Knowledge Base Getting Started Frequently Asked Questions

Alert rules: exception reporting

You can set up rules which notify you of certain important events and client activities. This article shows you how to create these rules.

As an accountant, you'll know that sometimes clients do make mistakes when they use FreeAgent.

For example, perhaps they put a car into Motor Expenses, or a computer into Computer Hardware, instead of using one of the asset categories.

Or perhaps the client hasn't logged in for a month.

Or maybe you want to be warned if your clients' distributable reserves go below a certain amount, or if their directors' current accounts go too high.

You can create rules, for the accounts that you’re assigned as an account manager, so that you'll be alerted if any of these happen. These are called 'Alert Rules', and these are just a few examples of the rules you can set up.

Create a new alert rule

1 Navigate to the 'Dashboard' tab and select 'New Alert Rule'

First, log into your account manager dashboard.

In the ‘Dashboard’ tab, select either of the green ‘New Alert Rule’ or 'Add a new Alert Rule' buttons.

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This brings up the 'Add a New Alert Rule' box.

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2 Select a rule

From the drop-down list, choose which type of alert rule you want to create. You can customise certain rules with the ‘Amount’ and ‘Category’ boxes.

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Example 1: Transaction value over a chosen amount

If you choose ‘Transaction value over amount’, you’ll need to choose the category that you want to watch (or you can choose to watch all categories by selecting ‘Any’ from the list). You’ll also need to specify at what amount the alert rule should be triggered.

For example, this one would show you if your client put in a transaction over £500 in the Computer Hardware category. You might want to check that out in case the client inadvertently put a fixed asset into the Computer Hardware code, which is a P&L code.

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Example 2: Client has not logged in

If you choose "User hasn't logged in", you then need to choose whether you only want to be alerted if the main user on that account hasn't logged in, or if you want to be alerted if nobody at the client end has logged in.

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You would also need to choose how soon after the client's last login you want to be alerted. In this example you would be alerted if nobody at the client end logs in for 10 days.

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That’s it! Select ‘Add Alert Rule’ to complete the alert

Once you've finished setting up the rule, select ‘Add Alert Rule’. The software then puts the alert on your dashboard.

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Timing of alerts

Alerts are run every hour so you can quickly see if any clients have triggered alerts.

Alerts triggered

When you view the dashboard again once the alerts have run, you'll see that some clients may have triggered the alerts you set up.

In the example below, you can see clients who haven't logged in to their account for over 6 days. Enabling this alert could help you chase up clients who aren’t keeping on top of their books.

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In this example, a client has posted a transaction amounting to £500 or over to ‘Computer Hardware’. If you want to correct any of the transactions, first you’ll need to select the transaction's description.

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Then, you’ll be taken straight to that transaction. You can see that this client has put a fixed asset into a P&L code.

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From here you can adjust as necessary.

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When you’re finished, just select ‘Save Changes’.

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The alert box in the dashboard will refresh the next time alerts run, this means that after an hour you’ll no longer see this particular transaction in the alert box. If you select 'Export' on an alert box, you can download a CSV file containing all of those alerts. You can then open the file in the spreadsheet software of your choice.

Who can see triggered alerts

When alerts are created, anyone in your practice can see these alerts, but each practice manager will only receive triggered alerts from their own clients.

How can I hide an alert?

If you're sure that the transaction is right as it is, you can hide the alert by selecting the client's name against the alert. For example, I don't need the system to tell me that this client hasn't logged in for 10 days, because this is a client for whom I do the books.

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You'll see that on the overview page for that client is an option to hide the alerts. Select the ‘Hide’ button next to the alert that you want to hide.

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