APEFT_NOTIFY | Services

APEFT_NOTIFY

This workflow automates emailing vendors (payees) when their EFT payment has been processed. It includes:

• Emailing details of the payment & invoices paid

• Handling missing or invalid email addresses

• Providing error notification to administrators if issues occur

Main Steps & Activities

1. Start Activity

   • The workflow is triggered when a relevant update happens in the system.

2. Get Email Address (A5)

   • The system tries to get the email address of the payee from the database.

   • Logic: If no payee ID is available or no email address is found, it logs an error.

3. Branching based on Email Address:

   • If email address is found:

     1. Notify Payee (A1)

        • Sends an email to the payee with:

          • Payment amount

          • List of invoice numbers and amounts

          • Email subject: "Test - EFT Payment Processed-Check [Check Number]"

     2. End

        • Workflow ends.

   • If email address is missing:

     1. Missing Email Notify (A4)

        • Notifies administrators that the payee did not receive notification due to missing email.

        • Includes payee ID, check number, and job number in the message.

     2. End

        • Workflow ends.

4. Error Handling Activity

   • If any error occurs (e.g., email sending fails), an email is sent to the administrator (kimberly.smith@powerschool.com) containing:

4. Workflow name

5. Check number

6. Vendor/payee ID

How Emails and Decisions Work

• The workflow uses code to query the correct email address for the payee from a database (pe_email_dtl).

• If the primary email address exists, a payment details email is sent to that address.

• If not, a "missing email" notification is sent to the system admin—but the payee does NOT receive payment details.

• All activities can retry "forever" (i.e., keep trying) for a couple of days in case of temporary issues.

Email Examples Sent by the Workflow

• To Payee:

• An EFT payment has been processed in the amount of [Amount] and includes invoices:

• Invoice: [Invoice Ref]   Amt: [Invoice Amount]

... (repeats for each invoice)

• To Administrator (if email is missing):

• [Payee ID] is missing an email address in PEUPPE and did not receive the EFT notification as a result for the following check run:

• Check Number: [Check Number]

Job Number: [Job Number]

• To Administrator (if error):

• Error in APEFT_NOTIFY WF Model.

• Check Number: [Check ID][Check Number]

Vendor: [Payee ID]

Workflow Transitions (Flow) in Plain Terms

1. Start ➔ Get Email Address (A5) if transaction is of type AP.

2. Get Email Address (A5) ➔ Notify Payee (A1) if an email is found.

3. Get Email Address (A5) ➔ Missing Email Notify (A4) if no email is found.

4. After Notify Payee (A1) or Missing Email Notify (A4) ➔ End.

5. If error occurs at any step ➔ Error Handler ➔ End.

Customization & Miscellaneous

• Only processes triggered by table updates (not manual runs or scheduled).

• Jobs, states, variable records, and attachments are configured as disabled/empty for this model.

Summary Table