Best Practice: Automatically uploading invoices

You can upload invoices to Kaufland automatically in your PlentyONE system. To do so, you set up the event procedure Upload invoice to Kaufland.de.

Uploading invoices automatically has the following advantages:

  • Your customers automatically receive their invoice in their Kaufland account and are notified by email. This helps you achieve a high level of customer satisfaction.

  • You reduce any workload resulting from customer tickets.

  • Your Kaufland service KPIs will improve.

As such, we strongly recommend that you set up this event procedure. Find out how to set up automatic uploading of invoices below.

1. Adjusting the invoice template

To ensure your invoices meet Kaufland’s requirements, you need to make a few specific adjustments to your invoice template:

For all Kaufland invoices:

  • Enter a note regarding the payment. (How?)

  • Remove your bank details from invoices for Kaufland. (How?)

Additionally, for Kaufland FR invoices:

  • Add line items for the Eco participation fee (mandatory) and the Packaging fee (optional) to the invoice. (How?)

We recommend to create a separate invoice template for Kaufland in the DocumentBuilder. Copy a default template or an existing invoice template and adjust it as described in the following chapters.

1.1. Entering a note regarding payment

Invoices for Kaufland need to show the following payment note:

Text: Payment note for Kaufland invoices
Achtung! Bitte veranlassen Sie keine Zahlungen auf unser Konto. Die Bezahlung erfolgt an die cflox GmbH. Sollten Sie per Klarna bezahlt haben, erhalten Sie eine separate Zahlungsanweisung von Klarna. Für weitere Informationen zu Klarna besuchen Sie link:https://www.klarna.com/de/[www.klarna.de^].

Entering a note regarding payment:

  1. Expand the info box "Text: Payment note for Kaufland invoices" above this description.

  2. Copy the text to the clipboard.

  3. Open the Setup » Documents » DocumentBuilder menu.

  4. Open the template you use for Kaufland invoices.

  5. Click Open Editor (edit).
    → The editor opens and the widgets are loaded.

  6. Click on the Text (New) widget on the left and drag and drop it into the section where you want the note to appear.
    Tip: A section below the order items or the invoice total is suitable for this purpose. In the default template for invoices, you can also use the section under Manual Comment.

  7. Click Text (New) (edit) in the text widget you just added.

  8. Paste the copied text for Kaufland invoices into the input field.

  9. Save () the settings.

1.2. Removing bank details from invoices

The payment is processed by Kaufland. To prevent customers from paying money directly to you, do not show any bank details on invoices for Kaufland.

Removing bank details from invoices for Kaufland:

  1. Open the Setup » Documents » DocumentBuilder menu.

  2. Open the template you use for Kaufland invoices.

  3. Click Open Editor (edit).
    → The editor opens and the widgets are loaded.

  4. Click on the section where your bank details are shown.
    Note: If your bank details are in the footer, click on this section again to display the content.

  5. Click Text (edit) in the section with the bank details.
    → You can now edit the content of the widget.

  6. Remove the variables for the bank details.

  7. Optional: Drag and drop an Image widget at this point and insert the Kaufland logo (see below). Here you can find more information about the Image widget.

  8. Save () the settings.
    → Your bank details are no longer displayed on the invoice template.

1.3. Adding variables for Kaufland FR

For Kaufland FR (France), two additional line items must be included in the invoice:

  • Eco participation fee (mandatory): The eco participation fee is legally required in France. It is used to finance the collection, transport and recycling of certain products. The amount depends on the product category, weight, material and recycling effort.
    Important: The eco participation fee must be clearly visible and listed separately from the product price on invoices.

  • Packaging fee (optional): The packaging fee is part of the extended producer responsibility (EPR) in France and covers the recycling and disposal of packaging materials. The packaging fee is included in the sales price of the item.
    Note: There is no legal obligation to list the packaging fee on invoices. However, for transparency, we recommend listing it as a separate line item.

In the DocumentBuilder, dedicated variables for the Eco participation fee and the Packaging fee are available, which you can insert into your invoice template. Since these fees are only required for Kaufland FR, we recommend that you copy your existing invoice template for Kaufland and create a separate template specifically for Kaufland FR that includes both variables.

Adding variables for Eco participation fee and Packaging fee:

  1. Open the Setup » Documents » DocumentBuilder menu.

  2. Open the template you use for Kaufland FR invoices.

  3. Click Open Editor (edit).
    → The editor opens and the widgets are loaded.

  4. Click Order items (settings) on the right-hand side of the order items section.
    → The Order items window opens.

  5. Click add Add new entry below the column view.
    → A new column is added.

  6. Select the current column number from the drop-down list Column.

  7. Move the column using keyboard_arrow_up to the right of the column with the item description.

  8. Close (close) the Order items window.

  9. Click on the Text (New) widget on the left and drag and drop it into the section for the column heading.

  10. Click Text (New) (edit) in the text widget you just added.
    → You can now edit the content of the widget.

  11. Enter Eco participation fee as the column heading.

  12. Click on the column content below the column heading.

  13. Click on the Text (New) widget on the left and drag and drop it into the section for the column content.

  14. Click Text (New) (edit) in the text widget you just added.
    → You can now edit the content of the widget.

  15. On the left in the Variables > Order > Order item > Order item property section, click on the variable Eco participation fee.
    → The variable is inserted as column content.

  16. On the left in the Variables > Order > Order item > Order item system amounts section, click on the variable Currency.
    → The currency is inserted as column content after the Eco participation fee.
    Note: The eco participation fee is displayed as an amount. Therefore, the currency must also be specified.
    Tip: Insert a space character between the eco participation fee and the currency.

  17. Repeat steps 4 to 16 for the Packaging fee, with the following adjustments:

    • In step 7: Move the column to the right of the Eco participation fee column.

    • In step 11: Enter Packaging fee as the column heading.

    • In step 15: On the left in the Variables > Order > Order item > Order item property section, click on the variable Packaging fee.

  18. Save () the settings.
    → The Eco participation fee and Packaging fee are now displayed in your invoice template for Kaufland FR.

1.4. Enabling the invoice template for Kaufland

To ensure that the adjusted invoice template is only used for Kaufland invoices, you only enable it for Kaufland referrers and the payment method Kaufland.

Enabling the invoice template for Kaufland:

  1. Open the Setup » Documents » DocumentBuilder menu.

  2. Open the template you use for Kaufland invoices.

  3. Click Referrer in the Order settings section.
    → A drop-down list with all active referrers opens.

  4. Deselect all referrers except the referrers you use for Kaufland .
    Tip: Make sure you also select the referrers you use for Kaufland sales channels or Kaufland FBK.

  5. Click Payment method in the Order settings section.
    → A drop-down list with all available payment methods opens.

  6. Deselect all payment methods except Kaufland.

  7. Save () the settings.
    → The invoice template is only used for invoices with the referrers of the selected Kaufland platforms and the payment method Kaufland.

Note: To use the invoice template for Kaufland invoices, you also need to activate it. You can preview the template beforehand to make sure your adjustments are correct. To do this, open the invoice template and click Show preview (visibility).

2. Automatically creating invoices

Set up an event procedure to automatically create invoices for Kaufland.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 1.

  5. Save () the settings.

  6. Carry out the additional settings according to Table 1.

  7. Select the setting Active ().

  8. Save () the settings.

Status and filters for the event procedure

The status and filters listed in Table 1 only serve as an example for creating an event procedure. Select filters and statuses for the event procedure which best suit your workflow.

Table 1. Event procedure for automatically creating invoices for Kaufland
Setting Option Selection

Event

Order change: Status change

[7] Outgoing items booked

Filter 1

Order > Order type

Order

Filter 2

Order > Referrer

Select the order referrers for the Kaufland country platforms that you want to use this event procedure for. If you want to use the event procedure for all Kaufland country platforms, then select the order referrer 102 Kaufland.

Procedure

Documents > Generate invoice

3. Automatically uploading invoices

Set up an event procedure to automatically upload invoices to Kaufland.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 2.

  5. Save () the settings.

  6. Carry out the additional settings according to Table 2.

  7. Select the setting Active ().

  8. Save () the settings.

Status and filters for the event procedure

The statuses and filters in Table 2 only serve as an example for creating an event procedure. Select filters and statuses for the event procedure which best suit your workflow.

Table 2. Event procedure for automatically uploading invoices to Kaufland
Setting Option Selection

Event

Select an event, for example Order change: Status change.
Note: Select an event that is triggered when the invoice already exists. The event Order: Invoice generated is not recommended. This is because the event is triggered before the invoice generation is completed.

Filter

Order > Referrer

Select the order referrers for the Kaufland country platforms that you want to use this event procedure for. If you want to use the event procedure for all Kaufland country platforms, then select the order referrer 102 Kaufland.

Procedure

Order > Upload invoice to Kaufland.de