SMS Notifications for Vendor Registration and Contract Signing
Purpose
Starting from Version 1.7.9, the Purchase module supports SMS notifications for:
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New Vendor Registration
-
Vendor Contract Signing
These notifications help staff receive immediate updates when vendors register or sign contracts.
Enable SMS Notifications
Step 1
Navigate to:
Purchase → Settings → Purchase Options
Step 2
Enable one or both of the following options:
SMS Notification When New Vendor Registers
Sends SMS notifications to selected staff members whenever a new vendor registration request is submitted.
SMS Notification When the Supplier Signs the Contract
Sends SMS notifications when a vendor signs a contract.
Step 3
Click Save.
New Vendor Registration SMS Notification
Purpose
Notify staff members when a new vendor registers through the Vendor Portal.
Configure Staff Recipients
Step 1
Navigate to:
Purchase → Settings → General Settings
Step 2
Locate:
Employees Receive Notifications When a New Vendor Registers
Step 3
Select one or more staff members.
Step 4
Enable:
SMS Notification When New Vendor Registers
Step 5
Click Save.
Staff Phone Number Requirement
SMS notifications are sent only to staff members who have a phone number configured in their profile.
Verify Phone Number
Navigate to:
Setup → Staff → Staff Profile
Ensure the Phone field contains a valid phone number.
Notification Behavior
When a vendor submits a registration request:
-
Selected staff members receive an SMS notification.
-
Staff can review and approve the vendor registration request.
Vendor Contract Signing SMS Notification
Purpose
Notify staff when a vendor signs a contract.
Enable Contract Signing SMS
Step 1
Navigate to:
Purchase → Settings → Purchase Options
Step 2
Enable:
SMS Notification When the Supplier Signs the Contract
Step 3
Click Save.
Contract Signing Workflow
Step 1
Create a contract.
Step 2
The contract becomes available in the Vendor Portal.
Step 3
The vendor signs the contract.
Result
The system automatically sends an SMS notification to the staff member who created the contract.
Staff Phone Number Requirement
The contract creator must have a valid phone number configured in:
Setup → Staff → Staff Profile → Phone
Otherwise, SMS notifications cannot be delivered.
Email Notification
In addition to SMS:
When a vendor signs a contract, the system automatically sends an email notification to the staff member who created the contract.
SMS Delivery Requirements
Phone Number Format
Phone numbers must be entered in international format.
Example
+84975472XXXX
Recommended Format
+[Country Code][Phone Number]
Examples:
-
+97798XXXXXXXX (Nepal)
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+14165551234 (Canada)
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+84975472XXXX (Vietnam)
When SMS Will Not Be Sent
SMS notifications will not be delivered if:
Missing Phone Number
The staff member's Phone field is empty.
SMS Feature Disabled
The corresponding SMS notification option is disabled in Purchase Options.
Invalid Phone Number Format
The phone number is not entered in a valid international format.
Notification Summary
| Event | SMS Recipient |
|---|---|
| New Vendor Registration | Selected staff members in General Settings |
| Vendor Signs Contract | Staff member who created the contract |
Synchronization
SMS notification data is synchronized with:
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Vendor Registrations
-
Vendor Portal
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Contracts
-
Staff Profiles
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SMS Gateway
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Email Notifications
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Activity Logs
Permissions
| Permission | Description |
|---|---|
| Manage Purchase Settings | Allows users to configure SMS notification settings. |
| Manage Vendor Registrations | Allows users to review vendor registration requests. |
| Manage Contracts | Allows users to create and manage contracts. |
| View Notification Logs | Allows users to review notification history. |
Important Notes
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SMS notification support is available from Version 1.7.9 onward.
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SMS notifications require a configured SMS gateway integration.
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Phone numbers must be entered in international format.
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Vendor registration SMS notifications are sent to staff selected in General Settings.
-
Contract signing SMS notifications are sent only to the contract creator.
-
Contract signing also triggers an email notification to the contract creator.
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SMS messages will not be delivered if phone numbers are missing or the corresponding notification option is disabled.
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Notification events are logged for tracking and auditing purposes.