Carrying out the preparatory settings

You have to carry out some preparatory settings to be able to optimally use the contact management in the CRM » Contacts menu.

By clicking on an entry in the following list, you will be directly forwarded to the corresponding sub-chapter:

1. Setting up the address layout

In the Setup » CRM » Address layout menu, you can individually set up address layouts for your countries of delivery. The address layouts for the countries of delivery Germany, France and the United Kingdom are already available in your system by default.

Setting up the address layout:

  1. Go to Setup » CRM » Address layout.

  2. Click on New layout (add).

  3. Carry out the desired settings. Note Table 1.

  4. Save (save) the settings.

Table 1. Setting up the address layout
Setting Explanation

General settings

Layout name

What’s the name of the layout?

Use as standard address layout

Do you want to use this layout as standard layout? If so, activate the toggle button (toggle_on). In the overview on the left side, the default address layout is marked with a star (star).

Field list
If required, enter English and German names for the field names in order that this names can be displayed when designing the address layout.
In the drop-down list, you can optionally specify whether the field name is displayed as a prefix or a suffix, i.e., before or after the entered name in the address layout.

Switch to layout design
Click on sync_alt to switch to the layout design. The sections Countries, Layout and Fields appear.

Countries

Select one country or multiple countries from the list to which the address layout should apply.

Layout /
Fields

Drag the address fields from the Fields section to the Layout section. By doing so, you individually design the address layout for each country of delivery by using drag-and-drop.
Tip: It is possible to add further rows (maximum number of rows: 6) and to remove individual fields and complete rows. Blank rows can also be used. The number of fields per row is not limited.

1.1. Assigning rights

Users with roles that are not of the type Administrator can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If employees see and edit the address layouts, they need at least the following rights:

  • CRM > Address layout > Read

Tip: How to grant rights

Note that only users with roles of the type Administrator can grant rights.

Assigning rights:

  1. Open the menu Setup » Account management » Roles.
    → The roles overview opens.

  2. Click on New (add).
    → The role creation menu opens.

  3. Enter a name for the role.

  4. Switch to the advanced mode by toggling Advanced (toggle_on) slider.

  5. Assign the rights for the respective section by ticking the check boxes indicated above.
    Note: You can either grant rights for complete sections or limit the rights you grant the user. To only grant limited rights in a certain section, expand the section.

  6. Save (save) the settings.

The simple mode and advanced mode are connected. If you check menu visibilities in the simple mode the corresponding permissions in the advanced mode will be checked automatically. The connection only exists in this direction. If you check permissions in the advanced mode no menu or plugin visibilities will be checked automatically.

2. Assigning rights

Users with roles that are not of the type Administrator can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If employees work with the CRM » Contacts menu, they need at least the following rights:

  • CRM > Address > Read

  • CRM > Contact > Update

  • CRM > Contact > Create

  • Setup > Property > Read

  • Setup > Tag > Read

Tip: How to grant rights

Note that only users with roles of the type Administrator can grant rights.

Assigning rights:

  1. Open the menu Setup » Account management » Roles.
    → The roles overview opens.

  2. Click on New (add).
    → The role creation menu opens.

  3. Enter a name for the role.

  4. Switch to the advanced mode by toggling Advanced (toggle_on) slider.

  5. Assign the rights for the respective section by ticking the check boxes indicated above.
    Note: You can either grant rights for complete sections or limit the rights you grant the user. To only grant limited rights in a certain section, expand the section.

  6. Save (save) the settings.

The simple mode and advanced mode are connected. If you check menu visibilities in the simple mode the corresponding permissions in the advanced mode will be checked automatically. The connection only exists in this direction. If you check permissions in the advanced mode no menu or plugin visibilities will be checked automatically.

2.1. Activating rights for certain sections and buttons in the contact data record

If persons without admin rights are not able to see certain sections in the contact data record and/or buttons and functions within these sections, check the rights in the Setup » Account management » Roles menu.

Rights for areas, buttons and functions in contact data record

Table 2 lists the rights that need to be activated in the roles if a person without admin rights cannot see sections within the contact data record. Afterwards, this role has to be assigned in the user account.

Table 2. Rights for sections in the contact data record
Missing section in contact data record Required right in the Setup » Account management » Roles menu

Orders, Account

Orders > Read
Orders > Order status > Read

Properties

Setup > Property > Read
Setup > Property > Relation > Read

Bank details

CRM > Bank details > Read

Company

CRM > Company > Read

Messenger

CRM > Message > Read

Table 3 lists the rights that need to be activated in the roles if a person without admin rights cannot see buttons and/or functions within different sections of the contact data record. Afterwards, this role has to be assigned in the user account.

Table 3. Rights for buttons and functions in contact data record
Missing button/function in contact data record Required right in the Setup » Account management » Roles menu

plentyShop login, Changing the password, input field with login URL, copy button, open link

CRM > Password > Read

Overview, orders, new order, new offer etc.

Orders > Create

Overview, Messenger button in context menu

CRM > Message > Read

Messenger, button to create new message

CRM > Message > Create

Bank details, Add/edit/delete bank details

CRM > Bank details > Update
CRM > Bank details > Create
CRM > Bank details > Delete

Companies, delete relation to contact, delete relation to company

CRM > Company > Update
CRM > Company > Create
CRM > Company > Delete

Contact details context menu, Delete button

CRM > Contact > Delete

Overview, context menu, button delete contact

CRM > Contact > Delete

2.2. Activating views for other users

At a later point, you might probably set up a new view to create a new contact or a new view to edit an existing contact. It is possible to activate these views also for other users in your system to allow them to work with the views you created.
The default view is activated for all users by default. You can also withdraw the right for the default view for a user.

All settings that are related to activating views are done in the Setup » Account management » Roles » [Select role] » Area: Role-defined views menu.

  • Activating views for users to create a new contact data record:
    Go to Setup » Account management » Roles and open the desired role and there the section Role-defined views. Select (check_box) the desired views from the list. Afterwards, this role has to be assigned in the user account.

  • Activating views for users to edit an existing contact data record:
    Go to Setup » Account management » Roles and open the desired role and there the section Role-defined views. Select (check_box) the desired views from the list. Afterwards, this role has to be assigned in the user account.

3. Creating a class

Use classes to categorise your customer base according to specific criteria. For example, you can create a class for consumers (B2C) that displays gross prices for the items in your plentyShop. Create another class for sellers (B2B) that displays net prices for the items in your plentyShop. Further options are discounts based on the net value of your items, discounts based on the payment method or discount scales for a selected class.

Notes

If a contact registers in your plentyShop and selects the salutation Company, the class that you created for B2B contacts will apply automatically.
Data records from guest orders get the same class as B2C contact after registration given that a B2C class is available in your system.
If no class is available in your system, all data records get the class with ID 0.

You can create and individually configure as many classes as you like in the Setup » CRM » Classes menu. An ID is automatically assigned to classes. This ID is displayed to the left of the classes’ name in the overview. However, customer classes are not ordered by ID. Instead, the order is set using the option Position.

If you create a new class, this class is available in the detail view of the contact in the CRM » Contacts » [Open contact] menu.

Tip: Consider a concept for types and classes in advance

It is recommended to create a concept for organising your customer base into types and classes before saving customer data. By doing this, you will save time later on. For example, types and classes are automatically assigned when the initial configuration is missing. Decide which types and classes you need, create them and assign them to the contacts when upon creation.

Creating a class:

  1. Go to Setup » CRM » Classes.

  2. Click on add Add new class.

  3. Carry out the desired settings. Note Table 4.

  4. Click Save (save).

Table 4. Creating a class
Setting Explanation

General

Name

Enter a name for the new class, e.g. wholesaler or premium customer. This is a mandatory field.

Position

If you do not enter a position, the next available position number is assigned automatically. The position is primarily used to sort the classes in the menu. It is relevant e.g. in combination with the visibility of item prices in the plentyShop. This can be set under Display of the prices in the online store.

Minimum order value

Enter the minimum order quantity if you want to require customers to order a specific quantity of items or if you want to require them to order a minimum quantity to get a discount.

Display of the prices in the online shop

Select whether gross or net prices are displayed in the online shop.
Important: This option only sets how prices are displayed. It does not influence the way prices are calculated for the class.
This option is particularly important for the class with position 1\. This class is automatically assigned to customers if no class was selected in the contact data record.

Discount

Discount type

Select the discount type. The number of options that are visible depends on which discount type was selected. If you do no want to offer a discount, select the option No discount. Further information and explanations about the discount types in PlentyONE can be found in the Using the discount system chapter.

Volume discount

Select whether the value entered in the Setup » Item » Sales prices menu under Minimum quantity should be taken into account or not.

Payment

Allowed payment methods

Select which of the payment methods that are available in the plentyShop should be permitted for this class.
If new payment methods are integrated, these payment methods have to be allowed here because new payment methods are not automatically added to the list of allowed payment methods.
Important: Pay attention to which payment methods are blocked in the shipping profiles that you want to use for this class. Check those settings to make sure that they are compatible with the settings you make here. If you want to permit a payment method for a class, you should make sure it is not blocked in the shipping profiles. Make sure that the corresponding class is not blocked either.
Tip: If you want to activate several payment method at once, activate (check_box) Select all You remove singular payment methods by clicking on close besides the payment method.

Payment instruction

The payment instructions that are saved here are displayed on invoices. For example, you could enter payment information that relates to a specific class.

Payment terms

Payment due date, percentage for early payment discount, early payment discount and valuta

Payment due date, percentage for early payment discount, days for early payment discount and valuta are the terms of payment.
Important: The terms of payment that are saved in the contact data record have priority over the values entered here.
The payment terms are transferred to the order settings. The values in the contact data record have also priority over the values in the order settings. The values can be manually adjusted or entered in the order if no values are saved in the contact data record or in the customer class. The terms of payment saved in the order are then shown on the documents. Note the example Terms of payment with valuta, payment due date, days for early payment discount and percentage for early payment discount on the Companies page.

Contact ID for multi-orders

Enter the ID of the contact who should receive the multi-invoices that are created from multi-orders. Multi-orders are generated for this class and the invoice is sent to that contact.

You can link sales prices with classes. Go to Setup » Items » Sales prices and select one of the customer classes that you created under the setting Class. For further information, refer to the Sales prices and price calculation page.

4. Creating a type

Types are used to classify and differentiate contacts. Some types are available by default in your system and cannot be deleted. These types are Customer, Sales representative, Supplier, Partners, Manufacturer and Interested party. You find the types that you created in the CRM » Contacts menu in the Contact details of the contact data record under Type.

Tip: Consider a concept for types and classes in advance

It is recommended to create a concept for organising your customer base into types and classes before saving customer data. By doing this, you will save time later on. For example, types and classes are automatically assigned when the initial configuration is missing. Decide which types and classes you need, create them and assign them to the contacts when upon creation.

When creating a new contact data record, the type Customer is automatically set by default. Customers who were assigned to the type Supplier are available in certain drop-down lists, e.g. in a variation’s Supplier tab.

Proceed as described below to create types.

Creating a type:

  1. Go to Setup » CRM » Types.

  2. Click on Add new type (add).

  3. Enter the German and English names.

  4. Save () the settings.

5. Managing job positions

In the Setup » CRM » Job position menu you manage job positions that you later assign to contacts in the contact details section. 25 job positions are defined in the system by default. You can create as many job position in German and English as you want. Additionally, you can edit existing job positions in both languages.

Predefined job positions in your system
Table 5. predefined job positions
ID Name (DE) Name (EN)

1

Analyst:in

Analyst

2

Aufsichtratmitglied

Director of Boards

3

CEO

CEO

4

Einkäufer:in

Buyer

5

Einkaufsleiter:in

Purchasing Manager

6

Finanzleiter:in

CFO

7

Generaldirektor:in

Director General

8

Geschäftsführer:in

Managing Director

9

Gesellschafter:in

Codirector

10

Handelsvertreter:in

Commercial Agent

11

CEO

CEO

12

Kundendienstmitarbeiter:in

Service Engineer

13

Lagerleiter:in

Warehouse Manager

14

Lagerarbeiter:in

Warehouse Worker

15

leitende:r Angestellte:r

Senior Executive

16

Sachbearbeiter:in

Assistant

17

Sachbearbeiter:in Einkauf

Purchasing Assistant

18

Softwareentwickler:in

Software Developer

19

Verkäufer:in

Sales Representative

20

Verkaufsleiter:in

Sales Manager

21

Verkaufsleiter:in Export

Export Sales Manager

22

Vertriebsleiter:in Großhandel

Wholesale Distributing Manager

23

Verwaltungsleiter:in

Secretary

24

Volkswirt:in

Economist

25

Vorstand

Management Board

5.1. Creating a new job position

Proceed as described below to create a new job position.

Creating a job position:

  1. Go to Setup » CRM » Job positions.

  2. Click on * New job position (add).

  3. Enter an English and if needed a German name.

  4. Click Save (save).

[#editing-job position]

Proceed as described below to edit a job position.

Editing a job position:

  1. Go to Setup » CRM » Job positions.

  2. Click on search to see the list of all job positions.

  3. Click on the job position you want to edit.

  4. Change the name(s).

  5. Click Save (save).

6. Creating tags for contacts

You can assign tags to your contacts and filter them by tags in the contact overview. Tags are keywords that you can assign to your contacts.

Which user rights are required and how to create tags is explained below.

Tags for contacts

Only those tags can be selected in the contact data record that were created in the Setup » Settings » Tags menu for the section Contacts.

6.1. Assigning rights

Users with roles that are not of the type Administrator can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If employees be able to work with tags, they need at least the following rights:

  • Setup > Tag

Tip: How to grant rights

Note that only users with roles of the type Administrator can grant rights.

Assigning rights:

  1. Open the menu Setup » Account management » Roles.
    → The roles overview opens.

  2. Click on New (add).
    → The role creation menu opens.

  3. Enter a name for the role.

  4. Switch to the advanced mode by toggling Advanced (toggle_on) slider.

  5. Assign the rights for the respective section by ticking the check boxes indicated above.
    Note: You can either grant rights for complete sections or limit the rights you grant the user. To only grant limited rights in a certain section, expand the section.

  6. Save (save) the settings.

The simple mode and advanced mode are connected. If you check menu visibilities in the simple mode the corresponding permissions in the advanced mode will be checked automatically. The connection only exists in this direction. If you check permissions in the advanced mode no menu or plugin visibilities will be checked automatically.

6.2. Creating tags

Tags are texts, like keywords or phrases. First, create all of the necessary tags.

  1. Go to Setup » Settings » Tags.

  2. Click on .
    → A pop-up window opens. This window is divided into several steps.

  3. Carry out the settings in each step.

Tags can not be created via import

Tags can only be created manually, as described here in the instructions. It is not possible to create tags with the import tool.

Step: Name

Setting Explanation

Tag name
(Mandatory field)

Enter a name for the tag. The name is the keyword or phrase that highlights the data record.

Tip: The name can include spaces. As such, tag names can consist of multiple words.

Note: Once you’ve created the tag, you can translate the name into other languages.

Tag colour
(Mandatory field)

What background colour should the tag text have? Click on square and choose the colour.

How do I choose a colour?

  • Enter the colour values directly. Click on unfold_more to toggle between the different options:

    • Enter the colour’s RGB values.

    • Enter the colour’s HSL values.

    • Enter the colour’s hexadecimal value.

  • Click in the colour spectrum and use the slider.

  • Click on and select the colour from somewhere on your screen.

Step: Availabilities

Setting Explanation

Availability type
(Mandatory field)

What do you want to use the tag for? In other words, what types of data records will you link to the tag? Select all of the appropriate availabilities ().

Category

Do you want to highlight specific categories in the back end?

Example: Specify that a category should only be used for seasonal offers.

Note: Category tags are not visible to customers in the online store.

Contact

Do you want to highlight specific contacts?

Example: Specify the customer’s preferred method of communication.

Variation

Do you want to highlight specific variations?

Example: If you sell ladders, specify that some ladders were awarded a seal of approval for their safety features.

Note: Variation tags can be made visible to customers in the online store. Once you’ve finished creating the tag, open the advanced settings and select the appropriate clients.

Order

Do you want to highlight specific orders?

Example: Add important information such as the priority or purpose of an order.

Note: Tags can be created and used for all order types.

Reorder

Do you want to highlight specific reorders?

Example: Specify which kind of products were reordered.

Redistribution

Do you want to highlight specific redistributions?

Example: Specify which kind of products were redistributed.

Messenger conversations

Do you want to highlight specific conversations within the messenger tool?

Example: Specify that the message relates to a specific sales channel like Amazon or eBay.

Messenger: Billable messages

Do you occasionally write fee-based messages in the messenger tool? In other words, should the customer be charged for the minutes that elapsed while writing the message?

While writing a fee-based message, you’ll need to select at least one tag with this availability. Otherwise, the message cannot be created.

Step: Done

Setting Explanation

Summary

Here you can see a summary of the settings that you selected. Click on Create tag if you are satisfied with the settings.

Afterwards, you will have the following options:

To the tag

The pop-up window will close and the newly created tag will open for further editing.

Create another tag

The pop-up window will re-start for the next tag.

Close

The pop-up window will close.
To the tag: which advanced settings are available?
Setting Explanation

ID

The tag ID is automatically assigned and cannot be changed. It is used to uniquely identify your tags.

Use case: Tag links can be imported. For example, while you import item and variation data, you can also directly link the appropriate tags. This is done, e.g. by specifying the tag ID.

Client

In which plentyShops should the tag be visible to customers? Select all of the appropriate webshops ().

Note: This option only appears if you selected the availability Variation.

Name DE
Name FR
Name IT
etc.

Is your plentyShop available in multiple languages? Variation tags can be made visible to customers in the online store. If your online store is available in multiple languages, then the tag names should also appear in these languages.

  1. Click on and select a language version from the drop-down list.

  2. Enter a translation of the name.

6.3. Searching for tags

Use the search function to find your tags and edit them further.

  1. Go to Setup » Settings » Tags.

    1. Option 1: Click on to see a list of all tags.

    2. Option 2: Enter a number or text into the search field and click on one of the automatic suggestions. Then click on to start the search.

    3. Option 3: Click on tune to narrow down the search results with filters. See the table below.

Table 6. Search filters
Filter Explanation

ID

Enter the ID for a tag.

Note: The tag ID can not be changed. It serves to uniquely identify a tag. This search field is useful if you want to find a specific tag.

Name

Enter the name of a tag.

Note: This is a fuzzy search. The search results will also include tags whose names are similar to the text that you entered.

Example: If you enter "collect", then the search results will also include the tags "collectors item" and "collection".

Availability

Select one or more availabilities.

Note: This is an “or” search. If you select the availabilities "Category" and "Variation", then the search results will include tags that were activated for categories or for variations.
Table 7. Control elements
Element Explanation

Resets the selected filter criteria.

SEARCH

Starts the search.
Filter settings can be saved

When you start a search, your search settings are displayed up top as so-called “chips”. You can save these search settings to apply them again more quickly and easily in the future.

Saving the current filters:

  1. Start a search.

  2. Click on Saved filters (bookmarks).

  3. Click on bookmark_border Save current filter.

  4. Enter a name and toggle the optional settings as needed (toggle_on).

  5. Click on Save.
    → The filter settings now appear under Saved filters (bookmarks).

Element Explanation

Set as default

toggle_on = When you open the menu Setup » Settings » Tags, the filter settings will already be selected and the search will automatically start with these settings.

toggle_off = The filter settings will not already be selected.

Create filter for all users

toggle_on = The filter preset will be visible for all user accounts.

toggle_off = The filter preset will only be visible for your own user account.

Applying saved filters:

  1. Click on Saved filters (bookmarks).

  2. Click on an existing filter preset.
    → The search is started and the search settings are displayed up top as so-called “chips”.

When you start the search, you’ll see the results in an overview.

  • Option 1: Click on a tag to open it and edit its settings further.

  • Option 2: Select multiple tags () and click on the pencil icon (). This opens all of the selected tags at once and you can edit their settings further.

6.4. Exporting tags

Proceed as follows, to export your tags as a CSV file:

  1. Open the Setup » Settings » Tags.

  2. Click Download data as CSV [matsymbol:download].

  3. Select which pages of the table you want to export.

  4. Click matsymbol:download EXPORT DATA.

Your selected tags will be downloaded as a CSV file.

Export either specific tags or whole pages. See Table 8 for more information.

Table 8. Export options
Option Explanation

All pages

All tags on all pages are exported.

Current page

Only tags on the current page are exported. Set the amount of tags per page via Results per page.

Selected rows

Only tags you selected are exported. Can only be selected, if rows are selected.

Set the range of table pages

Enter the range of pages that you want to export.

7. Creating properties

Properties are frequently occurring information that you can use to further characterise your contacts. For example, you can save in every contact data record how the contact wants to be contacted by you and if they want to have your new product catalogue.

You can show most of the properties also on your order documents.

You can also create property groups to get a better overview in case you are working with a large number of properties.

The following sub-chapters describe how to create, link, search for and delete properties and how to group as well as import and export them.

7.1. Creating new properties

Go to Setup » Settings » Properties » Configuration and create properties. Afterwards, link the property with the contact. Proceed as described below to create a property.

Creating a new property:

  1. Go to Setup » Settings » Properties » Configuration.

  2. Click on Create property.

  3. Customise the settings to meet your needs.

  4. Save () the settings.

7.1.1. Details

Setting Explanation

ID

As soon as you save the property, it automatically receives a consecutive and unique ID. This ID cannot be changed.

Section
(Mandatory field)

What do you want to use the property for? Choose the appropriate section from the drop-down list. Depending on which section you choose here, the rest of the settings in the menu will change.

Note: This setting can no longer be changed after saving.

Note: This page explains properties of the section Contact. Such properties are used, e.g. to display contact properties on your documents. But properties can also be used to characterise items or storage locations. Click on the links to learn more about these other use cases.

Type
(Mandatory field)

What sort of property do you want to create? Select this property type from the drop-down list.

Note: This setting can no longer be changed after saving.

Type What is the type useful for?

None

Select this option if properties are to be used in areas other than Item, Storage location and Contact, e.g. for the faceted search.
Note: This property type cannot be shown on your documents.

Whole number

Enter a whole number.

Decimal number

Enter a number with decimal places. 8 places before and 4 places after the decimal point are permitted.

Selection

This option allows to enter values and then select one of these values from a drop-down list.
Note: This property type cannot be shown on your documents.

Multi selection

This option allows to enter values and select one or multiple options.
Note: This property type cannot be shown on your documents.

Text

Enter a short text. You cannot format this text.

Note: This type of property is language-specific. In other words, the text is saved separately for each language.

HTML

Enter a text. You can format this text.

Note: This type of property is language-specific. In other words, the text is saved separately for each language.

Character string

An alphanumeric character string can be displayed in the plentyShop. Unlike the types HTML and Text, the character string is not language-specific. In other words, the character string is not saved separately for each language.

Date

Select this option to allow to enter a date or to select the date from a calendar.

File

Select this option to allow to upload a file.

Position
(Mandatory field)

Enter a position number for the property. Properties are sorted by the position number in ascending order.

Tip: Count by tens when creating position numbers. This allows you to easily add new properties in between.

7.1.2. Names

Setting Explanation

Name
(Mandatory field)

Enter a name for the property in the specified language.

Note: The name is limited to 255 characters.

Note: Click on to translate the name into other languages.

Description

Enter a description of the property in the specified language.

Note: Click on to translate the description into other languages.

Should the property name be available in multiple languages?

  1. Click on and select a language version from the drop-down list.

  2. Enter translations for the name and description.

7.1.3. Selection values

Not visible for every type of property

You will only see this section if you are working with a property of the type Selection or Multi selection. This section is invisible for all of the other property types.

Here you’ll define the individual values that can be selected.

  1. Click on Create selection value ().
    → The Create selection value window opens.

  2. Enter a name for the value in the specified language.
    Note: The name is limited to 255 characters. There is no visual indication if you exceed this limit. When saving the selection value, the name will be cut off after 255 characters.

  3. Select a position number if needed.

  4. Click on Save.
    → The value is created and displayed in the overview. The value automatically receives a consecutive and unique ID that cannot be changed.

  5. Should the selection value’s name be available in multiple languages? Then click on the value to open a detailed view. There you can enter translations and descriptions for the value.

7.1.4. Groups

Setting Explanation

Groups
(Mandatory field)

Every property must belong to at least one group. Select the appropriate groups from the drop-down list. The selected groups are displayed here as so-called “chips”. Click on to remove a group again.

Note: This drop-down list only includes property groups that were already created.
Assigning multiple properties to a group

PlentyONE includes a function, which you can use to simultaneously assign multiple properties to a group.

  1. Go to Setup » Settings » Properties » Configuration.

  2. Select the properties () that you want to assign to the group.

  3. Click on Link groups (link).
    → The Link groups window opens.

  4. Select one or more property groups ().

  5. Click on Link.
    → The selected properties will be assigned to the groups.

7.1.5. Visibilities

Setting Explanation

Client

Should the property only apply to specific clients (stores)? If so, then select all of the clients () that this property should apply to. Enter a word into the search bar to narrow down the results in real time.

Background info: With PlentyONE, you can manage several online stores, i.e. several clients, with only one software. Consequently, it is possible to manage several different areas of business with one system. That’s a great advantage. But it also means that you’ll always need to tell PlentyONE which online store the property applies to.

Visibility

Select the customer types that should be able to see the property.

7.1.6. Options

Setting Explanation

Mandatory field

Select this option to make sure that the property is a mandatory input. Mandatory fields are displayed in bold in the detail view of the contact in the Properties area and in the order process in the plentyShop.

Order process

Select this option to make sure that the property is displayed in the order process in the plentyShop.

Customer registration

Select this option to make sure that the property is displayed in the customer registration in the plentyShop.

Contact search

This option is currently without function. Later, it should be possible to filter for properties in the CRM » Contacts menu.

After you have created the property in the Setup » Settings » Properties » Configuration menu, you can link the property with the contact. To do so, proceed as described below.

Linking the property with the contact:

  1. Go to CRM » Contacts.

  2. Search for the contact by means of the filter settings. Note the explanations about the filters on the Searching for a contact page.
    → The contacts that correspond to the search criteria entered are displayed.

  3. Click in the line of the contact to open the data record.

  4. Click on Properties on the left side.
    → All properties that are available for the contact are displayed and you add them there.

7.3. Showing properties on documents

You can show the contact properties on your order documents, such as on your offers.

Go to Setup » Client » [Select client] » Locations » [Select location] » Documents » [Select document] to create the template. In the document’s Customer properties section, you can see all properties that are available for the Contact section.

In order that the property is shown on your documents exactly as you want it, you have to rename the property in the text field right next to it. You could, for example, enter the text Sales contact person for the property type Short text and your phone number for any queries for the property type Whole number.

Note: Do not forget to enter the coordinates for the X and Y axis in the field below to ensure that your content is correctly positioned on your document. Fur further information, refer to the Order documents page of the manual.

Check how the properties are positioned on your document

You can easily check whether all properties are positioned as you want it:

  • Open the contact data record in the CRM » Contacts menu.

  • Click on Orders on the left side.
    → The order opens in the Orders » Edit order menu.

  • In the order, click on the Receipts tab.

  • Select the document template that you used to set up the customer properties, e.g. Offer from the drop-down list.
    → The template opens.

  • Check the correct positioning of the customer properties on the document.

7.4. Grouping properties

If you have lots of properties, than you can group them together so that it’s easier to keep track of them in your PlentyONE back end.

7.4.1. Creating a new group

Creating a new group:

  1. Go to Setup » Settings » Properties » Groups.

  2. Click on Create group.

  3. Customise the settings to meet your needs.

  4. Save () the settings.

Details
Setting Explanation

ID

As soon as you save the group, it automatically receives a consecutive and unique ID. This ID cannot be changed.

Position

Enter the position number for the property group. Properties are sorted by the position number in ascending order. When a contact has properties from several groups, the groups are displayed in ascending order.

Tip: Count by tens when creating position numbers. This allows you to easily add new property groups in between.

Group type

Select the group type from the drop-down list.

None

Properties are not grouped by default.

Select

One of the grouped properties can be selected from the drop-down list.

Multiselect

Multiple properties can be selected.

Surcharge type

Do you plan on offering extra services or options for an additional fee? If so, then decide whether the surcharge should be treated as a percentage or as a fixed price, e.g. 5% or 5 EUR.
Names
Setting Explanation

Name

Enter a name for the property group in the specified language.

Note: Click on to translate the name into other languages.

Description

Enter a description of the property group in the specified language.

Note: Click on to translate the description into other languages.

Should the group name be available in multiple languages?

  1. Click on and select a language version from the drop-down list.

  2. Enter translations for the name and description.

7.4.2. Searching for existing groups

Previously created property groups are displayed in an overview.

Searching for existing groups:

  1. Go to Setup » Settings » Properties » Groups.

    1. Option 1: Click on to see a list of all the groups.

    2. Option 2: Click on to narrow down the search results with filters.

  2. Click on a group in the search results to open a detailed view. There you can modify the group’s settings.

Setting Explanation

ID

Enter an ID to search for the group with this exact ID.

Background info: Each group automatically receives a consecutive and unique ID when it is created.

Name

Enter a name to search for groups with this name. It’s also possible to search for parts of the name.

RESET

Resets the selected filter criteria.

SEARCH

Starts the search. The groups found are listed in the overview.

Tip: Don’t choose any filters if you want to see all of the groups in the overview.

7.4.3. Deleting groups again

Previously created groups are displayed in the menu Setup » Settings » Properties » Groups. Groups can also be deleted here.

Deleting groups:

  1. Select the groups () that you want to delete.

  2. Click on in the upper left corner.

  3. Confirm your decision.

Note: Properties that are assigned to groups remain unaffected.

7.5. Working with existing properties

7.5.1. Searching for properties

Searching for properties:

  1. Go to Setup » Settings » Properties » Configuration.

    1. Option 1: Click on to see a list of all the properties.

    2. Option 2: Click on to narrow down the search results with filters.

  2. Click on a property in the search results to open a detailed view. There you can modify the property’s settings.

Setting Explanation

ID

Enter an ID to search for the property with this exact ID.

Background info: Each property automatically receives a consecutive and unique ID when it is created.

Name

Enter a name to search for properties with this name. It’s also possible to search for parts of the name.

Example: By entering “start”, you would find properties called “starting date” and “starter pack”.

Groups

Select one or more groups () to search for the properties within this group.

Note: This list only includes groups that have already been created. If you haven’t created any property groups yet, then you won’t see any group names here either.

Section

Select one or more sections () to search for the properties that are used for this section.

Type

Select one or more property types () to search for the properties with this type.

RESET

Resets the selected filter criteria.

SEARCH

Starts the search. The properties found are listed in the overview.

Tip: Don’t choose any filters if you want to see all of the properties in the overview.

7.5.2. Importing properties

Use the import tool and the import type Properties to import properties into your system. The fields that you can use for mapping and matching are described on the page of the manual of the import type Properties.

For general information about importing data into your system, refer to the Using the import tool page of the manual.

7.5.3. Exporting properties

Do you want to export property information out of your system? This is done in two steps:

  • First you’ll use the FormatDesigner to create a so-called data format.

    • Use the format type Properties if you want to export the actual properties and property groups.

    • Use the format type contact along with the data fields ContactProperty if you want to export the links between properties and contacts.

  • In a second step, you’ll use the Elastic Export tool to export the data format that you just created.

7.5.4. Deleting properties again

Previous created properties are displayed in the menu Setup » Settings » Properties » Configuration. Properties can also be deleted here.

Deleting a property:

  1. Select the properties () that you want to delete.

  2. Click on Delete properties () in the upper left corner.

  3. Confirm your decision.

8. Using the discount system (optional)

Setting up the discount system is optional

Setting up the discount system in PlentyONE is optional. Read over the discount options in the following sub-chapters and then decide whether you want to allow discounts, for example via the customer classes.

In PlentyONE, you have various possibilities for offering discounts. You may give your contacts a customer class discount, a discount based on the method of payment or a discount scale based on the net value of items. Furthermore, you can save sales prices as discounts and enter manual discounts. Go to Setup » CRM » Customer classes to carry out the settings for the types of discounts. The following sub-chapters describe which settings you need to carry out in order to give discounts.

8.1. Setting up a customer class discount:

In a customer class, you can determine discounts that are only effective for this customer class. Furthermore, you have further configuration possibilities, such as activating the sales price’s volume discount. Make sure that the discounts can be added for each configuration.

Proceed as described below to save a discount for customer classes.

Setting up a customer class discount:

  1. Go to Setup » CRM » Classes.

  2. Click on the class to open it.

  3. Choose the option Class discount in the drop-down list Discount types in the Discount section.
    → Another field is displayed.

  4. Under Discount in %, enter the percentage that you would like to have deducted.

  5. Select from the Volume discount drop-down list, if the volume discount should be considered or not.

  6. Select whether the prices in the online shop should be shown in gross (including VAT) or net (excluding VAT) in the General section.

  7. Select which of the payment methods that are available in the plentyShop should be permitted for this class in the*Payment conditions* section in the top right.

  8. Enter payment instructions.
    → These payment instructions are displayed on invoices.

  9. Click Save (save).

8.2. Setting up a discount scale based on the net value of items

Would you like to reward your contacts with discounts when they regularly make large purchases in your plentyShop? If so, determine amounts that should be discounted based on the net value of items in the order.

Setting up a discount scale based on the net value of items:

  1. Go to Setup » CRM » Classes.

  2. Click on the class to open it.

  3. Select the option Discount scale based on net value of items in the drop-down list Discount types in the Discount section.
    → A table with further settings opens.

  4. Enter monetary amounts under the words Minimum net value of items in an ascending order.

  5. Under Discount in %, enter the percentage that you would like to have deducted in ascending order.
    → If you enter 50, e.g. in the field Minimum net value of items and 2 in the field Discount in %, a 2% discount is offered for orders totalling £50 or more.

  6. Select from the Volume discount drop-down list, if the volume discount should be considered or not.

  7. Select whether the prices in the online shop should be shown in gross (including VAT) or net (excluding VAT) in the General section.

  8. Select which of the payment methods that are available in the plentyShop should be permitted for this class in the*Payment conditions* section in the top right.

  9. Enter payment instructions.
    → These payment instructions are displayed on invoices.

  10. Click Save (save).

How do your customers see the discount in your plentyShop?

The discount is calculated and displayed once the customer has finished putting items into their shopping cart and has gone to the checkout. Initially, only the total discount is displayed in the shopping cart. When the customer completes the order and clicks on Go to cashier, the discount is calculated for the individual variations in addition to the total discount and displayed accordingly.

8.3. Setting up a discount based on the method of payment

With the discount type Discount based on the method of payment you offer customers a discount if they use one or more payment methods.

Directly saving a discount based on the method of payment

Instead of configuring the settings in this menu, it is also possible to directly save a global discount for a payment method. An example is a discount in percent for the payment method Cash in advance. For further information, refer to the Managing payment methods page of the manual. You are not able to completely customise the settings if you save a discount directly for a payment method. It is only possible to completely customise the settings when using the option Discount based on the method of payment in the Setup » CRM » Customer classes menu.

Proceed as described below to set up a discount based on one or more payment methods.

Setting up a discount based on the method of payment:

  1. Go to Setup » CRM » Classes.

  2. Click on the class to open it.

  3. Enter the amount of days for the payment due date that a class should have under Payment due date in days in the Payment conditions section.

  4. Choose the option Discount based on payment method in the drop-down list Discount types in the Discount section.
    → Two additional fields are displayed.

  5. Under Discount in %, enter the percentage that you would like to have deducted.

  6. Select from the Volume discount drop-down list, if the volume discount should be considered or not.

  7. Select which of the payment methods that are available in the plentyShop should be permitted for this class in the Payment conditions section in the top right.

  8. Enter payment instructions.
    → These payment instructions are displayed on invoices.

  9. Select whether the prices in the online shop should be shown in gross (including VAT) or net (excluding VAT) in the General section.

  10. Click Save (save).

8.4. Saving sales prices as discounts

A volume-related discount is created as own price in the Setup » Item » Sales prices menu. Using the option Minimum quantity in the Settings section, you specify for the sales price from which item quantity the discounted price should be valid. You can realise graduated prices by creating multiple sales prices accordingly and entering the desired minimum quantities.

The discounted sales price is activated once you set the option Volume discount in the customer class to Include in the Discount. A customer receives the discount in case they belong to the customer class and in case they order at least the quantity saved for the sales price.

Saving sales prices as discounts:

  1. Go to Setup » Item » Sales prices.

  2. Open the sales price.

  3. Enter a number in the Settings tab in the field Minimum quantity. This number determines from which item quantity the discounted price is valid.

  4. Activate the classes in the Class section for which the sales price should be valid.

  5. Save () the settings.

For further information, refer to the Sales prices and price calculation page.

8.5. Manually entering a discount

Not only is it possible to automatically assign discounts, but it is also possible to manually assign a discount to some or all of the variations contained in an order. There are 2 ways to manually enter discounts: in the list view of the order search and in the editing window of an order.

If you would like to quickly assign discounts to individual variations within an order, you can do that directly in the order search. Proceed as described below to enter or edit a discount for individual items in the order search.

Entering a discount for individual items in the order search:

  1. Go to Orders » Edit orders.
    → The order search appears.

  2. Click on Discount on the right-hand side of an order (default value: 0%).
    → A window for entering the percentage opens.

  3. Enter the desired percentage of discount.

  4. Save () the settings.
    → The discount value appears and the discount is deducted from the variation.

8.5.2. Entering a discount for individual items in an order

The variations are displayed at the very bottom of the order overview. You can also assign discount values to individual variations here or you can edit discount values. Proceed as described below to enter or edit a discount for an item in the order.

Entering a discount for individual items in an order:

  1. Go to Orders » Edit orders.

  2. Open the order that you want to discount. This is done by clicking on the order number.

  3. Click on Edit () in the lower section of the order’s Overview tab.

  4. Select the percentage of discount from the Discount drop-down list.

  5. Save () the settings.

8.5.3. Entering a discount for all items of an order

Proceed as described below to enter or edit a discount for all variations of an order.

Entering a discount for all items of an order:

  1. Go to Orders » Edit orders.

  2. Open the order that you want to discount. This is done by clicking on the order number.

  3. Click on Edit () in the lower section of the order’s Overview tab.

  4. Click on the link Give discount on all items below the variation list.

  5. Select the percentage value from the displayed drop-down list.

  6. Click on Save to the right of the drop-down list.

  7. Save () the settings.