Automatic Expiry Alert Email for Products in IFS8

Hi everyone.

We are using IFS Applications 8. I would like to automatically send an email when the expiration date of certain products is less than 60 days away.

We have already developed a PL/SQL procedure that queries this data. Now, we want this procedure to be triggered every day at 8 PM. If the procedure returns any results, an email should be sent to the relevant recipients.

We are considering a few approaches such as:

Scheduling the procedure using Database Task or Scheduled ReportT
Trigger an existing Event Action

Could you please advise which of these is more appropriate or commonly used in IFS8 for similar automation?
We want to make sure we’re aligning with IFS standards as much as possible.

Thanks in advance!

PROCEDURE Send_Expiry_Alert_364_365 IS
    v_message  VARCHAR2(32767);
BEGIN
   v_message := 'The expiration date of the following products will be within 60 days:' || CHR(10);

   FOR rec IN (
      SELECT 
         part_no,
         ifsapp.inventory_part_api.get_description(contract, part_no) AS descp,
         expiration_date
      FROM 
         ifsapp.inventory_part_in_stock
      WHERE 
         part_no IN ('SRF0-000000364', 'SRF0-000000365')
         AND expiration_date IS NOT NULL
         AND expiration_date <= TRUNC(SYSDATE) + 60
   )
   LOOP
      v_message := v_message || 
                   CHR(10) || '- ' || rec.part_no || ' | ' || rec.descp || ' | Son K.T: ' || TO_CHAR(rec.expiration_date, 'DD.MM.YYYY');
   END LOOP;


  /*   Client_SYS.Add_Info(v_message);*/
END Send_Expiry_Alert_364_365;

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Hi @sahango I would say Scheduled Report.

The scheduled report would be easier, as it doesn't require further event creation or database items.

Hello @sahango ,

We recommend using a Database Task and schedule it for this kind of automation. Here's why:

It’s fully supported in IFS Applications 8 and commonly used for scheduled tasks.
It works well when you need to run a PL/SQL procedure at a specific time, like your 8 PM daily job.
It’s easy to set up and monitor through the IFS Background Job window — you can track when it runs and whether it completes successfully.
This approach avoids the complexity of setting up Event Actions, which are better suited for real-time, event-based triggers (like reacting to data changes immediately).

Thanks,
Hardik

Hi @sahango I would say Scheduled Report.

The scheduled report would be easier, as it doesn't require further event creation or database items.

Thanx for quick response. Where should I create this report? The 'New' button is disabled under the Report Definitions section.

Hi @sahango I would say Scheduled Report.

The scheduled report would be easier, as it doesn't require further event creation or database items.

Thanx for quick response. Where should I create this report? The 'New' button is disabled under the Report Definitions section.

Ignore me @sahango, I was thinking of a totally different concept. @hardik details the alternative.

Hello @sahango ,

We recommend using a Database Task and schedule it for this kind of automation. Here's why:

It’s fully supported in IFS Applications 8 and commonly used for scheduled tasks.
It works well when you need to run a PL/SQL procedure at a specific time, like your 8 PM daily job.
It’s easy to set up and monitor through the IFS Background Job window — you can track when it runs and whether it completes successfully.
This approach avoids the complexity of setting up Event Actions, which are better suited for real-time, event-based triggers (like reacting to data changes immediately).

Thanks,
Hardik

ITahnx for concerning. I created a New Database Task and then a Database Task Schedule. However, I’m not exactly sure how to handle the e-mail sending part. Where and how should I configure the e-mail delivery for this task?

@sahango
Update your procedure to send an email and either you can hardcode the recipients email id or you can You can create a simple table to store recipient email addresses,

Make sure:

The COMMAND_SYS.Mail email function works in your IFS.
Email (SMTP) settings are already set up in your system.

@sahango
Update your procedure to send an email and either you can hardcode the recipients email id or you can You can create a simple table to store recipient email addresses,

Make sure:

The COMMAND_SYS.Mail email function works in your IFS.
Email (SMTP) settings are already set up in your system.

Thank you, I added the related function as you suggested. Then I created and scheduled the task. It executed successfully, but the email was not delivered. Normally, IFS sends emails automatically for other scheduled reports, so I don’t think there’s an issue with the SMTP settings. Is there any configuration that needs to be done before the COMMAND_SYS.Mail function can be triggered?

PROCEDURE Send_Expiry_Alert_364_365 IS
    v_message  VARCHAR2(32767);
     v_count     NUMBER := 0;
BEGIN
   v_message := 'The expiration date of the following products will be within 60 days:' || CHR(10);

   FOR rec IN (
      SELECT 
         part_no,
         ifsapp.inventory_part_api.get_description(contract, part_no) AS descp,
         expiration_date
      FROM 
         ifsapp.inventory_part_in_stock
      WHERE 
         part_no IN ('SRF0-000000364', 'SRF0-000000365')
         AND expiration_date IS NOT NULL
         AND expiration_date <= TRUNC(SYSDATE) + 60
   )
   LOOP
      v_count := v_count + 1;
      v_message := v_message || 
                   CHR(10) || '- ' || rec.part_no || ' | ' || rec.descp || ' | Son K.T: ' || TO_CHAR(rec.expiration_date, 'DD.MM.YYYY');
   END LOOP;

 IF v_count > 0 THEN
   Command_SYS.Mail(
   'report@b-samfacade.com',                -- from_user_name
   'gokhan.sahan@bisamfacade.com',          -- to_user_name
   v_message,                                -- text_
   NULL,                                     -- error_text_
   NULL,                                     -- attach_
   NULL,                                     -- cc_
   'Products Approaching Expiry Within 60 Days', -- subject_
   NULL,                                     -- timer_
   NULL,                                     -- audit_
   'IFS Applications',                       -- from_alias_
   NULL                                      -- label_
);
END IF;

END Send_Expiry_Alert_364_365;

This is the default email format that IFS sends when everything is working correctly — including the SMTP and scheduling setup. As seen, the report is successfully attached and delivered to recipients.

@sahango
Update your procedure to send an email and either you can hardcode the recipients email id or you can You can create a simple table to store recipient email addresses,

Make sure:

The COMMAND_SYS.Mail email function works in your IFS.
Email (SMTP) settings are already set up in your system.

PROCEDURE Send_Expiry_Alert_364_365 IS
    v_message  VARCHAR2(32767);
     v_count     NUMBER := 0;
BEGIN
   v_message := 'The expiration date of the following products will be within 60 days:' || CHR(10);

   FOR rec IN (
      SELECT 
         part_no,
         ifsapp.inventory_part_api.get_description(contract, part_no) AS descp,
         expiration_date
      FROM 
         ifsapp.inventory_part_in_stock
      WHERE 
         part_no IN ('SRF0-000000364', 'SRF0-000000365')
         AND expiration_date IS NOT NULL
         AND expiration_date <= TRUNC(SYSDATE) + 60
   )
   LOOP
      v_count := v_count + 1;
      v_message := v_message || 
                   CHR(10) || '- ' || rec.part_no || ' | ' || rec.descp || ' | Son K.T: ' || TO_CHAR(rec.expiration_date, 'DD.MM.YYYY');
   END LOOP;

 IF v_count > 0 THEN
   Command_SYS.Mail(
   'report@b-samfacade.com',                -- from_user_name
   'gokhan.sahan@bisamfacade.com',          -- to_user_name
   v_message,                                -- text_
   NULL,                                     -- error_text_
   NULL,                                     -- attach_
   NULL,                                     -- cc_
   'Products Approaching Expiry Within 60 Days', -- subject_
   NULL,                                     -- timer_
   NULL,                                     -- audit_
   'IFS Applications',                       -- from_alias_
   NULL                                      -- label_
);
END IF;

END Send_Expiry_Alert_364_365;

@sahango
Update your procedure to send an email and either you can hardcode the recipients email id or you can You can create a simple table to store recipient email addresses,

Make sure:

The COMMAND_SYS.Mail email function works in your IFS.
Email (SMTP) settings are already set up in your system.

@sahango

1. Check Background Job Log in IFS

Go to Background Jobs screen in IFS.
See if the job shows “Ready”
Look at the Message or Output field to check for any hidden warnings or silent errors — especially related to COMMAND_SYS.Mail

2. Validate Email Address Format

Make sure the email addresses used (especially the "To" address) are:
- Properly written (no typos or hidden characters)
- Allowed by your company’s SMTP policy (some SMTPs block personal domains like gmail.com)
Try sending to an internal address that has successfully received emails from IFS before.

3. Check the Application Messages Screen

Open the Application Messages screen (e.g., via navigator or quick search).
When COMMAND_SYS.Mail is triggered, it may log a message here — this can help you understand what happened.
You might find error details or clues (e.g., delivery failed, invalid address, blocked by SMTP, etc.).

Thanks,
Hardik

When I check the Background Log, it shows that it has run successfully.

After 11:08, meaning after my task was executed, there is only one Application Message record. Error message is: ifs.fnd.base.ApplicationException: Default Mail Address specified is not valid. Where exactly are the mail settings configured in IFS? System Parameters?

As discussed on private, you found the app message :-
ifs.fnd.base.ApplicationException: Default Mail Address specified is not valid

so post fixing this it should work!

good luck!

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