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How to Subscribe to Add Order Event So I Only Receive E-mail When Credit Memo Is Created

Q - Do we have a way to trigger an event when a credit memo is added? I am aware that there's an "Add Order" event that can be subscribed to from the customer file. But I only want to know when a credit memo is entered.

A - You will need to use the "Filters" capability in the event.  We will outline the procedure to create this event step-by-step below:

(1) Subscribe to "Add Order" Event
You may subscribe to an "Add Order" event from either the customer file or the salesman file.  In this case, we will show you an example of how to subscribe from the customer file.  You can either go to Customer File Maintenance or Inquiry.  Inquiry is better since you will not lock the customer record.  So you will go to A/R -> Inquiry -> Customer File Inquiry. Bring up any customer.  Click on the "Events" button on the toolbar.

In the popup "Event Request" window, choose "F5=Ins" to add a new event. Find and select the "Add Order for Customer" event. Then you will see the following screen appear:

Make sure to change the "Disposition" area from "One-time request" to "Recurring request" since your intention is to receive the e-mail every time this event takes place.

(2) Subscribe to All
You need to click on the "Subscribe to All" button.  Otherwise, you will only get notified when the event happens for one particular customer.  In our case, it is "*11111," which is the customer record we are choosing to add this event to.  By clicking on the "Subscribe to All" button, you will get notification of this event for every single customer.

(3) Compose Your E-mail
Choose the "E-mail" tab, and compose your e-mail similar to the following screen:

The @@REF-ID09@@ and others are variables.  You can right click in any field and choose to insert Event variables.  In this case, @@REF-ID09@@ represents the order amount.  @@REF-ID@@ represents bill to name.  So when an add order is triggered, it will send an e-mail with a subject line like the following:
   135.00 Cr Memo Created for Misc. Customers

(4) Choose Filter Tab
So far, this event will be triggered for every single order added to the system, including credit memos and quotes.  Since we are only interested in seeing the credit memo, we need to use the "Filters" tab to narrow down the condition. The following is an example of how you narrow down this subscription to Credit Memo only:

When you are done, choose "Save" to save this event subscription. Then you can test it to see if it works.

(5) E-mail Security Issue
Keep in mind that Elliott 7.5 uses MAPI to send e-mail through your local e-mail client.  If you are using Outlook as your e-mail client, then chances are that you will receive a security warning when Elliott tries to send the event e-mail.  Please see your \Elliott7\Doc\OLSecUpd.pdf for a detailed document on how to resolve this issue.

If you are using Elliott 8.0, then by default it uses SMTP to send e-mails, in which case you can avoid this security issue.  You will need to work with your IT department to allow your e-mail server to relay Elliott's SMTP e-mails.

(6) Other Possibilities
Let's say you are only interested in seeing the credit memo total when the amount is greater than $1,000.00.  In this case, you can set the Filters tab as follows:

Using the same principle, you can create an event subscription when the Order amount is greater than $10,000, or when the Salesman No = 100...etc.

There's a lot of flexibility extended by this "Filters" tab, which allows you to narrow down the type of event you want to subscribe to.

(7) A Few More Notes
  • If you are only interested in receiving event e-mails for a particular customer, then don't choose the "Subscribe to All."
  • If you are interested in receiving event e-mails for a particular salesman, then subscribe to this event from the salesman file maintenance instead, and don't choose "Subscribe to All."
  • If you are interested in receiving the event e-mail for one time only, then don't choose the "Recurring request" option in the first step.

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