Approval Delegate - A user that has been designated to approve on behalf of another user receives an email notification that includes who delegated them and the delegation duration period.
Approved / Rejected Documents - The owner of a document, including request, solicitation, invoice or contract is notified via email when the document they submitted to the approval workflow was approved or rejected. If the solicitation creator and the user that actually submits the solicitation are not the same, the notification will also be sent to the solicitation submitter.
Approver - Approvers, regardless if they are workflow rule or ad-hoc approvers, are notified via email that they have a document in their inbox pending their approval or rejection.
Document Submitted to Workflow - The owner of the document, including, request, solicitation, invoice or contract is sent an email notification confirming that they submitted a document into the workflow process. If the solicitation creator and the user that actually submits the solicitation are not the same, the notification will also be sent to the solicitation submitter.
Escalation - If the workflow escalation process is enabled, it means the document will be sent to a supervisor if the document sits in the approver's inbox for an extended period of time. The originator of the document is notified via email when their document has been escalated. If no escalation approver is found, the Administrator is notified via email.
Reviewer - Reviewers are notified via email that they have a document in their inbox pending their review.
Amendment Notification - Contract owners may designate one or more recipients to receive contract amendment related notifications. This email includes contract summary information including contract number, name, and contract period dates.
Contract Available - Contracted vendors are notified via email when a buying organization has created a contract in which the vendor is named as the contractor. The email encourages the vendor to review the contract in the application.
Contract Cancelled - Contracted vendors are notified via email when a buying organization has cancelled a contract in which the vendor is named as the contractor. The email encourages the vendor to contact the Contract Administrator with any questions.
Total Value - A threshold percentage is established as the trigger. When the contract's total value has reached the designated percentage, an email notification is sent.
Effective Date - A numeric value is established as the trigger. When the contract's effective date is within the number of days (value) established, an email notification is sent.
Expiration Date - A numeric value is established as the trigger. When the contract's expiration date is within the number of days (value) established, an email notification is sent.
Insurance and Certification Expiration - A numeric value is established as the trigger. When the vendor's insurance and certification expiration is within the number of days (value) established, an email notification is sent.
Active Delegation Notification - Users who delegate their approval responsibilities to another user in the system will receive email confirmation when the scheduled delegation period is active.
Delegatee Active Notification - Users who have been delegated to approve documents on behalf of another user will receive confirmation email advising them that the delegation period has started.
Delegatee Off Notification - Users who have been delegated to approve documents on behalf of another user will receive confirmation email advising them that the delegation period has ended.
Delegatee On Notification - Users who have been delegated to approve documents on behalf of another user will receive confirmation email advising them of the delegation starting and ending times. The document type of approval is also noted.
Delegatee Reminder Notification - Users who have been delegated to approve documents on behalf of another user will receive email if the scheduled delegation period has ended but the delegator has not yet disabled the delegation.
Delegation User Notification - Users who delegate their approval responsibilities to another user in the system will receive a confirmation email stating the delegation period and the user assigned to each document type as a delegate.
Forgot Password - If enabled by the buying organization, the Forgot Password functionality will email the buyer user after they have confirmed their security question/answer.
Password Reset Request - If a user's password was recently changed in the system, the user will be notified that a change was made to their password. If they made the change, they may disregard the notice and if not, they are advised to contact support regarding the security of their account.
User Reminder Notification - Users who delegate their approval responsibilities to another user in the system will receive a confirmation email reminding the delegator to disable delegation as the delegation period has ended.
Auto Recovery Queue - If an integration transaction (Vendor, Request, PO, etc.) cannot be sent to the Buyer ERP system, the buyer is notified via email that the transaction failed but will be retried later. This notification is to ensure that the buyer is aware of the integration delay.
Manual Recovery Queue - If an integration transaction (Vendor, Request, PO, etc.) cannot be sent to the Buyer ERP system and all retries have failed, the transaction will go into a manual recovery queue. An email notification is sent to the Buyer informing them that this transaction will require some assistance.
Integration Success - If an integration transaction (Vendor, Request, PO, etc.) is successfully sent to the ERP system, the Buyer end user will receive an email notification informing them of the successful integration.
Integration Failure - If an integration transaction (Vendor, Request, PO, etc.) fails to be sent to the ERP system due a to business (non-technical) error, the Buyer end user will receive an email notification informing them of the failed integration so that they may take action.
eInvoice Notification - Buying organizations will be notified if a vendor has submitted an eInvoice for a purchase order. The email provides a link to the information once the buyer logs in.
Auto-Match Notifications - If auto-matching between invoices and receipts is enabled for your organization, the system will generate emails to state that an auto-match process occurred.
Scenario One - Invoice is entered but not submitted. Eventually a receipt is entered that can be auto-matched to the invoice. The auto-match will complete, and the system will notify the user via automated email of the match but will not submit the invoice on their behalf.
Scenario Two - Invoice is entered, and it is submitted. System rejects the invoice because it could not be matched. Eventually a receipt is entered that can be auto-matched to the invoice. The auto-match will complete, and the system will notify the user via automated email of the match and will submit the invoice on their behalf.
If invoice is in Created or Rejected status, the auto-match will be performed and the notification will state: 'The system successfully auto-matched your invoice [Invoice Number]. You will need to log in and manually submit the invoice when ready.'
If invoice was Auto-Rejected, the auto-match will be performed and the notification will state: 'The system successfully auto-matched your invoice [Invoice Number], and the invoice has been submitted.'
If the situation arises where multiple open invoices reference the same purchase order for the entered receipt, an automated email will be sent to the Invoice Contact.
If Central Invoice Processing is enabled, the notification will route to the designated person for resolution. Notification will state: 'An attempt was made to auto-match receipt [Receipt Number] to PO [Purchase Order Number]. but it was unsuccessful due to multiple open invoices that reference this same PO.'
If Central Invoice Processing is disabled, the notification will route to the user who generated the Request/Purchase Order for resolution. Notification will state: 'An attempt was made to auto-match receipt [Receipt Number] to PO [Purchase Order Number]. but it was unsuccessful due to multiple open invoices that reference this same PO.'
Central Invoice Processing - If an eInvoice is rejected in workflow, either by an approver/approval group or automatically based on system parameters, then the same user that was notified when the eInvoice was received will receive the rejection notification. Central Invoice Processing feature is enabled in the Invoice Management section of the Edit General Org Info page and once enabled, the Central Invoice Processing Email field activates. The email address entered in this field will be the designated recipient .
Acknowledged Order - If a vendor has marked a purchase order as acknowledged, the requester will receive an email confirmation.
Pending Order - If a vendor has marked a purchase order as pending, the requester will receive an email confirmation.
Cancelled Order - An automated email is sent to the vendor when an order has been cancelled advising the vendor not to fulfill or duplicate the order. An .HTML document attachment of the purchase order is included with the email.
Changed Order - An automated email is sent to the vendor when a submitted purchase order is changed. A copy of the revised purchase order is attached to the email along with a change log that highlights the changes to the order.
New Purchase Order - When a new purchase order is created and approved by the ERP system, if integrated, an automated email or fax is sent to the vendor summarizing the purchase order. An .HTML document attachment of the PO is included with the email as well as any other attachments that were designated by the buyer to send to supplier. (Using the Send to Supplier flag)
Submitted Order - An automated email is sent to the vendor summarizing the order including order ID, number of items, requested delivery date. An .HTML document attachment of the purchase order along with any other buyer attachments is included with the email.
Solicitation Delay - Buyers are notified via email if their solicitation has been delayed. This occurs when a Solicitation Start Date passes and required data is missing from the solicitation.
Solicitation Retracted - If a request was created from a solicitation and that solicitation ends up being retracted, the requester will be notified that they need to manually cancel or close the related request.
Solicitation Question Posted - Buyers will be notified if a vendor has posted a question in the Q&A Center for a solicitation. It will provide steps to review the question.
Regarding the following notifications, if the vendor does not have an email address defined but does have a fax number, the notification will be dispatched via fax.
Saved Draft Response - If a vendor saves a solicitation response, (not yet submitted), they are reminded via email of the solicitation close date and that their response must still be submitted for the buying organization to view it.
Solicitation Amendments - If a solicitation is amended, invited vendors are notified via email of the amendment.
Solicitation Award - When a buying organization awards a solicitation, invited vendors are notified via email of the award.
Solicitation Award Reversal - Invited vendors are notified via email when a buying organization reverses a solicitation award.
Solicitation Q&A Center Bulletin Board Entry
Vendors are notified via email when the buying organization posts a new bulletin board entry in the Q&A Center.
Vendors may choose to not receive these notifications by using the toggle on the Q&A Center page.
Solicitation Vendor Q&A Period Start - Vendors are notified via email when the Vendor Q&A period has begun.
Solicitation Vendor Q&A Published Items
Vendors are notified via email when the buying organization publishes new items in the Q&A Center.
Vendors may choose to not receive these notifications by using the toggle on the Q&A Center page.
Solicitation Q&A Center Question Response - Vendors are notified via email when the buying organization answers a question that the vendor asked.
Solicitation Invitation - Vendors are notified via email when they have been invited to participate in a solicitation. This email includes a link to log in, basic navigation and response instructions.
Solicitation Retraction - If a buying organization retracts a solicitation, invited vendors are notified via email of the retraction.
Solicitation Round Created - If a buying organization issues an additional round on a solicitation, this email notification advises the selected vendor that they have been selected to participate in a follow-up round for response clarification.
Submitted Response - When a vendor submits a response to a solicitation, they will receive email confirmation of that submittal.
For those customers that charge vendors a subscription fee to interact with them through WebProcure, there are a number of email notifications surrounding payments and subscription status.
Subscription Auto Renewal - If a supplier organization opted for automatic renewal and payment was processed successfully, they will be notified by email.
Subscription Expired Alert - If a supplier's subscription has expired, they will be notified via email. The email will include instructions to renew their subscription.
Subscription Payment Failed - If a supplier's subscription payment failed and could not be processed, the supplier will receive an email advising them of the payment failure.
Subscription Payment Reminder - Supplier organizations will receive advance notification that their subscription is due to end in x number of days and provides them with instructions on how to extend their subscription.
Subscription Renewal Failed - If a supplier's registration fails to renew due to failure of payment, they will be notified via email.
Subscription Renewed - If a supplier's subscription is renewed, they will receive a confirmation email.
Registration Invitation - When buyers create invitations to invite vendors to join WebProcure, vendors receive an automated email that includes a link to complete their registration. Once the vendor verifies and updates their contact information, it will ensure that they receive business opportunity notifications.
New Vendor Review - If a new vendor self-registered as a diversity/disadvantaged business classification, the buying organization will be notified with the vendor's information and recommendation to review the vendor's profile.
Vendor Profile Updated - When a vendor updates their own profile, an email notification will be sent to the buying organization if one or more of the fields that was updated has been established to trigger a notification. See Vendor Configurable Fields for available triggers.
Accept Terms and Conditions - Vendors that have been added as a vendor in WebProcure, will be notified via email if the buying organization requires them to accept the buyer's Terms and Conditions and complete any buyer-specific Additional Required Attributes.
Account Declined - Vendors that have been inactive for x number of days will be notified that their account is now in a Declined status.
Add Existing Vendor - Buyers associate existing WebProcure registered vendors to their organization, the vendor is notified via email that they have been added to the organization as a vendor. Email includes instructions for logging into the application and includes a reminder to complete/update their profile.
Add New Vendor - When buyers add new vendors into the WebProcure application, those vendors are notified via email that they have been added. Email includes instructions for logging into the application and includes a reminder to complete/update their profile.
Approved Vendor - Self-registering vendors receive email confirmation once the buying organization approves them in the WebProcure system.
New Vendor User - If a vendor user account is created in the system, the new user will be sent an email that provides the login URL along with Username and Password.
Registered Vendor - Vendors who self-register receive email confirmation that they have successfully self-registered. A link to the application is provided with basic, initial instructions. They are also notified that their status is pending buying organization approval.
Supplier Anniversary - Vendors will receive reminder notifications to update their profile in the application.
Vendor Profile Updated
When a vendor profile is updated, an email summarizing the update is sent to the vendor.
When a buying organization has added commodity codes to vendor's profile, the vendor is notified via email notification and it includes instructions for the vendor to verify the codes on their own profile.
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