How to set up bill run notifications in the Automation Center

Introduction

In this article, you will learn how to configure automation rules that send notifications when a bill run reaches key statuses. Once set up, these rules work together with the Notifications step in the billing wizard to deliver emails to selected employees.

• This article describes how to create automation rules for the three bill run notification events.
• This article will be helpful for PG Champions and System Administrators.

Before you start

1. Bill run notifications require configuration in two places. Both must be completed for notifications to be delivered:
   • Automation Center (this article) — defines the notification channel, template, and delivery schedule.
   • Billing run configuration  — enables events and selects recipients per bill run. See How to set up bill run correctly.

2. Before configuring automation rules, assign the Receive Notifications permission in PGM -> System Permissions tab. 

   

3. Ensure you are familiar with the Automation Center and the process of setting up basic automation rules.

Instruction

STEP 1 – Create a notification rule in the Automation module.

Three events are available when the Action is set to Notification and you search for "bill run" in the Event field:

Create a separate automation rule for each bill run event you want to use. Repeat the steps below for each event.

1. Go to PGM -> Automation -> Automation Rules.

2. Click Add Automation Rule.

3. Enter a Name that clearly identifies the rule (for example, Bill run — Awaiting Acceptance).

4. In the Action field, select Notification.

5. In the Event field, type bill run to filter the list, then select one of the three events.

6. In the Action details section, configure the following fields:

• Channel — select E-mail, SMS, or Push notification.
• From Email / From Name — set the sender details for the notification email.
• Notification Recipients — required. Select employees from the dropdown who should receive this notification.
• Static Attachments — upload any files to be attached to every notification sent by this rule.
• Send notifications from / to (HH:MM) — restrict the time window during which notifications are sent.
• Delay notification — set a delay before the notification is sent after the event fires.
• Send notification not more often than (in days) — limit how frequently this rule can send notifications.

7. In the Notification content section, click Add content template. A popup will appear with the following fields:

• Language — select the language for this notification.
• Subject — enter the email subject line.
• Template — select an existing email template from the dropdown. The Content preview will update to show the selected template.

8. Add the content and use available tags, e.g., File_Name, Generation_Date, Payment_Provider_Name, and PGM_URL. Click Submit to confirm the content template selection.

9. Click Submit on the main form to save the automation rule.

STEP 2 – Create a direct debit bill run and activate the previously created rules

After saving the rule, make sure the corresponding event is also enabled in the Notifications step of the billing wizard and that recipients with the Receive Notifications permission are selected. Without both configurations, no notification will be sent.

1. Go to Finances → Billing and click the + New Bill Run button.
2. Select the billing type and enter all required billing information, such as the name, description, and balance-from date.
3. Configure the bill run settings by selecting the provider, transaction type, and clubs for which the billing should be processed.

4. Enable notification events by selecting the checkboxes for the events you want to activate:

   • Notify when bill run is awaiting acceptance – Triggered once when the bill run transitions to the Awaiting Acceptance status.
   • Notify when a generation error occurs – Triggered once per bill run when the first generation error occurs for any club in the batch. The notification contains a link to the billing view, where you can see which club failed.
   • Notify when a direct debit file is generated – Triggered each time a direct debit file is successfully generated.

   Select recipients – Use the Employees and/or Roles multi-select dropdowns to choose who should receive the notifications. Both can be used together.
   

5. Create the bill run.