Event Management

Exploring

Where it fits in?

This program lets you configure events that you want to monitor within SYSPRO as they occur.

Event management allows you to monitor the values of certain fields within SYSPRO, as well as invoke third party applications when a particular event occurs.

Events can be configured to perform one or more of the following actions when predefined levels are met:

Send an email
Run a SYSPRO program
Run a custom program
Run an application
Record triggered events in a log file
Write to SYSPRO's message inbox

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Solving

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Using

Sample Usage

The following example describes how you would set up an event to email a specific person if the quantity of stock item A113 in warehouse S falls below the minimum quantity:

Open the Event Management program.
Select the Add function to open the Event Maintenance options.
Enter a name for the event.

For example:

Stock A113 Below Minimum
Click the Select Event hyperlink at the Event field, and select the Stock less than minimum option from the List of Events.
Select Email at the Type field.
Optionally enter a description for the event.
Select the Configure Email function to defined the email particulars.

For example:

At the email Subject field, enter %key below minimum.

In the email body, enter: For warehouse %wh.
Enable the No default Email recipient option.
Select the Conditional Email by List function:
1. Within the Event Mail Selection list view, select the Add function.
2. Accept the default line number supplied.
3. At the Expression field, enter %key = "A113" AND %wh = "S".
4. At the Recipients field, enter the name of the person the email must be sent to when the event occurs.
5. Save your selections.
Exit the Event Mail Selections screen and save the new event configured.

Keywords / Reserved words

Instead of displaying a generic message, you can configure the trigger point to display more specific information.

This is achieved by using any of a number of keywords or variables.

Reserved words must be entered in lowercase, as indicated in the tables below.

Reserved words in email

Keyword

Description

%key

This indicates the main key field that caused the event (e.g. stock code).

%other

This indicates the secondary or other key that caused the event.

Additional details regarding this variable for specific event types include the following:

Related events

Keyword contents

Purchase order receipts

The %other keyword contains the following:

warehouse code in positions 1-2
the purchase order number in positions 4-9
a hyphen (-) in position 10
the purchase order line number in positions 11-14)

Requisition routing

The %other keyword will contain the user to whom the requisition was routed.

Credit limit

The %other keyword will contain the following data depending on the program that caused the event to occur:

Sales Order Entry - sales order number
AR Invoice Posting - invoice number
Cash Posting Worksheet - check reference

%wh

This indicates the warehouse (for inventory events) in which the warehouse is used.

%desc

This indicates the description of the main key (e.g. stock description).

The contents of this field will vary according to the event being triggered.

%name

This reserved word is interchangeable with %desc.

%oper

This indicates the operator who performed the transaction that caused the event/trigger to be invoked.

%prog

This indicates the name of the program that was running at the time the event occurred (e.g. IMP010 would be inserted if the Inventory Movements program caused the event to occur).

%prgdesc

This indicates the description of the program running at the time the event occurred (e.g. Inventory Movements would be inserted if the Inventory Movements program caused the event to occur).

%balance

This indicates the balance of the main key after the event (e.g. if the event is Bank balance < parameter, then %balance would contain the balance of the bank after the event has occurred).

This reserved word is applicable only to events for which this makes any sense (i.e. the Bank balance event).

For the credit limit events, %balance refers to the percentage of the customer's balance versus the credit limit. Therefore, if the balance of the customer (including outstanding order value) after the event, is standing at 56% of the credit limit, then %balance would contain 56.

%onhand

This works in a similar way to the %balance reserved word, but applies to stock warehouse events only. Therefore, %onhand will contain the stock on hand after the stock warehouse event has occurred.

%value

This indicates the value of the transaction that caused the event (e.g. if the event is Bank balance < parameter and the withdrawal value is $1000 then %value would contain 1000).

This reserved word is applicable only to events for which this is appropriate.

%qty

This indicates the quantity of the transaction that caused the event (e.g. if the stock on hand falls to below safety, then %qty would contain the quantity of the transaction that caused the quantity on hand to fall below safety).

This reserved word is applicable only to events for which this is appropriate.

%coid

This indicates the company ID in which the transaction occurred.

Reserved words in command line

Field	Description
%key	This indicates the main key field that caused the event (e.g. stock code).
%other	This indicates the secondary or other key that caused the event (e.g. in the case of events relating to the stock warehouse file, this would reflect the warehouse).
%desc	This indicates the description of the main key (e.g. stock description). The contents of this field will vary according to the event being triggered.
%name	This reserved word is interchangeable with %desc.
%oper	This indicates the operator who performed the transaction that caused the event/trigger to be invoked.
%coid	This indicates the company ID in which the transaction occurred.
%log	This indicates the key to the log record just written (i.e. the application can read directly onto the event log file and retrieve the information required about the event).
%qty	This indicates the transaction quantity (applicable to Inventory-related events).
%wh	This indicates the warehouse code (applicable to Inventory-related events).
%onhand	This indicates the quantity on-hand balance (applicable to Inventory-related events).

Referencing

Events

This list view includes all events that currently exist.

Column	Description
Active	This indicates if the event is currently active. The From and To columns indicate the date range within which the event is active. These dates are inclusive.
Module	This indicates the SYSPRO module associated with the event.
Number	This indicates the event number.
Event name	This indicates the unique description for the event.
Event type	This indicates the action that will be invoked when the event occurs in SYSPRO.
Type	This indicates if the event's condition is linked to a SYSPRO program or e.net solutions business object.
Program Program name	This indicates the program entity and name assigned to the event if applicable

Event Maintenance

Field	Description
Name	Indicate a unique description for the event. This field is limited to 20 characters.
Event	Indicate the event that you want to monitor by selecting the Select Event hyperlink. This opens a list of available events (displayed by module) from which you can select your required event.
Parameter	Indicate the required parameter value that you want assigned to the event. This field is only displayed for events containing a parameter entry. For example: If you select the event Supplier balance > parameter, then an action would be triggered when the supplier's balance exceeds the amount entered at the Parameter field.
Type	Indicate the action that you want invoked when the event occurs in SYSPRO. These actions take place within a few seconds of an event occurring.
Description	Describe the type of event being configured. This description is then displayed as a list view column when you select to view the log file. This field is limited to 100 characters.
Write to log	This lets you record the triggered event in a log file. You can view and report on this log file by selecting View Log File function.
Active	Select this to specify a range of dates within which the event must be activated. The From and To dates specify a date range within which the event can be fired. These dates are inclusive.
Configure Message Inbox	This opens the Message Inbox Details program where you can configure the details to write to the message inbox when the event occurs in SYSPRO (e.g. email the stock controller when the quantity on hand for an item falls below zero in a warehouse).
Email
Configure Email	This lets you configure the email particulars if you selected to send an e-mail message when the event occurs in SYSPRO. Considerations The Check names function lets you verify that the e-mail addresses of the recipients are valid. When entering multiple addresses, use a semi-colon (;) to separate recipients. You can use special reserved words or keywords in the Subject field and Email body text, which is then replaced with the corresponding values when the event fires. Email Recipients have a max length of 300 characters. Email body text has a maximum length of 1000 characters.
Notify buyer	Enable this option to notify the buyer who placed the purchase order (as well as the recipients listed in the To field) when the goods arrive. The e-mail address associated with the buyer is then added to the recipient list. This option is only available for the Inventory event: Goods receipt.
No default Email recipient	Enable this option to only send e-mail to the recipients configured within the Conditional E-mail by List function. In this scenario, the e-mail is sent only when the defined criteria are matched. If you do not select this option, then at least one e-mail recipient must be specified at the To field.
Conditional Email by List	This opens the Event Mail Selections window, from where you can configure the sending of e-mails to specific recipients, based on the supplied conditional logic (e.g. if the warehouse is E, the email address is 123@outdoors.com). Considerations This function only applies to specific Inventory events. Multiple conditional entries for each event are allowed. These are displayed in the list view. To add a new entry, select the Add function and enter the appropriate information in the fields requested. At the Expression prompt you can add the condition under which the email should be sent. This expression can contain keywords such as %wh for warehouse and %oper for the operator code. If multiple keywords are used, separate these with the word AND.
Program	These options only apply if you selected to Run a SYSPRO program or Run any custom program when the event occurs in SYSPRO. Considerations Parameters are not passed when calling SYSPRO programs. If you require parameters, then you must use the Run any custom program option. When running a custom program: Any custom program executed is automatically written to SYSPRO's Job Logging system. If the program was constructed using standard SYSPRO techniques, then the field LINK-EXTRA will contain the key of the code that triggered the event (e.g. in the case of stock falling to below zero, this would be the stock code itself). For Inventory events, the stock code and the warehouse code are passed to the custom program. The stock code is in position 1-30 and the warehouse code is in position 31-32.
Program name	Indicate the program that you want to load when the event occurs. You can select the browse icon to view a list of all programs available for selection.
Description	This indicates the description of the program that is being run and defaults to the description assigned to SYSPRO program.
Application	These options only apply if you selected to Run any application when the event occurs in SYSPRO.
Description	Optionally indicate a description of the application that you want to run.
Command line	Indicate the executable file together with the parameters that will launch the selected application when the event occurs. You can use special reserved words or keywords in this area, which are then replaced with the corresponding values when the event fires. To reduce the number of characters used on the command line, you can specify the path to the executable at the Start in field.
Start in	Indicate the full path to the executable that will launch the designated application software.

List of Events

This screen is displayed when you select the Select Event function, and lists all available events within SYSPRO.

Certain available events have an activation point associated with it, or require further explanation. These events include:

Field	Description
Customer balance > % of credit limit	You would typically use this trigger to alert you when customers are nearing their credit limit. Activation Point: When the customer's balances are greater than (the customer's credit limit multiplied by the parameter value divided by 100). For example: Parameter value entered = 90. Customer's credit limit = 10 000. The trigger is then activated when the customer's balance exceeds 9 000(i.e. 10 000 x 90/100). If you are using master/sub accounts, then the credit check is performed against the customer (master or sub account) to which invoices are linked. This event is only fired when the customer's credit limit is exceeded the first time.
Customer placed on hold	Activation point: When a customer is placed on hold.
Customer released from hold	Activation point: When the on-hold status against a customer is lifted.
Capex budget exceeded on line addition	Activation point: When a capex requisition line is added to a capex item and the value of the requisition line causes the budget value of the capex item to be exceeded.
Capex budget exceeded on line approval	Activation point: When a capex requisition line is approved and the value of the requisition line causes the budget value of the capex item to be exceeded.
Capex budget exceeded on line spending	Activation point: When using the Purchase Order Receipts or Part Billings program to process a receipt for a capex requisition line and the receipt value causes the budget value of the capex item to be exceeded.
Capex spending on line not approved	Activation point: When using the Purchase Order Receipts or Part Billings program to process a second or subsequent receipt for a capex requisition line and the requisition line is still in a status of Closed from the previous receipt.
Stock less than minimum	This event is executed only on the first instance that the condition occurs for a specific stock item. Therefore this event is not triggered if the stock on hand for the item is already below minimum and a transaction is processed that further reduces the stock on hand.
Allocation exceeds quantity on hand	This event is executed only on the first instance that the condition occurs for a specific stock item. Activation points: Sales Order Entry When the warehouse is being updated from a new line or from a changed line. SO Single Level BOM When updating the warehouse on validating an optional line and when allocating stock. Sales Order Import When the warehouse is updated as the lines are being checked. Order Purge When updating the warehouse after allocating a scheduled order line. Import Back Order Releases When the warehouse is updated from an accepted line and when a kit component is updated. Blanket SO Review & Confirmation When the warehouse is updated because of added lines.
Allocation + minimum exceeds on hand	This event is executed only on the first instance that the condition occurs for a specific stock item. Activation points: Sales Order Entry When the warehouse is being updated from a new line or from a changed line. SO Single Level BOM When updating the warehouse on validating an optional line and when allocating stock. Sales Order Import When the warehouse is updated as the lines are being checked. Order Purge When updating the warehouse after allocating a scheduled order line. Import Back Order Releases When the warehouse is updated from an accepted line and when a kit component is updated. Blanket SO Review & Confirmation When the warehouse is updated because of added lines.
Requisition routed to another user (req & receipt)	Activation points: Purchase Order Receipts When a purchase order line linked to a requisition is receipted. Requisition Entry Maintenance When a requisition line is routed to another user. Within the Requisition Entry Maintenance program you can enable the preference: Trigger event once only when routing consecutive requisition lines to activate this event for each requisition routed to another user, regardless of the number of lines held against the requisition.
Requisition routed to another user (req only)	This event is essentially the same as the event: Requisition routed to another user (req & receipt), except that it is only activated for requisitions and not for purchase order receipts. Activation point: When the requisition line of a Requisition entry is routed to another user. Within the Requisition Entry Maintenance program you can enable the preference: Trigger event once only when routing consecutive requisition lines to activate this event for each requisition routed to another user, regardless of the number of lines held against the requisition.
Goods receipt from purchase order	Activation point: When receipting a purchase order item. When using this event to trigger an email, the keywords %wh and %other are interchangeable within the email body. If, however, you are defining a conditional email, then the %wh keyword must be used to make the mail conditional on the actual warehouse. This is because the %other keyword can contain up to 30 characters and will always evaluate the condition on the full 30-characters of the variable. To make the mail conditional on the stock code, use the %key keyword.
New sales order fails credit check	This event is triggered when a sales order causes a customer's credit limit to be exceeded and the order is placed in suspense. Activation points: When converting a quotation to a sales order. When creating a sales order. When copying a sales order.
Price overridden by operator	Activation point: When the price (or price code) is overridden at the time of adding a line in Sales Order Entry. The event is not activated if maintaining an existing line for which the price has already been overridden and the price is changed again. However, the event is activated if the price code is changed.
Purchase order raised from sales order	Activation point: When a purchase order is created from a sales order.
Purchase order receipt from sales order	Activation point: When receipting a purchase order line that is linked to a sales order line. If an item is receipted into inspection, then the event is activated only when the item is accepted.
Invoice process failed during document print	This event is only relevant if you are printing an invoice to a device printer and the Print Preview option is not selected. Activation point: The event is activated if a failure occurs while printing an invoice and only some lines have been printed, or a failure occurs while the invoice process is in the update phase.
Access security breach attempt	Activation point: When an operator attempts to run a program to which the operator does not have access.

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