Glossary of Notifications

Below is an overview of the notifications issued in the Travel Ledger platform.

Set Up Related Notifications

Process	Triggering Event	Notification Type	Delivered as	Notification Description	Notification Subject	Sent to
Company creation	Company import or manual company invite creation	Invitation	Email only	An invite informing the recipient that they have been invited to the TL platform (by another company)	Travel Ledger – Partner invite	Invitee
Company creation	Company import	Error summary	Email + notifications centre	Error summary of unsuccessful company profile creation via the company import tool.	Travel Ledger – Company Import summary	PE – all users
User creation	On-platform user invite	Invitation	Email only	An invite informing the recipient that they have been invited to the TL platform (by a registered user)	Travel Ledger – User activation	Invitee

Settlement Cycle Related Notifications

Process	Triggering Event	Notification Type	Delivered as	Notification Description	Notification Subject	Sent to
Transactions loaded by Sellers	Transaction file loading attempt via email or SFTP with auto-commit on	Status update	Email + platform notification	A notification informing the users that a file has been received at HH:MM and an upload has been carried out, importing xx records successfully and xx records rejected or needing attention	Upload type (FTP, email, manual) + Tx file upload for [Company name] + upload attempt time stamp HH:MM	Seller - Email: Admin(s) + User carrying out the upload - Platform notification: visible to all users
Transactions loaded by Sellers	Transactions committed to the platform manually with auto-commit off or on	Status update	Email + platform notification	A notification informing the users that the transaction upload has been carried out and its status	Transactions commit+ “Commercial Link name” + commit date time	Seller company Email: Admin, User carrying out the commit Platform notification: visible to all users
Settlement cycle start	Settlement day/time (Cycle start) + 30 Minutes	SPS Reconciliation file (via Scheduler service)	Email + platform notification	If a task has been scheduled by the seller companies – an SPS reconciliation file is created with a breakdown of all transactions they submitted and that were part of the cycle that was just calculated. (See specification)	Keep existing format	Sellers
Collection – PTX failures	Failed mandate validation / PTX up	Warning	Email + platform notification	Information about failed/non-matching PTX mandate should be send to the PE.	Travel Ledger: PTX mandate validation failure	Send to CL owner
Collection – PTX failures	PTX Failure at collection or payment submission time /PTX up	Warning	Email + platform notification	A warning message containing the details of the submission error	Travel Ledger: Failed Mandate validation at submission time	Send to each company part of the Commercial link related to the failed mandate (PE, Buyer and Seller or just Buyer/Seller)
Collection – PTX failures	PTX failures after submission during funds clearing period / PTX up	Warning	Email + platform notification	A warning message containing the details of the submission error	Travel Ledger: Failed payment /collection via Direct Debit	Send to each company part of the Commercial link related to the failed mandate (PE, Buyer and Seller or just Buyer/Seller)
Collection – PTX failures	Mandate validation – PTX down	Warning	Email + platform notification	Information about failed/non-matching PTX mandate should be send to the PE alongside information about the retries that will be attempted – frequency and number	Travel Ledger: PTX mandate validation failure – PTX system down	If under a PE CL – send to PE; without a PE – send to CL owner
Collection – PTX failures	Collection/payment submission failure – PTX down	Warning	Email + platform notification	Information about submission/collection failure.	Travel Ledger: PTX payment/collection submission failure – PTX system down	If under a PE CL – send to PE; without a PE – send to CL owner
Collection – PTX failures	Mandate validation failure at auto retry – PTX down	Warning	Email + platform notification	Information about failed/non-matching PTX mandate should be send to the PE alongside information about the retries that will be attempted – frequency and number	Travel Ledger: PTX mandate validation failure – PTX system down	If under a PE CL – send to PE; without a PE – send to CL owner
Collection – PTX failures	Collection / payment submission failure at auto retry – PTX down	Warning	Email + platform notification	Information about submission/collection failure.	Travel Ledger: PTX payment/collection submission failure – PTX system down	If under a PE CL – send to PE; without a PE – send to CL owner
Collection – PTX failures	Mandate validation failure on final auto retry – PTX down	Warning	Email + platform notification	Information about failed/non-matching PTX mandate should be send to the PE alongside information about the retries that will be attempted – frequency and number	Travel Ledger: PTX mandate validation failure – PTX system down	If under a PE CL – send to PE; without a PE – send to CL owner
Collection – PTX failures	Payment / collection submission failure on final auto retry – PTX down	Warning	Email + platform notification	Information about submission/collection failure.	Travel Ledger: PTX payment/collection submission failure – PTX system down	If under a PE CL – send to PE; without a PE – send to CL owner
Funds cleared into PE’s account	Successful Collection Completed	Summary of collected payments	Email + platform notification	Information about successful collection	Travel Ledger: collection completed	PE
Funds failed clearance into PE’s account	Failed Collection	Summary of failed collections	Email + Platform notification	Information about failed collections + error messages if any	Travel Ledger: failed collection	PE
Disbursement	Disbursement payment initiation	Expected payments	Email + platform notification	Information about expected payment into the recipient bank account	Travel Ledger: disbursement information	Recipient party +CC the PE
Disbursement Failure	Failed disbursement	Failed disbursement notification	Email + platform notification	Information about failed disbursement payment	Travel Ledger: disbursement failure	PE