Internal Quotation Alerts
Whenever you mark a Quotation as Accepted and save it, a text (SMS) message can be sent automatically to a responsible Person (i.e. a member of staff), informing them that a Quotation has been accepted. If you want to use this feature, follow these steps:
- Sending text (SMS) messages is a chargeable Cloud Service. To use it, ensure you have registered your database using the Automatic Internet Enabler method, as described on the Enabler Key page. Please contact your local HansaWorld representative to sign up for the service and for pricing details.
- Open the Business Alerts setting and set the SMS Type to "SMS" or "Suggest".
- Specify a System Phone No. in the Business Alerts setting or in the Internal System Alerts setting. This number will be used as the source of each text (SMS) message and Customers may use it to reply.
- Configure the Internal Quotation Alerts setting as described below.
You should specify the Recipient (i.e. the responsible Person to whom the text (SMS) messages will be sent in the Internal Quotation Alerts setting. Messages will be sent to the Recipient's Mobile Number, chosen as follows:
- If the Recipient has a Contact record in which there is a Mobile Number, the text (SMS) message will be sent to that Mobile Number. The Recipient's record in the Contact register is the one quoted in the Contact Code field on the 'Access' card of their Person record.
- If the Recipient does not have a record in the Contact register, or this record does not have a Mobile Number, it will be taken from the Phone 1 or Phone 2 fields (in that order) in their Person record.
If no Mobile Number has been found after these steps, no text (SMS) message will be sent.
For the text (SMS) message to be sent successfully, you must have entered the Mobile Number as an international number. You can place + or 00 at the beginning of a number, but + is to be preferred as it is the standard method of signifying international numbers and will not change.
If you have set the SMS Type to "SMS" in the Business Alerts setting, the sending of each text (SMS) message will be completely automatic. Therefore, you will not be given the opportunity to personalise the message. However, if you set the SMS Type to "Suggest", the 'Text SMS: New' window will open when you mark a Quotation as Accepted and save it. This will give you the opportunity to personalise the message. When you click the [Save] button, your Signature will appear in the Person field and the Sent box will be marked automatically, signifying that the message has been sent. If you click the [Cancel] button, the message will not be sent or saved.
The Internal Quotation Alerts setting contains the following options and fields:
- SMS when Quotation Accepted
- Tick this box if you would like an automatic text (SMS) message to be sent to the Recipient specified below whenever you mark a Quotation as Accepted and save it.
- Limit
- If you would only like text (SMS) messages to be sent to the Recipient when you accept Quotations worth more than a certain amount, specify that amount here.
- The Recipient will receive a message if the TOTAL (i.e. total including VAT) in a Quotation is greater than this figure.
- No Currency conversion will take place. So if the Limit is 1000.00 for example, Quotations worth GBP 1000.01 and USD 1000.01 will both trigger messages.
- Customer Class.
- Paste Special
Contact Classifications setting, CRM module
- If you would only like to send text (SMS) messages when Quotations are accepted by Customers belonging to a particular Contact Classification, specify that Classification here. If you enter a number of Classifications separated by commas, text (SMS) messages will only be sent when Quotations are accepted by Customers featuring all the Classifications listed.
- GP Limit
- If you would only like a text (SMS) message to be sent to the Recipient when a Quotation is accepted with a Total GP that is less than a certain amount, specify that amount here.
- Quotation Class
- Paste Special
Quotation Classes setting, Quotations module
- If you would only like text (SMS) messages to be sent when Quotations with a particular Quotation Class are accepted, specify that Class here.
- Std. Text
- Paste Special
Standard Text register, CRM module
- Specify here the Code of a record in the Standard Text register in the CRM module. This record should contain the text of the message that will be sent to the Recipient.
- Recipient
- Paste Special
Person register, System module
- Enter the Signature (initials) of the Person to whom text (SMS) messages are to be sent whenever Quotations are accepted.
- If you do not enter a Recipient here, the text (SMS) message will be sent to the Salesman specified in a Quotation when it is accepted.
When you have finished working with this setting, click the [Save] button in the Button Bar to save the changes and close the window. To close the window without saving changes, click the close box.
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Settings in the Business Alerts module:
Go back to:
Introduction to Settings in the Business Alerts Module
