Purchase Orders Approval Alert Configuration Form

The Orders Approval alert allows you to determine who, when, and under what conditions Vision sends Order Approval alerts. If approval is required for orders, then this alert informs the approver of that request for an order. You can use this alert along with the Orders Buyer alert.

For this alert to work, you need to select the Require purchase orders to be approved option on the General tab of Configuration > Purchasing > Company Settings.

Location

To display the form, complete the following steps:

1. From the Vision Navigation menu, click Configuration > General > Company Alerts.
2. From the Folders field on the Alerts Configuration form, select Purchasing.

Contents

Field	Description
Alert Rule Name	This field displays the names of existing alert rules; or, if you are creating a new alert rule, enter the name of the rule. You can change the name of an existing rule; however, all alert rule names must be unique.
Enabled	Select this option to enable the rule. When the alert is Active, this feature allows you to enable only selected rules, without having to delete any unwanted rules. In other words, if the alert is Active, then Vision will run any one of its Enabled rules. If the alert is not Active, then Vision will not run any of its rules, even if rules are Enabled.
Languages	This column displays if you use the Vision Multilingual feature. Use this column to select the language for this alert. Only employees with the selected language receive the alert. However, if you leave this column blank, all employees receive this alert regardless of their designated language. For example, if you create an email alert for English US and English UK, then only the users that have English US or English UK in the Language field in the Employee Info Center receive that message. The system administrator must set up a separate alert rule for Spanish employees to receive a message in Spanish. The Language field displays <languages selected> if any languages are selected.
Send To
Selected Approvers	Use the lookup to select the approver(s) to which you want to send the alert. Only those employees who have been designated as approvers appear in this list. Employees are designated as approvers in Configuration > Purchasing > General, on the Buyer/Approver tab.
Buyer's Supervisor	Select this option if you want to send the alert to the buyer's supervisor.
Timesheet Group's Approvers	Select the timesheet group to which you want to send the alert, or you can select All Groups. Timesheet groups, such as Administration or Architectural, are created in Time and Expense Configuration.
Alert Timesheet System Admins	If you selected a group in the Timesheet Group's Approvers field, this field becomes active. If you select this option, Vision will send an email or dashboard alert to users who are set up with system administration rights for Timesheets.
Expense Group's Approvers	Select the expense group to which you want to send the alert, or you can select All Groups. Expense groups, such as Administration or Architectural, are created in Time and Expense Configuration.
Alert Expense Report System Admins	If you selected a group in the Expense Group's Approvers field, this field becomes active. If you select this option, Vision will send an email or dashboard alert to users who are set up with system administration rights for Expense Reports.
Principal-In-Charge	Select this option if you want to send the alert to the principal-in-charge.
Project Manager	Select this option if you want to send the alert to the project manager.
Supervisor	Select this alert if you want to send the alert to the supervisor.
Alert Criteria
Selected Buyer	Select the employee(s) that you want to generate an alert. In other words, if the employee you select here puts in a request for a purchase order approval, then a Orders Approval alert is generated. Vision will only generate an alert when there are also recipients in the Send To section.
Buyer's Timesheet Group	Select the buyer's timesheet group that you want to generate an alert. In other words, if any member of the timesheet group puts in a request for a purchase order approval, then Order's Approval alert is generated. Timesheet groups, such as Administration or Architectural, are created in Time and Expense Configuration.
Buyer's Expense Group	Select the buyer's timesheet group that you want to generate an alert. In other words, if any member of the buyer's expense group puts in a request for a purchase order approval then a Order's Approval alert is generated. Expense groups, such as Administration or Architectural, are created in Time and Expense Configuration.
Delivery Options	You can select one or both of these options. Email Select this option if you want Vision to send the alert via email. Vision provides a link to the purchase order in the email message if you use the <here> tag. If you select this option, complete the Email Options fields. Dashboard Select this option if you want Vision to send the alert via the dashboard. Vision provides a link to the purchase order in the alert.
Email Options	If you selected Email for the delivery option, these fields are activated.
Subject	Enter the subject text for the email. You can use the following tag in this field: [EMPL]. Vision replaces [EMPL] with the employee's name who is making the request.
Message	Enter the message text for the email. You can either enter text directly in this field or you can use the text editor, which provides formatting tools. You can use the following tags in this field: [REQUEST], [EMPL], <here>, and [COMMENT].