter 7.
Time of day to send alert	From the drop-down list, select the hour of the day for the alert to be sent to employees.

Delivery Options Section

Field	Description
Email	Select this check box to send the alert by email to employees.
Dashboard	Select this check box to send the alert via the Vision dashboard to employees.
Alert Employee Supervisor	Select this check box to also send the alert to an employee's supervisor.
Alert Expense Report System Admins	Select this check box to also send the alert to the expense report system administrators. These are the employees who are assigned system-level administration of expenses (on the Expense tab in the Employees Info Center).
Alert Expense Report Company Admins	Select this check box to also send the alert to the expense report company administrators. These are the employees who are assigned company-level administration of expenses (on the Expense tab in the Employees Info Center) that matches the company of the employee who submits an expense report.

Message Content Section

If you select the Email check box in the Delivery Options section, the fields in this section are enabled.

Field	Description
Subject	Enter the subject for the email.
Message Grid Toolbar	The toolbar displays the following options: Insert Field — Click this option to open the Column Selection dialog box, and select a credit-card related field to add to the email message text. Options are: [SecondaryDescription], [SecondaryCode], [PrimaryDescription], and [PrimaryCode]. These are the descriptions and codes for the primary credit card and secondary credit card for a charge. To insert a field into a message, click in the Message text box exactly where you want the field inserted. Then click Insert Field. The field label is inserted into the Message text box. When the alert message is sent to an employee, the description or code for the primary and secondary credit cards that applies for the charge is specified in the message. Edit — Click this option to open the Text Editor dialog box and enter message text for the email. The Text Editor has text formatting tools.
Message Text Box	Enter the message text for the email. You can enter text directly in this text box or click Edit on the toolbar to open the Vision Text Editor and enter text. In the Text Editor dialog box, you can format the text.

Buttons

Field	Description
OK	Click this button to save entries and changes on the dialog box and return to the Company Alerts Configuration form.
Cancel	Click this button to return to the Company Alerts Configuration form without saving entries and changes on the dialog box.
Help	Click this button to open the help topic for the dialog box.