The article focuses on Procure to Pay (P2P) processes, specifically covering AP Automation and Procurement.

It details the notification settings within the platform, which include various tabs.Each tab has specific functionalities like setting default senders, enabling notifications for purchase approvals, daily invoice alerts, and due dates.

Notifications can be customised using dynamic tags, and options are available for consolidating notifications into a single email.

The article also explains the use of tags for dynamic content in notifications.

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 e-mails will be 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 to remind them. If activated, it will check every 5 minutes if there are new purchase requests ready for approval. The email will be sent once per purchase request(s).

By checking the Enable approval notifications field, this functionality is activated. Notifications will then only be sent on business days (Monday to Friday).
If you also check Also notifications during the weekend, the notifications will be sent every day of the week (Monday to Sunday).

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.

By checking the Enable daily notifications field, this functionality is activated. Notifications will then only be sent on business days (Monday to Friday).
If you also check Also notifications during the weekend, the notifications will be sent every day of the week (Monday to Sunday).

Tab Waiting:

If an invoice has not been picked up after a number of days, an email will be sent to remind the relevant user.
The number of days can be set in the Days waiting notification threshold field.
By checking the Enable days waiting notification field, this functionality is activated.

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 will be sent informing the user in question.
The number of days until the due date can be set in the Days before due date field.
Checking the Enable due date notification field activates this functionality.

*Tab Delivery date:

*The delivery date is only available if Procurement is set up.

If one or more purchase orders have expired without a receipt posting has taken place, an email will be sent notifying the requester in question. The number of days before the delivery date can be set in the Days before delivery date field. By checking the Enable delivery date notification field, this functionality is activated.

Tab Issue PO:

When a purchase order is created, it is sent out to the relevant supplier. In the 'Issue purchase order' menu, it is possible to add and or modify the default purchase order sender, order subject and the content of a purchase order 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# in the email will be replaced by the actual links to the invoices.

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.

By checking the Enable wait for goods notifications field, this functionality is activated. Notifications will then only be sent on business days (Monday to Friday).
If you also check Also notifications during the weekend, the notifications will be sent every day of the week (Monday to Sunday).

Under 'Days in wait for goods' you can set the number of days after which the notification will be sent.

Under 'People to be notified' you can choose to notify the 'Buyer' or 'Requester'.

Additionally, under Waiting for Goods Email Addresses, you can fill in the persons for whom this notification also applies.
If no 'Buyer' or 'Requester' is found on the order, the 'backup email addresses' will be used.
Please note: If no 'Buyer' or 'Requester' is found on the order, no e-mail address and no backup e-mail address have been set, no notification can be sent.

Tab advanced:

Through this tab, it can be set that the above 3 types of notifications are sent together in 1 email. Based on the selected settings in the individual types of notifications, 1 consolidated email will be 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 for the consolidation email, the subjects of the 3 individual notifications will then be omitted.

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 and 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#
#URLS#	This code ensures that a list of all invoices to which this notification applies is displayed.
#FRONTEND_BASE_URL#	This code ensures that a link is displayed where the user can click to access the desired invoices.
#LINEBREAK#	This code ensures that a blank line is created.
#ORDER_NUMBERS#	This code causes the order numbers as specified in the invoice to be displayed in the e-mail.

You can use the following tags for the settings "Place Automatic Order" and "Place Manual Order".

#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
#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: The first and last name of the original requester in the case that a purchase order is placed automatically. The first and last name of the user who manually placed the purchase order.
#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.