Invoice: E-Mail Notifications

This chapter describes the two main notification functions:

• send_invoice_alerts_reminder
• send_invoice_report_overdue

Both functions send e-mails from centraQuest so invoices are processed on time. The messages contain direct links to the relevant invoice dashboard and invoice detail dialog.

Overview

Function	Purpose	Main Recipients
send_invoice_alerts_reminder	Reminds responsible users that invoices are waiting for review, approval, controlling, correction, or error handling.	Currently responsible users or valid substitutes.
send_invoice_report_overdue	Sends a client-specific report about due or overdue invoices.	Active users configured to receive invoice reports for the client.

Common Requirements

E-mails are only sent when mail delivery is enabled in the system configuration.

Relevant user settings are:

• Send E-Mail Alert: controls whether a user may receive Invoice alert e-mails.
• Send E-Mail Report: controls whether a user may receive Invoice report e-mails.
• The user must be active.
• The user must be assigned to the relevant client, for example through a mandant - 1000 role.
• The user profile must contain a valid e-mail address.

If the system runs in restricted mail mode, only explicitly allowed e-mail addresses receive messages. In test mode, all alert e-mails can be redirected to a configured test address.

Function: send_invoice_alerts_reminder

Purpose

This function sends reminders for invoices that are already in an active processing step and require an action from the responsible person.

It is intended for operational Invoice users who must review, approve, control, correct, or resolve invoices.

Which Invoices Are Included?

The function checks all active Invoice clients. An invoice is included when all of the following conditions match:

• The Invoice app is active for the client.
• The document belongs to a supported Invoice profile, such as supplier invoice, customer invoice, or purchase-order invoice.
• The document is not marked as deleted.
• The document is in a workflow status that requires action, such as review, approval, controlling, rejected, or error.

Who Receives the Reminder?

Invoices are grouped by the currently responsible person. The responsible person depends on the workflow status:

Workflow Situation	Responsible Person
Review	First assignee
Approval	Second assignee, if available, otherwise first assignee
Controlling	Third assignee, then fallback to earlier assignees
Later or special statuses	Last available assignee from the invoice assignment fields

If a valid substitute exists for the responsible person, the substitute receives the reminder. The substitute must be active, belong to the same client, be valid for the current date, and have an e-mail address.

If no valid substitute exists, the responsible person receives the reminder if the user is active and assigned to the client.

E-Mail Content

Each recipient receives one e-mail per client and responsibility group. The e-mail contains all matching invoices for that responsibility.

The message includes:

• client
• number of open invoices
• number of urgent invoices
• earliest payment date
• link to open the first invoice
• invoice list with status, date, invoice number, company, amount, due date, and action link
• notice when the e-mail was sent because of substitution

Priority

Invoices are sorted and prioritized by payment date:

Priority	Meaning
Urgent	The payment date is today, overdue, or less than two days away.
Due soon	The payment date is less than three days away.
Planned	The payment date is further in the future.
No payment date	No payment date is available.

Expected User Action

Recipients should open the link, review the listed invoices, correct data if required, and perform the next workflow step such as approval, rejection, controlling, or error handling.

Function: send_invoice_report_overdue

Purpose

This function sends a report about invoices whose payment date has been reached or exceeded. It is intended for accounting or control users who need a client-level overview of due and overdue invoices.

Which Invoices Are Included?

The function checks all active Invoice clients. An invoice is included when all of the following conditions match:

• The Invoice app is active for the client.
• The payment date is today or in the past.
• The document is not marked as deleted.
• The document belongs to a supported Invoice profile.
• The document is not in an excluded final or error status, such as exported, paid, invalid, or technical error.

Who Receives the Report?

For each client, the report is sent to active users who:

• have Send E-Mail Report enabled,
• are assigned to the client,
• have Send E-Mail Alert enabled or empty,
• have a valid e-mail address in their user profile.

Each matching recipient receives one e-mail containing all due or overdue invoices for the client.

E-Mail Content

The report includes:

• client
• number of due or overdue invoices
• number of urgent invoices
• earliest due date
• total gross amount
• currency
• link to open the first invoice
• invoice list with priority, status, date, invoice number, company, amount, due date, responsible person, and action link

Expected User Action

Recipients should check due or overdue invoices, identify blocked workflow items, and follow up with the responsible users where needed.

Why No E-Mail Was Sent

An expected e-mail may be missing for one of these reasons:

• No matching invoices exist.
• The Invoice app is not active for the client.
• The user is inactive.
• The user is not assigned to the client.
• The user profile has no e-mail address.
• Send E-Mail Alert is set to No.
• Send E-Mail Report is not enabled for overdue reports.
• The system runs in restricted mail mode and the recipient address is not allowed.
• A substitute exists but is inactive, outside the valid date range, or not assigned to the client.

Difference Between the Functions

send_invoice_alerts_reminder is action-oriented. It reminds the currently responsible person or substitute that specific invoices require work.

send_invoice_report_overdue is overview-oriented. It informs configured report recipients which invoices of a client are due or overdue, regardless of who is currently responsible.