Stock item alerts

Find this screen

Open: Stock Control > Stock Records > Enter New Stock Item

Open: Stock Control > Stock Records > Amend Stock Item Details

Open: Stock Control > Enquiries > View Stock Item Details

Use the Alerts tab to set up or view alert messages for the stock item.

If you can't see the Alerts tab, then Enable stock alerts in Stock Control Settings.

This feature is only available from Sage 200 Professional 2025 R1 version onwards.

How to

Add an alert

Open: Stock Control > Stock Records > Amend Stock Item Details

Select the stock item.
Move to the Alerts tab.
Select Add.
Enter the message to display for this alert.
Choose the activities when the alert should be displayed.

Sales orders:
- Enter/Amend Quotations: Enter or amend quotations.
- Enter/Amend Sales Orders: Enter or amend sales orders.
- Enter/Amend Returns: Enter or amend sales returns.
- Enter/Amend Pro Formas: Enter or amend pro forma invoices.
- Confirm Goods Despatched: Confirm goods despatched for sales orders.
  
  Note: Alerts are only displayed for service/labour items that you despatch using Confirm Goods Despatched. Alerts are not displayed when you despatch service/labour items using Confirm Service/Free Text Items for Invoice.
- Amend Despatch: Amend goods despatched for sales orders.
  
  Note: Alerts are only displayed for service/labour items that you amend using Amend Goods Despatched. Alerts are not displayed when you amend service/labour items using Amend Service/Free Text Items for Invoice.
Invoicing:
- Enter/Amend Invoices: Enter or amend invoices using the Invoicing module.
- Enter/Amend Credit Notes: Enter or amend credit notes using the Invoicing module.
Purchase orders:
- Enter/Amend Purchase Orders: Enter or amend purchase orders.
- Enter/Amend Purchase Returns: Enter or amend purchase returns.
- Confirm Goods Received: Confirm goods received for purchase orders.
  
  Note: Alerts are only displayed for service/labour items that you receive using Confirm Goods Received. Alerts are not displayed when you receive service/labour items using Confirm Service/Text Items Received.
- Amend Goods Received: Amend goods received for purchase orders.
  
  Note: Alerts are only displayed for service/labour items that you amend using Amend Goods Received. Alerts are not displayed when you amend service/labour items using Amend Service/Text Items Received.
- Generate Orders: Generate purchase orders.
- Generate Orders from Requisition Lines: Generating purchase orders from purchase requisitions.
- Generate Orders from Trial Kitting: Creating purchase orders from BOM enquiry Trial Kitting.
Tip: To quickly select or clear all the activities, select Select All or Clear All.

Alerts are displayed for these activities in both the Sage 200 desktop and Web Portal (where available).
Choose to display the alert for all customers or particular customers.
- To display the stock alert with all customers, select All Customers. The alert will also be displayed for customers you add in the future.
- To display the stock alert with only particular customers, choose Select Customers then select the customers.
  
  Note: If you use Select All to choose all customers in this list, the alert will be displayed for these accounts but not for customers you add in the future.
Choose to display the alert for all suppliers or particular suppliers.
- To display the stock alert with all suppliers, select All Suppliers. The alert will also be displayed for suppliers you add in the future.
- To display the stock alert with only particular suppliers, choose Select Suppliers then select the suppliers.
  
  Note: If you use Select All to choose all suppliers in this list, the alert will be displayed for these accounts but not for suppliers you add in the future.
The alert will be active by default.

If you don't want the alert to be displayed yet, disable Make this alert active.
Select Save.

Note: If you're amending a stock item, the alert will be saved immediately even if you don't save changes to the stock item.

Enable stock alerts

If you can't see the Alerts tab for stock items, then Enable stock alerts in Stock Control Settings.

To enable stock alerts:

Open: Stock Control > Utilities > System Set Up > Stock Control Settings

Go to the Options tab, then select Enable stock alerts.

If you don't want to use stock alerts, disable Enable stock alerts.

See Enable stock alerts.

Stop showing an alert

When you add a new alert, it will be set as active by default.

To stop showing an alert, either select the alert from the list and select Set as Inactive, or edit the alert and disable Make this alert active.

You can see which alerts are active by checking the Active column in the alerts list.

Change when to show alerts

You can choose to display the stock alert for particular activities such as entering an order, and choose to display the alert when dealing with particular customers or suppliers.

To display the stock alert with particular activities, edit the alert and select the activities in Forms Displayed On.
To display the stock alert with only particular customers and suppliers, edit the alert and choose Select Customers or Select Suppliers.

Tip: To quickly select or clear all the activities, use Select All or Clear all.

View alert messages

How you view stock alert messages will depend on the activity.

Stock alert messages are displayed automatically when you add the stock item to an order, return, quotation, pro forma, invoice or credit note.

To view the alert messages again, select the alert icon.
When you amend a sales or purchase document, select the alert icon to view the alert messages.
When you confirm despatch or receipt of stock items, select the alert icon to view the alert messages.

Tip: To copy an alert message, press Ctrl+C.

Check if a stock item has alerts

When you view a stock item, the Alerts tab will display an asterisk * if there are active alerts.

Useful info

About stock item alerts

You can set up alerts for a stock item, to show messages whenever you deal with that stock item.

When you set up a stock alert, you can choose to show the alert with particular activities, such as when you enter an order or return, or send and receive goods. You can also choose to display the alert when dealing with particular customers or suppliers.

Alerts can be displayed for the stock item when you enter sales orders, quotations, pro formas, returns, confirm and amend goods despatched, enter invoices and credit notes, enter purchase orders and returns, confirm and amend goods received, and generate purchase orders.

Alerts are displayed for these activities in both the Sage 200 desktop and Web Portal (where available).