Expense Email Alert

The Expense Email Alert Process identifies users that still have outstanding issues regarding expense reports that need to be addressed. These users include:

• Approvers that have Expense Reports that still need to be approved.
• Users with unapplied advances
• Users with unapplied Credit Card Transactions

To view the setup examples, please also visit the short webinar recording on Email Alerts

This process identifies and sends and reminder e-mail to those individuals based on the selections made by the administrator.

Setting up an Expense Email Alert

Step 1 of 3: Write the E-mail Alert

1. Expand the Email Alert menu.
2. Click on Expense Email Alert under the Email Alert menu.
3. Click on the Add button to open up the wizard.
4. Enter the Name of this reminder.
5. In the Process Type dropdown menu, choose:
   • Expense Reports: To send e-mails about expense reports in the system, such as an approval reminder report.
   • Advances: To remind users that they currently have advances that have not been applied to an expense report.
   • Credit Card Detail Transactions: Detailed reminder for users that they have credit card transactions that have not been applied to an expense report.
   • Credit Card Summary Transactions: Summary reminder for users that they have credit card transactions that have not been applied to an expense report.
6. In the Send To dropdown menu, choose the users to send an e-mail reminder to.
   • All proxies: Sends to all proxies that have access to a particular Expense Report
   • Approval Routing: Send to any manually routed to approvers in the approval structure.
   • Department Approval: Send to any department approvers (based on user's home department) in the approval structure.
   • Employee: Send to the owner of the Advance, Expense Report or Credit Card Transaction
   • Policy Exception Approval: Send to any exception approvers in the approval structure
   • Proxy who released: Send to the last proxy who submitted the Expense Report
   • Proxy who touched: Send to the last proxy who made a modification to the Expense Report
   • Ready to Approve: Send only to the approvers based on expense reports in their current queue (Rejected reports are still in an approver's current queue).
   • Team Approval: Send to any Team approvers in the approval structure.
   • WBS Level 1 Approval: Send to any approvers of the first level of project structure in the approval structure.
   • WBS Level 2 Approval: Send to any approvers of the second level of project structure in the approval structure.
   • Worked Department: Send to any charged department approvers in the approval structure.
7. Enter a Subject for the e-mail that is being sent out.
8. Enter a Header portion of the e-mail message. This will be the main body of the email.
9. Enter a User Message for the e-mail. This portion of the message will repeat for every report, transaction or advance that satisfies the query. This part of the setup will include the list of expenses, credit card transactions or advances referenced in this email. The message you put in this section will repeat as many times as there are records that fit the criteria. Example: If there are 2 missing credit card transaction, the message you enter in this field will repeat twice. So please do not include any other test in this part of the reminder, other than the referential data.
10. Enter a Footer as a closing to the e-mail.
11. Click Next.

{ReportId} - Report ID
{ReportTitle} - Report Title
{FullName} - Report Owner's Name
{Status} - Report Status
{TotalAmount} - Total Amount of the Report
{BusinessAmount} - Business Amount of the Report
{DueToEmployee} - Amount Company owes Employee
{DueToCreditCardByCompany} - Amount Company owes Credit Card
{DueToCreditCardByEmployee} - Amount Employee owes Credit Card
{ReportTypeID}  - Report type id (available as V8.0 and higher) 
{ReportTypeName} - Report type Name (available as V8.0 and higher)
{ReportStartDate} - Report Start Date (available as V8.0 and higher)
{ReportEndDate} - Report End Date (available as V8.0 and higher)
{FirstName} - First Name
{LastName} - Last Name
{H#} -For expense we support {H#}, where # is custom field on header report level

{TransDescr} - Description of the credit card transaction
{EventDate} - Transaction charge date
{LocalAmount} - Local amount of transaction
{LocalCurrency} - Local currency of transaction
{BillAmount} - Transaction amount converted billing currency
{BillCurrency} - Billing currency of Credit Card
{FullName} - Transaction owner's Name
{FirstName} - Transaction owner's first name
{LastName} - Transaction owner's last name
{PostDate} - Date when the transaction was posted

{EmplyId} - Employee ID of owner of transactions
{FullName} - Transaction owner's Name
{FirstName} - Transaction owner's first name
{LastName} - Transaction owner's last name
{BillAmount} - Transaction amount converted billing currency
{BillCurrency} - Billing currency of Credit Card
{TransCount} - Count of number of transactions

{AdvanceType} - Type of Advance (Full or Partial)
{AdvanceAmount} - Advance Amount
{BasedReportId} - Report ID where advance was originally requested
{FullName} - Advance owner's Name
{FirstName} - Advance owner's first name
{LastName} - Advance owner's last name

Step 2 of 3: Set up Query Items

1. Click on Add.
2. Select a Query Field (this field is the basis for the query)
3. Select a Condition
4. Enter or Select a Value
5. Click Next

Step 3 of 3: Set up Schedule

1. Select an Interval for how often you want this process to run.
2. Enter a Start Date and an End Date.
3. If you would like, enter a Notifiee and an On Event for the system to e-mail in case of:
   • On Error
   • On Warning
   • On Information
   • On Running
4. Click Save.

Example Expense E-Mail Alert

E-mail Reminder to Managers to Approve Expense Report with a Reference to Overdue Number of Days

Only Ready for Approval (Subject) – means that the reference text underneath this section can be included in the “Subject” of the reminder

1. {DaysOverdue=7}* -  this would be the number of days after an expense report was submitted to approver after which the expense report would be considered overdue. In this example the expense reports would be overdue approval after 7 days of their submission. 7 can be replaced with a different value.

*This is a required field and must be included in order for the rest of the reference fields to work properly.

1. {Total} - indicated total number of expense report in an approver’s queue
2. {Overdue} - total number of overdue expense report in an approver’s queue. In this example those expense report that have been sitting in the approver’s queue more than 7 days.

Only Ready for Approval (Header): - means that the reference text underneath this section can be included in the “Header” portion of a reminder

1. {Overdue} – Total number of overdue expense report in an approver’s queue (same definition as above)
2. {Total} – Total number of all expense reports in an approver’s queue

Only Ready for Approval (User Message): - means that the reference text underneath this section can be included in the “User Message” portion of the email.

1. {DaysOverdue} – The number of days an expense report has been sitting in an approver’s queue
2. {ReadyOn}  -Date when an expense report was released