Fulfilment service providers

1. Overview of fulfilment service providers

In PlentyONE. sellers can entrust their logistics processes to external service providers who manage all or part of the stock and report the status back to your PlentyONE system. These service providers also ship the item to your customers. In PlentyONE you can also organise the storage of items in your own warehouses and the shipping via different service providers.

Table 1 lists all of the fulfilment service providers available in PlentyONE. Click on the service provider in the table to jump to the sub-chapter or the page where the specific settings of the service provider are described.

Table 1. Overview of fulfilment service providers
Setting Explanation

DHL Fulfillment

For sellers within Germany. Shipping: international.

eBay Fulfillment by Orange Connex

For sellers within Germany. Shipping: international.

Fulfillment by Amazon

For sellers within Germany. Shipping: international.

IDS Logistik

For sellers within Germany. Shipping: international.

iLOPACK

For sellers within Germany. Shipping: international.

1.1. DHL Fulfillment

Set up DHL Fulfilment in your PlentyONE system. To do so, proceed as described below.

Klarna orders are not transferred to DHL Fulfillment

Currently, it is not possible to transfer orders that are paid with Klarna to DHL Fulfillment. Only orders with a valid invoice can be transferred to DHL Fulfillment. However, Klarna only transmits the invoice to PlentyONE after outgoing items are booked.

Registering the shipment with DHL Fulfillment takes place automatically via the interface. The Data » Log menu contains information about shipments that were registered with DHL Fulfillment. For further information about the log, refer to the Data log page of the manual.

1.1.1. Requirements for the item transfer to DHL Fulfillment

The following requirements must be met to ensure that the variation is correctly transferred to DHL Fulfillment:

  • The variation is active.

  • A valid sales warehouse of the type DHL Fulfillment is selected as main warehouse of the variation.

  • The variation has not been previously transferred to DHL Fulfillment.

  • The variation has a sales price that is activated for the currency Euro and the referrer WEB API. The price at the variation can also be EUR 0.00. However, a sales price has to be active.

1.1.2. Creating a shipping service provider and a shipping profile for DHL Fulfillment

In order that the services are correctly processed, it is important that you create the shipping service provider DHL Fulfillment. To do so, go to Setup » Orders » Shipping » Settings and click on the Shipping service provider tab. Further information can be found in the chapter Creating a shipping service provider.

Afterwards, you create a shipping profile for DHL Fulfillment. Carry out the settings as described in the Creating a shipping profile chapter.

Go to Setup » Orders » Shipping » Options and click on the Shipping profiles tab. In the Table of shipping charges tab of DHL Fulfillment shipping profile in the DHL Fulfillment area, you can select the options Germany, United Kingdom or France from the drop-down list DHL Fulfillment region.

1.1.3. Creating a warehouse

First, go to Setup » Stock » Warehouse and create warehouses for the items processed by DHL Fulfillment. Select the logistics type DHL Fulfillment for all warehouses. Select these warehouses as the main warehouses for items that are processed by DHL Fulfillment. To do so, go to Item » Edit item, open the item and select the main warehouse in the Shipping area. For further information about creating warehouses, refer to the Setting up a warehouse page of the manual.

Create the following warehouse types to set up DHL Fulfillment:

  • Sales

  • Storage

  • Repair

  • Other

Selection of multiple sales warehouses possible

Currently, it is possible to select the following DHL Fulfillment subsidiaries:

  • Staufenberg

  • Langenfeld

  • Braunschweig

  • Göttingen

  • Kirchheim

  • Hamburg

  • Oud-Gastel

  • Radlett

  • Nieuwegein

  • Derendingen

  • Wissous

  • Rosersberg

Make sure to use correct spelling of the subsidiaries in the Town field of the warehouse settings. This will ensure that the orders are transferred to the correct subsidiary.

If you do not work with multiple DHL Fulfillment subsidiaries, it is not necessary to enter one of these towns.

In order for the DHL Fulfillment interface to work correctly, you need at least one warehouse of the type Sales with DHL Fulfillment as the logistics type. You can create up to 4 warehouses. DHL assigns the warehouses according to the stock types that they use. For example, DHL assigns stock of the stock type Prime Selection to the sales warehouse. These items are meant to be sold directly. Items with the stock type Second Quality are not meant to be sold and need a separate warehouse, e.g. the Storage warehouse. If these items were checked and are able to be sold, they are assigned to the stock type Prime Selection and moved to the Sales warehouse.

Warehouse assignment by DHL

DHL assigns stock to the warehouses that you created for DHL Fulfillment. Do not change any of the stocks that are intended for DHL Fulfillment.

DHL Fulfillment uses the following stock types:

  • Prime Selection: First choice, items are intended for sale. Assignment to sales warehouse.

  • Second Quality: Second choice, items are not intended for sale. Assignment to storage warehouse.

  • Damaged: Damaged items that are not intended for sale. Assignment to repair warehouse.

  • Blocked and Clearing: Blocked items and items that need to be checked, not intended for sale. Assignment to special warehouse (warehouse type Other).

  • Missing: Items can currently not be found. Assignment to special warehouse (warehouse type Other).

  • Expired: Items are expired. Assignment to special warehouse (warehouse type Other).

  • Separated: Items are separated, this status is currently without function. Assignment to special warehouse (warehouse type Other).

  • Refurbishment: Refurbished items. Assignment to special warehouse (warehouse type Other).

  • Cross_Selection: This status is currently not in use. Assignment to special warehouse (warehouse type Other).

Damaged items can be returns but also items that were damaged while being moved within the warehouse or that were already damaged when they were delivered.

If you create reorders for your items in the Stock » Reorder management » Reorders menu, make sure that the reorder is in Status [2] Confirmed. Only if the reorder is in this status can it be transmitted to DHL Fulfillment.
In order for reorders to be transmitted to DHL Fulfillment, the purchase date must also be set.
For further information about reorders, refer to the Managing reorders page of the manual.

Note that your PlentyONE system is only able to adapt changes to stock if the item data has been transmitted to DHL Fulfillment via PlentyONE. It is important that DHL Fulfillment has confirmed the items in order that these items can be taken into account.

1.1.4. Creating order statuses

Go to Setup » Orders » Order status and set up 2 order statuses for the orders transferred to DHL Fulfillment. In the following, you find 2 examples:

  • [6.5] Currently being shipped by fulfilment service provider
    → For correctly registered orders

  • [5.6] Error with fulfilment service provider
    → For orders which could not be processed by DHL Fulfillment because of incorrect order details. Example: Item master data was not yet transferred to DHL Fulfillment.

Orders in status 5.x

An order is automatically transferred to DHL Fulfillment if the order is in status 5.x and an invoice was created for the order. The transfer interval is about every 15 minutes. The only exception is the order status that is used for the option Order status in case of error. Orders are not transferred to DHL Fulfillment if they are in this status.

The Data » Log menu contains information about shipments that were registered with DHL Fulfillment. For further information about the log, refer to the Data log page of the manual.

If you want to create a specific workflow for processing DHL Fulfillment orders, you should also create another status, e.g. 5.4 Preparation for fulfilment service provider to separate DHL Fulfillment orders from other orders even before they are transferred to DHL.

1.1.5. Creating reasons for returns

If you want returns from DHL Fulfillment to be imported into your PlentyONE system, you need to create reasons for the returns. Go to Setup » Orders » Order types » Return to create reasons for returns. Afterwards, link the reasons that you created with the reasons given by DHL Fulfillment in the Setup » Orders » Shipping » Fulfilment service provider » DHL Fulfillment menu.

1.1.6. Setting up the interface

In the interface settings, you enter your login details, assign the order statuses and link the reasons for return.

Setting up the interface:

  1. Go to Setup » Orders » Shipping » Fulfilment » DHL Fulfillment.

  2. Carry out the desired settings. Note Table 2.

  3. Save () the settings.

Table 2. Settings for the DHL Fulfillment interface
Setting Explanation

Interface active

Place a check mark to activate the interface. Do not activate the interface until you created the warehouses.

Client designation

Enter the DHL Fulfillment client designation, i.e. the customer number.

FTP access

Use the test mode before you begin using the interface productively. In order to test the interface, select the option Test mode and enter the login details that you received from DHL. The login details are different for the test mode and the productive mode.
You receive the login details for the productive mode once you successfully completed the test mode. If you select the option Productive mode, the check box Delete test data is displayed. Select the option if you want the test data to be deleted.

FTP login

Enter the login name for the FTP directory.

FTP password

Enter the password for the FTP directory.

Order status after notification

Select the order status that is to be used for the notification to DHL Fulfillment.
Important: The order status that was selected here has an impact on the registration of new orders to DHL Fulfillment. This means that new orders with this status are not taken into consideration upon registration.

Order status in case of error

Select the order status that is to be used for errors.

Product number format

Select which product number should be transferred to DHL Fulfillment.
SKU = (default setting) The SKU is composed of the item ID, the price ID and the variation ID.
Variation number = Select this setting if you are already using a different software to work with DHL Fulfillment and you want the stock listed in this software to be represented correctly in PlentyONE.

Product name

Select Item name;Attribute;Variation (default setting) or Variation name. This product name is transferred to DHL Fulfillment.

Expiration date, Original packaging, Fragile, Serial number

Select the characteristics that you created for transferring these item properties to DHL Fulfillment. For further information, refer to the Transferring characteristics chapter.

Transfer email and telephone number

Select whether the email address and the telephone number should be transferred to the shipping service provider or not or whether an alternative value should be transferred.
If you select the option Transfer if available, otherwise transfer alternative, it will be checked whether an email address and a telephone number are available at the delivery address of the order. If this data is not available, the alternative values that you saved in the fields Alternative email and Alternative telephone number will be transferred. Note: By default, this data is not transferred to the service provider (GDPR conformity).

Alternative email

This setting is only visible if the option Transfer alternative or Transfer if available, otherwise transfer alternative was selected in the drop-down list Transfer email and telephone number. Enter an alternative email address that should be transferred to the service provider, if applicable.

Alternative telephone number

This setting is only visible if the option Transfer alternative or Transfer if available, otherwise transfer alternative was selected in the drop-down list Transfer email and telephone number. Enter an alternative telephone number that should be transferred to the service provider, if applicable.

Reasons for return

Link the reasons for return that you created in the Setup » Orders » Order types » Return menu with the return reasons given by DHL Fulfillment.

1.1.7. Transferring characteristics

Go to Setup » Item » Characteristics and create a characteristic of the type Selection. Transfer item characteristics such as Fragile or Original packaging to DHL Fulfillment if you want items to be handled or shipped in a certain way. For further information, refer to the Characteristics and properties page. The following characteristics can be transferred to DHL Fulfillment:

  • Expiration date: The item is stored in the DHL Fulfillment warehouse with a mandatory expiration date. When recording new incoming items, DHL Fulfillment also records an expiration date for items that have this characteristic.

  • Original packaging: The item is shipped individually by DHL Fulfillment in its original packaging.

  • Fragile: DHL Fulfillment uses additional packaging materials while the item is boxed up.

  • Serial number: The serial number is scanned while the item is boxed up. DHL Fulfillment transmits this serial number to PlentyONE along with the shipping confirmation. This way, the serial number can be printed on the invoice and can be used by customers (e.g. for documentation, coupons).

Selecting the correct characteristic type for the characteristics

Go to Setup » Item » Characteristics and create the following 3 characteristics of the type None:

  • Expiration date

  • Original packaging

  • Fragile

Create the characteristic Serial number with the characteristic type Selection and save the following 3 values:

  • SN (Used for scanning an item’s serial numbers)

  • SNK (Used for scanning ranges of serial numbers per item)

  • SNK2 (Used for scanning ranges of serial numbers per order item)

For further information, refer to the Activating characteristics chapter on the Manually creating items page of the manual.

After you created the characteristics, activate these characteristics for the item within the item’s Characteristics tab. Finally, go to Setup » Orders » Shipping » Fulfilment » DHL Fulfillment and use the drop-down lists to select the characteristics that you created.

Transferring orders to DHL Fulfillment

Before transmitting the order to DHL Fulfillment, the recipient’s address is checked with respect to a valid form and structure; i.e. PlentyONE checks for example if all mandatory fields such as the name are filled out.
If the address contains faulty HTML signs and/or invalid signs that are not accepted by the API, these signs are corrected. If, however, the address contains an error that cannot be corrected, the order is not transmitted. This prevents a disturbance within the process because DHL Fulfillment cannot retrieve invalid and/or faulty XML files from the FTP server.

Note that creating an invoice in advance is mandatory for orders where the delivery address is located in a non-EU country. For orders that are sent to a EU member state, you do not have to create an invoice.

1.1.8. For Germany: Sending letters

In order to send letters with DHL Fulfillment, when you are located in Germany, you have to create the shipping service provider as well as to set up the shipping profile and the table of shipping charges. Countries of delivery have to be activated and regions have to be created beforehand.

Afterwards select the region Germany, the shipping product for national or international shipment and activate the shipping services in the table of shipping charges. These services are only visible in the table of shipping charges after you saved the settings in the shipping profile. Make sure that the shipping profile is activated for the item.

1.1.9. For UK: Sending nationally and internationally

In order to send your items nationally and internationally with DHL Fulfillment, when you are located in the United Kingdom, you have to create the shipping service provider as well as to set up the shipping profile and the table of shipping charges. Countries of delivery have to be activated and regions have to be created beforehand.

Afterwards select the region United Kingdom, the shipping product for national or international shipment and activate the shipping services in the table of shipping charges. These services are only visible in the table of shipping charges after you saved the settings in the shipping profile. Make sure that the shipping profile is activated for the item.

DHL Fulfillment log entries (old)

This box provides information about all of the log entries in the Data » API log (deprecated) menu that relate to DHL Fulfillment. Information is transferred to DHL Fulfillment when some processes are carried out. There are 3 events for the entries that relate to such processes. There are also processes that query information from DHL Fulfillment. There is one event for such processes.

How to filter API log entries

By default, entries are sorted by their ID. You can filter the entries so that fewer search results are included in the list. An API name filter and a date filter are available for this purpose. It is possible to combine both filters so that only entries for a specific format and day are displayed.

Filtering log entries by name:

  1. Go to Data » API log.

  2. Select a format from the Process drop-down list.

  3. Click on Search ().

The desired format is not displayed?

The formats are not displayed in the Process drop-down list until the process has been carried out once and has therefore been logged. If you do not find new formats in this list, the process has not been carried out yet or the error you are looking for has not yet occurred.

Filtering log entries by date:

  1. Go to Data » API log.

  2. Select a Date from the calendar.

  3. Click on Search ().

DHLFulfillment ItemMaster

This entry is recorded in the log when item master data is registered. The entry itself does not indicate whether the items were successfully transferred or not. There are 3 possible events for this entry. The events provide information about the exact status of the data transfer.

Event Explanation

Successfully transmitted ItemMaster

The item master data was transferred. A separate event indicates how many orders were correctly registered.

Could not transmit ItemMaster

The item master data was not transferred.

Count ItemMaster: xxx entries done and xxx errors!

Indicates the number of items that were transferred and the number of items that were not transferred.

DHLFulfillment DeliveryAdvice

This entry is recorded in the log when information is transferred. This information relates to reordered items that will be delivered soon. The entry itself does not indicate whether the information was successfully transferred or not. There are 3 possible events for this entry. The events provide information about the exact status of the data transfer. The Parameter column lists the reorder IDs.

Event Explanation

Successfully transmitted DeliveryAdvices!

The reorders were transferred. A separate event indicates how many reorders were correctly registered.

Could not transmit DeliveryAdvices

The reorders were not transferred.

Count DeliveryAdvice: xxx entries done and xxx errors!

Indicates the number of reorders that were registered and the number of reorders that were not registered.

DHLFulfillment DeliveryReceipt

This entry is recorded in the log when reorders are marked as delivered. There is 1 possible event for this entry. The event indicates how many reorders were marked as delivered. However, the information does not indicate whether the reorder was delivered in full. The reorder itself indicates which items were delivered.

Event Explanation

DHLFulfillment Delivery Receipt! Count Entries: xxx

The number of reorders that were marked as delivered.

DHLFulfillment StockAdjustment

This entry is recorded in the log when stock is adjusted. There is 1 possible event for this entry. The event indicates how many stock adjustments were made.

Event Explanation

Processed StockAdjustment! Count Entries: xxx

Number of stock adjustments.

DHLFulfillment Inventory

This entry is recorded in the log when the current stock is queried, i.e. when inventory is taken. There is 1 possible event for this entry. The event indicates how many stocks were synchronized.

Event Explanation

Processed Inventory! Count Entries: xxx

The number of items for which stock was synchronized.

DHLFulfillment Order

This entry is recorded in the log when orders are registered. There are 3 possible events for this entry. The events provide information about the exact status of the registration. The Parameter column lists the order IDs.

Event Explanation

Successfully transmitted Order!

The orders were transferred. A separate event indicates how many orders were correctly registered.

Could not transmit Orders

The orders were not transferred.

Count Order: xxx entries done and xxx errors!

Indicates the number of orders that were registered and the number of orders that were not registered.

If it was not possible to register an order and the registration process was carried out again, then PlentyONE will automatically change the order ID when the order is registered. This is because DHL Fulfillment only accepts an order ID once, even if the registration was not successful. Nonetheless, the Parameter column lists the correct order ID in PlentyONE. However, the file that is displayed in the Process column contains the ID that was used when registering the order with DHL Fulfillment.

DHLFulfillment Transport

This entry is recorded in the log when orders are sent. There is 1 possible event for this entry. The event indicates whether or not the order was sent. In some cases, an order is split into several delivery orders. This is the case if some items can be sent earlier than others or if an order is always shipped in multiple packages. The Parameter column lists the order IDs and delivery order IDs. If delivery orders were created, then a slash (/) is used to separate the delivery order from the order. For example, 1957/1956 means that a delivery order with the ID 1957 was created for an order with the ID 1956.

Event Explanation

Processed Transport! Count Entries: xxx, Count Errors: xxx

Count Entries = The number of orders that were sent.
Count Errors = The number of sent orders that could not be assigned to an order. There are several different reasons why this can happen. For example, if the order was not found in the system or if only some of the items were sent, i.e. if the order was not shipped in full. If only some of the items were shipped with DHL Fulfillment, then a delivery order will be created for the items that were already shipped.

DHLFulfillment OrderReturned

This entry is recorded in the log when returns are queried. There is 1 possible event for this entry. The event provides information about the returns that were queried. The Parameter column lists order IDs. These are the orders for which returns were created.

Event Explanation

Processed OrderReturned! Count Entries: xxx, Count Errors: xxx

Count Entries = The number of returns that were created in PlentyONE.
Count Errors = The number of queried DHL Fulfillment returns for which it was not possible to create a return in your system. There are many reasons why this can happen. For example, it may not have been possible to find the main order that the return was supposed to be created for. This could be because the main order was deleted, etc.

DHLFulfillment OrderCanceled

This entry is recorded in the log when cancellations are queried, i.e. when DHL Fulfillment cancels the order. There are many reasons why DHL Fulfillment may cancel an order. For example, if the items are incorrect. There is 1 possible event for this entry. The event provides information about the cancellations that were queried. The Parameter column lists order IDs. These are the orders for which cancellations were created in your system.

Event Explanation

Processed OrderCanceled! Count Entries: xxx, Count Errors: xxx

Count Entries = The number of cancellations that were created in PlentyONE.
Count Errors = The number of queried DHL Fulfillment cancellations for which it was not possible to create a cancellation in your system. There are many reasons why this can happen. For example, it may not have been possible to find the main order that the cancellation was supposed to be created for. This could be because the main order was deleted, etc.

1.2. eBay Fulfillment by Orange Connex

Set up the interface to eBay Fulfillment by Orange Connex easily with the help of an assistant.

For further information, refer to the eBay Fulfillment by Orange Connex page.

1.3. Fulfilment by Amazon

The abbreviation FBA stands for Fulfilment by Amazon, a service from Amazon where Amazon takes care of the entire stock management and logistics. For further information, refer to the Using the FBA service by Amazon page.

1.4. IDS Logistik

Before setting up the interface to IDS Logistik in PlentyONE. register with IDS Logistik.

Afterwards, go to Setup » Orders » Shipping » Settings and click on the Shipping service provider tab to create the fulfilment service provider. Select Miscellaneous from the Shipping service provider drop-down list. Further information can be found in the chapter Creating a shipping service provider.

Afterwards, go to Setup » Orders » Shipping » Settings and click on the Shipping profiles tab to create the shipping profile. Carry out the settings as described in the Creating a shipping profile chapter.

Proceed as follows to set up the interface to IDS Logistik.

Setting up the interface:

  1. Go to Setup » Orders » Shipping » Fulfilment » IDS Logistik.

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

  3. Save () the settings.

Table 3. Settings for the IDS Logistik interface
Setting Explanation

Depot number, standard 800

Enter the depot number that you received from IDS Logistik. Standard: 800

Sender customer number, field: SCN (four-digit)

Enter the 4-digit sender customer number.

Shipment number (four-digit)

Enter the 4-digit shipment number that you received from IDS Logistik.

Delivery note number

Decide whether the delivery note number should be transferred. If it should be transferred, specify which value should be used.
Item ID
Item number
External item ID
Do not transfer
[Free text fields 1 to 20]

Content

Decide whether the content should be transferred. If it should be transferred, specify which value should be used.
Item ID
Item number
External item ID
Do not transfer
[Free text fields 1 to 20]

Recipient customer number, field: CN

Select the recipient’s customer number or order number.

Transferred items (maximum 99)

Enter the number of items that should be transferred (maximum 99).

Key for note 1 / 2

Decide which (if any) note should be transferred to IDS Logistik.

Order type

Select Courier collection or Delivery order.

Transfer mobile phone numbers

Decide whether the recipient’s mobile phone number should be transferred to IDS Logistik or not.

Number of digits for order No., min. 16

The order number is exported in a CSV file from the list of delivery addresses. It includes the following parameters:
- IDS specific ID (3 digits)
- Customer number specific ID (4 digits)
- PlentyONE order number (6 digits)
- Number of colli (2 digits)
- Check digit (1 digit)
Example: 800 6913 000001 00 0
16 is entered by default. This number of digits is sufficient for a 6-digit order number.
If the number of digits is not sufficient, enter a higher value. If, for example, order numbers with 7 digits are used, enter 17.

1.5. iLOPACK

Before setting up the interface to iLOPACK in PlentyONE. register with iLOPACK.

Afterwards, go to Setup » Orders » Shipping » Settings and click on the Shipping service provider tab to create the fulfilment service provider. Select Miscellaneous from the Shipping service provider drop-down list. Further information can be found in the chapter Creating a shipping service provider.

Afterwards, go to Setup » Orders » Shipping » Settings and click on the Shipping profiles tab to create the shipping profile. Carry out the settings as described in the Creating a shipping profile chapter.

Proceed as follows to set up the interface to iLOPACK. Below Table 4, it is described how you set up the data transfer to iLOPACK.

Setting up the interface:

  1. Go to Setup » Orders » Shipping » Fulfilment » iLopack.

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

  3. Save () the settings.

Table 4. Settings for the iLOPACK interface
Setting Explanation

iLopack user ID

Enter the user ID that you received from iLopack.

Default warehouse

Select the standard warehouse for orders that you ship with iLopack.

Filter by main warehouse

Select the option if an item is only included if the warehouse that was selected as standard warehouse is this item’s main warehouse.

Transfer email and telephone number

Select whether the email address and the telephone number should be transferred to the shipping service provider or not or whether an alternative value should be transferred.
Note: By default, this data is not transferred to the service provider (GDPR conformity).

Alternative email

Enter an alternative email address that should be transferred to the service provider.
Important: In order that the alternative value is transferred, the option Transfer alternative has to be selected in the drop-down list Transfer email and telephone number.

Alternative telephone number

Enter an alternative telephone number that should be transferred to the service provider.
Important: In order that the alternative value is transferred, the option Transfer alternative has to be selected in the drop-down list Transfer email and telephone number.

Setting up data transfer to iLOPACK

In the Orders » Fulfilment » ilopack data transfer menu, you set up the data transfer to the fulfilment service provider iLOPACK. During data transfer, CSV files are generated for iLOPACK. These files are automatically saved in a folder on the FTP server. iLOPACK can access this folder.

Setting up data transfer to iLOPACK:

  1. Go to Orders » Fulfilment » ilopack data transfer.

  2. Carry out the desired settings. Note Table 5.

  3. Click on the gear-wheel icon to generate the CSV file.

Table 5. Setting up data transfer to iLOPACK
Setting Explanation

Data

Select whether Orders or Item master data should be transferred.

Client (store)

Select a client (store) or the option ALL.

Order status

Select the order status of the data that you would like to export.

Warehouse

Select one warehouse or the option ALL.

Change order status

Select the order status that you want the data to change to after the data transfer.