Stock item alerts

Find this screen

Open: Stock Control > Stock Records > New Stock Item

Open: Stock Control > Stock Records > Amend Stock Item

Open: Stock Control > Enquiries > View Stock Item

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 in the Sage 200 desktop.

How to

Add an alert

Open: Stock Control > Stock Records > Amend Stock Item

Select the stock item.
Move to the Alerts tab.
Select Add New.
Enter the message to display for this alert.
The alert will be active by default.

If you don't want the alert to be displayed yet, disable Active.
Choose the activities when the alert should be displayed.

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

Sales orders:
- Enter/Amend Quotations: Enter or amend quotations.
- Enter/Amend Sales Order: Enter or amend sales orders.
- Enter/Amend Return: Enter or amend sales returns.
- Enter/Amend Pro Forma: 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 Invoice: Enter or amend invoices using the Invoicing module.
- Enter/Amend Credit Note: 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 Purchase Orders from Requisition Lines: Generating purchase orders from purchase requisitions.
- Generate Purchase 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.

Once you have selected some activities, you can select Continue to choose customers and/or suppliers.
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, select Customers that I choose then select the customers. The alert will only be displayed for the customers you select now and 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, select Suppliers that I choose then select the suppliers. The alert will only be displayed for the suppliers you select now and not for suppliers you add in the future.
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 in the Sage 200 desktop.

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.

Stop showing an alert

An alert will only be displayed if it is set as Active.

Tip: You can quickly see which alerts are active by checking the Active column in the Alerts list.

To stop showing an alert, select the alert and select Amend, then disable Active.
If you want to remove the alert altogether, select Delete 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, Amend the alert and select the activities in Forms displayed in.
To display the stock alert with only particular customers and suppliers, Amend the alert and choose Customers that I choose or Suppliers that I choose.

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, or quotation.

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

Check if a stock item has alerts

When you amend or view a stock item, the Alerts tab will display an Active label 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).