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Business Events in MYOB Acumatica – Automatic notifications and tasks to improve efficiency.

Business Events in MYOB Acumatica – Automatic notifications and tasks to improve efficiency.

MYOB Acumatica Tips and Tricks #6

Wednesday July 8th, 2020 MYOB Advanced

Every organisation has unique workflows that drive internal and external actions and processes. Repetitive and tedious manual tasks are productivity bottlenecks. Automating and streamlining processes can remove these bottlenecks and improve efficiency. The Business Events feature in MYOB Acumatica (formerly MYOB Advanced) can automate these workflows. A Business Event monitors specified Generic Inquiries and then processes certain actions based on changes or schedules. Use these powerful features to streamline repetitive processes and improve efficiency.

What are Business Events in MYOB Acumatica?

Business events allow you to monitor the MYOB Acumatica system and easily automate business processes when certain events occur. These processes can include sending automated notifications, creating tasks, or automatically updating records. Business Events work by monitoring conditions within generic inquiries and then creating new actions – called subscriber events. Subscriber events are:

Import Scenarios,
Tasks,
Email Notifications,
Mobile Push Notifications,
Mobile SMS Notifications.

Automatically creating and managing tasks with Business Events

Business events can automatically schedule and assign tasks to other team members. Automate follow-up reminders as part of the task creation. This saves time and helps your team to promptly complete the task. Easily manage what tasks have been created and at what stage they are. Create tasks when you need someone to provide a personal touch or expertise in an area that cannot be automated.

How can Business Events help your organisation?

MYOB Acumatica Business Events allow users to best utilise automation to improve efficiency, reduce manual tasks as much as possible, and simplify complex processes. This feature gives users the flexibility to support actions in several different scenarios. Examples include:

Notifying customers that an invoice is outstanding and due for payment. A copy of the invoice could also be attached to the email sent,
Notifying staff that a shipment from a particular supplier has arrived,
Notifying staff that an outstanding customer balance greater than 60 days is now cleared,
Notifying the production manager that the customer has paid their deposit and materials can now be ordered.
Notifying a salesperson to call their prospect and discuss order requirements.
Creating tasks for yourself automatically.
Assigning tasks to others based on certain criteria.
Tracking your tasks as they get done.

How to set up Business Events in MYOB Acumatica

There are four key components when configuring Business Events

Create a Generic Inquiry used to monitor data,
Determine how the data is to be monitored,
1. As records changed,
1. On a set schedule.
Define the criteria for an action to occur,
Specify the resulting action to take:
1. Issue a Notification (email or mobile),
1. Using import scenarios to add or update records, or
1. Create a task.

Creating Business Events in MYOB Acumatica

Follow these examples to learn how to set up and use Business Events in MYOB Acumatica.

Creating a Business Event from a Generic Inquiry

A generic inquiry is an easy way for you to dig deeper into the detail of your data. They allow you to filter and sort data, change the column order, and add or remove columns throughout the inquiry form. In this example, we will use a Business Event to automatically email a prospect with information about your organisation once they are loaded into MYOB Acumatica as a lead. This Business Event will need information from a custom Generic Inquiry.

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Step 1: Create the Generic Inquiry

In MYOB Acumatica, Leads are part of the Contacts Table. As well as this, we are also giving the User an option to specify if an introduction e-mail is to be sent by way of a checkbox as an Attribute.

Following are some tips when creating Generic Inquiries for use with Business Events:

Reference only the required fields in the Generic Inquiry. These fields should include:
Those fields are used as part of the Notification email.
The Key Identifier fields of the tables used.
All fields are required to track the change in data.

Grouping should not be used in the Generic Inquiry
Do not use existing Primary List Generic Inquiries as a data source for Business Events. These Generic Inquiries link to the underlying form and may impact performance. We suggest a simplified Generic Inquiry is used instead.
If monitoring attributes for data changes, reference the underlying CSAnswers table, not the [Attribute name]_Attribute field extensions you may find on some tables.

Step 2: Create the Business Event that will send the notification to the Prospect

Generic inquiry event trigger conditions

The type is set to “Trigger by Record Change”,
Raise Event is set to “For Each Record”,
Screen Name references the Generic Inquiry created in Step 1,
Trigger conditions are set to occur when:
- a new record is inserted, or
- the Send Intro Email checkbox is subsequently checked by the user (True = 1).

Step 3: Select the Subscribers Tab

The Type is an email notification. Select ‘Create Subscriber’ to create a new Notification.

The Notification ID describes the purpose of the Notification,
From refers to an email account from which the email should be sent,
To refers to the recipient of the email. In this case, the email address associated with the Prospect,
The Screen name refers to the Generic Inquiry created in Step 1,
If the Link to Contact is populated, a copy of the email created will be logged against the Lead’s record as an Activity.

When a new lead is created, and the option to send an introductory e-mail is selected, the Prospect will receive an email containing additional information about your company.

Using e-Commerce integration to create a task with a Business Event

e-Commerce integration is a powerful way of connecting your business, from sales to inventory and finance. Everyone should get the right information that they need at the same time. Your customers also expect instant responses and personalised follow-ups. This is where automation can help your organisation improve efficiency and customer service. This example explores how to create a task for a salesperson to follow up with a customer that has just purchased on your integrated e-Commerce platform.

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Below is an example of a Business Event called “newsalesorder”:

This Event looks at the Sales Order (SO30100) transaction screen.

In this example, the Type is “Trigger by Record Change”. When something changes within this Task, it will launch the subscriber event. In this example, only when a new sales order record is inserted it will trigger a task for the nominated Salesperson, the owner of the Sales Order, or Customer Contact etc. This is controlled by the “Record Inserted” Operation within the Business Event. Add other operational conditions to further customise the Business Event to suit your requirements.

You can set a range of other triggers for subscriber events:

Field Changed
Field Value Increased
Field Value Decreased
New Field Value
Old Field Value
Record Inserted
Record Deleted
Tracked Field Changed

In this example, the new sales order record (trigger condition) being “inserted” causes a “task” (subscriber) to be set to trigger:

In the example below, the task called “NewSalesOrder” has been set up for the Salesperson Aaron Newton:

Using the Task settings will allow you to set up the tasks directly. The task creator can configure reminders for the task and specify which day the assignee should receive the reminder before the due date. At the Specified date set up by the task creator, the assignee will receive info on their screen, which will blink and highlight red until either the creator of the task, the assignee completes the task, or its status is changed.

The example below shows the creation of a new Sales Order from a template:

When a user saves the new Sales Order, a task is automatically created under the Activities tab for the specified Salesperson, including the order number, as seen in the example below:

The image below shows the new Task created from the Template:

When created, tasks are automatically tracked and managed under the “My Tasks” Menu:

Task for the Credit department follow up on a sales order

MYOB Acumatica Business will automatically notify team members based on certain triggers when creating tasks. In the example below, a sales order has entered a credit hold status. Therefore, it needs to be actioned by the credit department.

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When doing this, create a new Business Event ID based on a chosen Trigger by Record Change Type:

Make sure when doing this that the screen name is selected, not the generic enquiry.

When the chosen trigger condition is added to the sales order document, in this example, “New Field Value”. When the sales order document Status is equal to Credit Hold, the task is executed.

In this case, the Subscriber is the Task. The Credit Department owner for the task can take either from the Entity or the Owner (Employee), which are arranged in alphabetical order, as seen in the images below:

New Sales Order Task owner alphabetical order

Make sure that when the “Attach Activity” is ticked, follow the activity associated with the sales order. This enables all tasks created to be on the Tasks list when employees are on the phone with a customer.

The Order Number and Contact Name can also be added to the summary and body of the task templates to clearly identify what needs to be done within the task.

Once the Trigger Conditions and Subscribers have been set up for your Business Event, you can create a new sales order for a customer who is currently on credit hold.

The two examples below execute two tasks for this sales order through Business Events. One task is for the Salesperson to follow up on since there is a new sales order, and the second is for the credit officer to follow up on overdue credit statuses.

Users can view the total number of tasks and events that they are assigned to, including recently added tasks, within the Info section at the top of any MYOB Acumatica form.

Interested in other ways to optimise MYOB Acumatica?

Check out our handy MYOB Acumatica Tips and Tricks blogs here:

We hope these tips and tricks were helpful to you! If you have any questions about Tasks and Events in MYOB Acumatica, our friendly team is here to help. Call us on 1300 857 464 (AU) or 0800 436 774 (NZ), or send us an email.