The Alert Preferences screen allows you to select the alerts to display on the Alerts screen, and to set the conditions under which an alert is triggered.
In addition, you can enable email alerts that are automatically sent to clients when one of the following conditions triggers an alert:
§ Cash Balance Alert: Alerts the client that the individual cash account balance for a specific account has fallen below the threshold you set.
§ Check Transaction Alert: Notifies the client that a check has been generated in an amount that exceeds the threshold amount.
§ Accounts Payable Alert: Cautions the client that total accounts payable have exceeded the threshold.
§ Accounts Receivable Alert: Warns the client that total accounts receivable have exceeded the threshold.
Alerts are organized by the alert type:
§ Alerts: Items requiring prompt or immediate action.
§ Warnings: Circumstances that may be of immediate concern or interest, or that could indicate a potential issue.
§ Ratios: Calculated ratios that may not require immediate attention, but which could indicate a potential long-term concern.
To set alert preferences:
1. Select Alerts from the Company menu.
Alternatively, click the Setup button in the Alerts screen, accessed from the Global Toolbar.
The Alert Preferences screen appears, with the available alerts listed, organized by alert type.
2. Click the checkboxes in the Alerts section to indicate which of these conditions should trigger an alert on the Alerts screen.
You can generate urgent alerts when:
§ Individual cash accounts fall below a specified dollar amount. Use the drop-down list to specify the accounts for which this flag is triggered.
§ Checks for more than a specified dollar figure are generated. Use the drop-down list to specify the accounts for which this flag is triggered.
§ Transactions are written to the Suspense account.
§ Transactions are entered beyond the currently-open year.
§ Inventory items fall below the specified threshold.
3. Specify the items in the Warnings section that should generate a warning item on the Alerts screen.
You can trigger warnings when:
§ A customer owes more than a specified amount. Use the drop-down list to specify the customer for which this flag is triggered.
§ A vendor is owed more than a specified amount. Use the drop-down list to specify the vendor for which this flag is triggered.
§ An expense of more than a specified amount is generated. Use the drop-down list to specify the expense account for which this flag is triggered. You can set this flag for up to three accounts.
§ An expense invoice has been entered for more than a specified amount.
§ A discount of more than a specified amount is due to expire within 5 days.
4. Select the Email Alerts option checkbox next to any of the following to automatically send an email alert to the client when the specified condition triggers an alert:
§ Individual Cash Account: Sends an email when the cash balance for a specific account falls below the threshold you set.
§ Check: Issues an email alert when a check larger than the threshold amount is generated for a specific account.
§ Total Accounts Receivable: Generates an email alert when the client's total accounts receivable amount exceeds the threshold you set.
§ Total Accounts Payable: Sends an email alert when the client's total accounts payable exceeds the threshold you set.
5. Specify thresholds that should trigger Ratios alerts on the Alerts screen.
You can set thresholds for:
§ The Current Ratio falls below a specified ratio.
§ The Gross Profit Margin falls below a specified ratio.
§ Working Capital falls below a specified dollar figure.
§ The Cost of Goods Sold rises above a specified dollar figure.
6. Click Save to save your settings.
When any of the threshold conditions exist, an alert indicator appears on the Alert screen, accessed from the Global toolbar.