Receiving Notification Feature in Microix

📦 Overview

Microix includes a Receiving Notification feature designed to alert specific approval levels when items have been received against a Purchase Order (ENC) or Invoice (API). This is especially useful for Accounting or Accounts Payable (AP) staff who need to know when goods or services have been received before processing vendor payments.

Use Case

An AP Manager may find it difficult to track received items manually, especially with a large volume of Purchase Orders. Instead of relying on staff to manually send emails when items are received, Microix can automatically notify the designated approval level via email once receiving occurs.

Configuration Steps

1. Define the % Received Trigger

You can configure the system to send notifications when a certain percentage of items on a PO have been received (from 1% to 100%).
To set this:

1. Navigate to Maintenance → Global Settings.

2. Locate the options for Purchase Orders (ENC) and/or Invoices (API).

   • Set the % Received value to the threshold that should trigger the receiving notification.

   • Example: Set to 100% if you only want notifications once all items are received.

Note: Invoices typically do not require receiving notifications unless explicitly configured.

2. Assign the Receiving Notification Approval Level

After setting the percentage trigger, specify which approval level(s) should receive the notification.

1. Go to Maintenance → Approval Level.

2. Check the box labeled “Receiving Notification” for the approval level(s) that should receive the alert.

This ensures that whenever the configured % received threshold is met, users in the selected approval level will receive an automatic email notification.

Benefits

• Eliminates the need for manual communication when items are received.

• Keeps Accounts Payable informed in real-time.

• Reduces delays in invoice processing and vendor payments.

Example Scenario

• Trigger: 100% of a PO’s items are received.

• Action: The system automatically emails the AP Manager (or designated approval level).

• Result: The AP Manager immediately knows that the order has been fully received and can proceed with payment.

Additional Notes

• You can adjust thresholds or recipients at any time as business needs evolve.