This article describes the notification settings for Procure to Pay (P2P), specifically AP Automation and Procurement. The settings are spread over several tabs. Each tab has its own options, such as setting the default sender and enabling notifications for purchase approvals, daily invoice alerts and due dates.
Notifications can be customised with dynamic tags, and several notifications can be consolidated into a single email. The tags are explained at the end of this article.
The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Procurement
Go to setup → Platform → Notification settings
This page contains 10 tabs:
- General
- Approval request
- Daily
- Waiting
- Due date
- Delivery date*
- Issue PO
- D/C Unlinking
- Wait for goods
- Advanced
Tab General
The default sender of the notification is set here. All sent emails will be sent from this address.
| Field | Description |
|---|---|
| Sender (required) | The default sender address. All notification emails are sent from this address. |
Tab Approval request
If one or more purchase requests have not yet been approved, an email will be sent to the relevant approver as a reminder. If activated, the system checks every 5 minutes whether there are new purchase requests ready for approval. The email is sent once per purchase request(s).
Checking the Enable approval notifications field activates this functionality. Notifications are then only sent on business days (Monday to Friday).
If Also notify during weekends is also checked, notifications are sent every day of the week (Monday to Sunday).
| Field | Description |
|---|---|
| Enable approval notifications | Activates the reminder emails for purchase requests that have not yet been approved. Notifications are then only sent on business days (Monday to Friday). |
| Also notify during weekends | Check this field to also send notifications during weekends (Saturday and Sunday). |
| Subject | The subject of the approval reminder email. |
| Content | The text of the approval reminder email. Tags can be used to add dynamic content, see Content of a notification. |
Tab Daily
Here, the content of the daily notifications is determined. These are generally emails indicating that one or more new invoices are ready to be reviewed.
Checking the Enable daily notifications field activates this functionality. Notifications are then only sent on business days (Monday to Friday).
If Also notify during weekends is also checked, notifications are sent every day of the week (Monday to Sunday).
| Field | Description |
|---|---|
| Enable daily notifications | Activates the daily notifications. Notifications are then only sent on business days (Monday to Friday). |
| Also notify during weekends | Check this field to also send notifications during weekends (Saturday and Sunday). |
| Subject | The subject of the daily notification email. |
| Content | The text of the daily notification email. Tags can be used to add dynamic content, see Content of a notification. |
Tab Waiting
If an invoice or purchase request is not processed after a set number of days, an email reminder is sent to the user.
- Set the number of days in the Days waiting notification threshold field.
- Tick the Enable days waiting notifications box to activate this feature.
- Notifications are only sent on weekdays (Monday to Friday).
- If Also notify during weekends is also ticked, reminders are sent every day (Monday to Sunday).
| Field | Description |
|---|---|
| Enable days waiting notifications | Activates the reminders for invoices and purchase requests that have not been processed after a set number of days. Notifications are then only sent on business days (Monday to Friday). |
| Also notify during weekends | Check this field to also send notifications during weekends (Saturday and Sunday). |
| Days waiting notification threshold | The number of days after which an email reminder is sent if an invoice or purchase request has not been processed. |
| Subject | The subject of the reminder email. |
| Content | The text of the reminder email. Tags can be used to add dynamic content, see Content of a notification. |
Tab Due date
If an invoice has still not been addressed and the number of days until the due date of this invoice falls within the specified value, an email is sent to inform the user in question.
- Set the number of days until the due date in the Days before due date field.
- Check the Enable due date notifications field to activate this functionality.
- Check Also notify during weekends to also send notifications during weekends.
| Field | Description |
|---|---|
| Enable due date notifications | Activates the due date notifications. |
| Also notify during weekends | Check this field to also send notifications during weekends (Saturday and Sunday). |
| Days before due date | The number of days until the due date of an invoice within which the notification is sent. |
| Subject | The subject of the due date notification email. |
| Content | The text of the due date notification email. Tags can be used to add dynamic content, see Content of a notification. |
Tab Delivery date*
ℹ️ Note: *The delivery date is only available if Procurement is set up.
If one or more purchase orders have expired without a receipt posting having taken place, an email is sent to notify the requester in question.
- Set the number of days before the delivery date in the Days before delivery date field.
- Check the Enable delivery date notifications field to activate this functionality.
- Check Also notify during weekends to also send notifications during weekends.
| Field | Description |
|---|---|
| Enable delivery date notifications | Activates the delivery date notifications. |
| Also notify during weekends | Check this field to also send notifications during weekends (Saturday and Sunday). |
| Days before delivery date | The number of days before the delivery date that is used for the notification. |
| Subject | The subject of the delivery date notification email. |
| Content | The text of the delivery date notification email. Tags can be used to add dynamic content, see Content of a notification. |
Tab Issue PO
When a purchase order is created, it is sent to the relevant supplier. On this tab, the sender, the recipients in copy and the content of the automatic order email can be set.
| Field | Description |
|---|---|
| Default from address | The default sender address of the purchase order email. |
| From address for free requests (required) | The sender address for purchase orders that originate from free requests. By default, the default from address is used. To use another address, select another option from the list and enter the email address in the field below. |
| From address for webshop/products requests (required) | The sender address for purchase orders that originate from webshop or product requests. By default, the default from address is used. To use another address, select another option from the list and enter the email address in the field below. |
| CC email-addresses | The recipients who receive the purchase order email in copy. If another option is selected in the list, enter the email address in the field below. |
| BCC email-addresses | The recipients who receive the purchase order email in blind copy. If another option is selected in the list, enter the email address in the field below. |
| Automatic ordering subject | The subject line of the email that is sent to the supplier when a purchase order is placed automatically. |
| Automatic ordering body | The text of the email that is sent to the supplier when a purchase order is placed automatically. Tags can be added to include order details, see Content of a notification. |
Tab D/C Unlinking
If a debit invoice is linked to a credit invoice, an email is sent to every user who has been involved (in the Audit state) with the debit and/or credit invoice.
Once the email has been sent, the #URLS# tag in the email is replaced by the actual links to the invoices.
| Field | Description |
|---|---|
| Subject | The subject of the D/C unlinking notification email. |
| Content | The text of the D/C unlinking notification email. Tags can be used to add dynamic content, see Content of a notification. |
Tab Wait for goods
When an invoice is placed in the step Waiting for Goods and the purchase invoice for the specific purchase order has not yet been received, an email is sent to notify the relevant user.
- Check the Enable wait for goods notifications field to activate this functionality. Notifications are then only sent on business days (Monday to Friday). If Also notify during weekends is also checked, notifications are sent every day of the week (Monday to Sunday).
- Under Days in wait for goods, set the number of days after which the notification is sent.
- Under People to be notified, select whether the Buyer, the Requester or both are notified.
- Under Wait for goods extra email addresses, fill in the persons for whom this notification also applies.
- If no 'Buyer' or 'Requester' is found on the order, the Wait for goods backup email addresses are used.
⚠️ Note: If no 'Buyer' or 'Requester' is found on the order and no (backup) email address has been set, no notification can be sent.
| Field | Description |
|---|---|
| Enable wait for goods notifications | Activates the wait for goods notifications. Notifications are then only sent on business days (Monday to Friday). |
| Also notify during weekends | Check this field to also send notifications during weekends (Saturday and Sunday). |
| Days in wait for goods | The number of days after which the notification is sent. |
| Subject | The subject of the wait for goods notification email. |
| Content | The text of the wait for goods notification email. Tags can be used to add dynamic content, for example #ORDER_NUMBERS#, see Content of a notification. |
| People to be notified | Select whether the Buyer, the Requester or both are notified. |
| Wait for goods extra email addresses | The persons for whom this notification also applies. |
| Wait for goods backup email addresses | The email addresses that are used if no Buyer or Requester is found on the order. |
Tab Advanced
On this tab, it can be set that notifications that are not sent at a specific set time are sent together in a single email. Based on the settings chosen in the individual notification types, 1 consolidated email is sent if the option Consolidate daily notifications is chosen.
When this option is selected, a consolidation subject must also be filled in. This is the subject of the consolidated email. The subjects of the 3 individual notifications are then omitted.
| Field | Description |
|---|---|
| Consolidate daily notifications | Check this field to send the notifications in 1 consolidated email. |
| Consolidation subject | The subject of the consolidated email. This must be filled in when consolidation is enabled and replaces the subjects of the individual notifications. |
Content of a notification
The content of the notifications can be made partially dynamic. For this, certain tags must be used in the Content field.
Please note that the tags:
- Must start and end with the hash (#)
- Are case sensitive
Below is an example of a notification, followed by a brief explanation of the tags to be used.
Dear colleague,
We have found that one or more invoices waiting for action on your part have not yet been picked up.
There is a deadline of 5 days, which has been exceeded.
Could you please take care of this?
#URLS#
#FRONTEND_BASE_URL#
Best regards,
Financial Administration Department
#LINEBREAK#
#LINEBREAK#
| Tag | Description |
|---|---|
#URLS# |
Displays a list of all invoices to which this notification applies. |
#FRONTEND_BASE_URL# |
Displays a link where the user can click to access the desired invoices. |
#LINEBREAK# |
Creates a blank line. |
#ORDER_NUMBERS# |
Displays the order numbers as specified in the invoice in the email. |
The following tags can be used for the settings Place Automatic Order and Place Manual Order.
| Tag | Description |
|---|---|
#COMPANY# |
Will be replaced by the company description from the purchase order. |
#CURRENCY# |
Will be replaced by the currency description from the purchase order. |
#DELIVERY_LOCATION# |
Will be replaced by the delivery location details: name + salutation + address + (postal code + city) + country + notes. |
#INCO_TERMS# |
Will be replaced by the purchase terms set during the creation of the purchase order, added as Incoterms (codes). |
#DESCRIPTION# |
Will be replaced by the description of the purchase order. |
#ORDER_DATE# |
Will be replaced by the original creation date of the purchase order. |
#ORDER_NUMBER# |
Will be replaced by the generated order number. |
#PLACED_BY# |
Will be replaced by one of the following options:
|
#REQUESTED_BY# |
Will be replaced by the first and last name of the original requester. |
#SUPPLIER_NAME# |
Will be replaced by the name of the supplier from the purchase order. |
#AMOUNT_EXCL_VAT# |
Will be replaced by the total amount excluding VAT. |
#AMOUNT_INCL_VAT# |
Will be replaced by the total amount including VAT. |
#AMOUNT_VAT# |
Will be replaced by the total VAT amount. |