Carrying out the preparatory settings
Before starting with managing and processing your orders, you should carry out certain basic settings. This page contains all relevant information on this topic.
Use the Setup » Orders » Settings menu to determine which settings should automatically be set for orders and applied under certain conditions and statuses. For example, define the standard settings for the order referrer and the order status.
1. Important prerequisites
Standard values are selected by default in new systems. For example, status [9] for returns and status [11] for credit notes. These settings can be changed. To do so, select another status. Alternatively, go to Setup » Orders » Status and create a new order status. Statuses created in this menu are displayed in the Basic settings menu and can be selected as default statuses.
User login
Whenever you carry out changes in this menu and save the settings, other users are logged out automatically and have to log in again. This ensures that the changes also apply to the other user profiles. Therefore, it is recommended that you announce changes to other users of your system in advance. |
2. Assigning rights
If users without admin rights should be able to work with orders, a person with admin access should grant these users the respective rights.
The following sections list the rights for all relevant areas. Decide for yourself which rights should be granted for users without admin rights.
2.1. Assigning rights for contact data
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 contact data, they need at least the following rights:
-
CRM > Address > Read
-
CRM > Address > Delete
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CRM > Bank details > Read
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CRM > Bank details > Update
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CRM > Bank details > Create
-
CRM > Contact > Read
Note that only users with roles of the type Administrator can grant rights.
Assigning rights:
-
Open the menu Setup » Account management » Roles.
→ The roles overview opens. -
Click on New (add).
→ The role creation menu opens. -
Enter a name for the role.
-
Switch to the advanced mode by toggling Advanced (toggle_on) slider.
-
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. -
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. |
2.2. Assigning rights for item data
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 item data, they need at least the following rights:
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Items > Item > Read
-
Items > Item > Item image > Read
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Items > Item > Item image > Item image name > Read
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Items > Item > Variation > Read
-
Items > Manufacturer > Read
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Items > Sales price > Read
-
Items > Sales price > See
-
Items > Sales price > Update
Note that only users with roles of the type Administrator can grant rights.
Assigning rights:
-
Open the menu Setup » Account management » Roles.
→ The roles overview opens. -
Click on New (add).
→ The role creation menu opens. -
Enter a name for the role.
-
Switch to the advanced mode by toggling Advanced (toggle_on) slider.
-
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. -
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. |
2.3. Assigning rights for markets
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 market credentials, they need at least the following rights:
-
Markets > Credentials > Read
Note that only users with roles of the type Administrator can grant rights.
Assigning rights:
-
Open the menu Setup » Account management » Roles.
→ The roles overview opens. -
Click on New (add).
→ The role creation menu opens. -
Enter a name for the role.
-
Switch to the advanced mode by toggling Advanced (toggle_on) slider.
-
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. -
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. |
2.4. Assigning rights for orders and order documents
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 orders and order documents, they need at least the following rights:
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Orders > Read
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Orders > Update
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Orders > Create
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Orders > Delete
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Orders > Order properties > Read
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Orders > Documents > Read
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Orders > Documents > Create
-
Orders > Documents > Delete
Note that only users with roles of the type Administrator can grant rights.
Assigning rights:
-
Open the menu Setup » Account management » Roles.
→ The roles overview opens. -
Click on New (add).
→ The role creation menu opens. -
Enter a name for the role.
-
Switch to the advanced mode by toggling Advanced (toggle_on) slider.
-
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. -
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. |
2.5. Assigning rights for outgoing items
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 carry out actions for outgoing items, they need at least the following rights:
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Orders > Book outgoing items > Read
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Orders > Book outgoing items > Update
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Orders > Book outgoing items > Create
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Orders > Revert outgoing items > Read
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Orders > Revert outgoing items > Update
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Orders > Revert outgoing items > Create
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Orders > Revert outgoing items of order item > Read
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Orders > Revert outgoing items of order item > Update
-
Orders > Revert outgoing items of order item > Create
Note that only users with roles of the type Administrator can grant rights.
Assigning rights:
-
Open the menu Setup » Account management » Roles.
→ The roles overview opens. -
Click on New (add).
→ The role creation menu opens. -
Enter a name for the role.
-
Switch to the advanced mode by toggling Advanced (toggle_on) slider.
-
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. -
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. |
2.6. Assigning rights for properties and tags
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 properties and tags, they need at least the following rights:
-
Setup > Property > Read
-
Setup > Tag > Read
-
Setup > Tag > Tag relationship > Create
-
Setup > Tag > Tag relationship > Delete
Note that only users with roles of the type Administrator can grant rights.
Assigning rights:
-
Open the menu Setup » Account management » Roles.
→ The roles overview opens. -
Click on New (add).
→ The role creation menu opens. -
Enter a name for the role.
-
Switch to the advanced mode by toggling Advanced (toggle_on) slider.
-
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. -
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. |
2.7. Assigning rights for user data
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 edit user data, they need at least the following rights:
-
User > Edit > Read
-
User > Edit > Update
-
User > Edit > Create
Note that only users with roles of the type Administrator can grant rights.
Assigning rights:
-
Open the menu Setup » Account management » Roles.
→ The roles overview opens. -
Click on New (add).
→ The role creation menu opens. -
Enter a name for the role.
-
Switch to the advanced mode by toggling Advanced (toggle_on) slider.
-
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. -
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. |
2.8. Assigning rights for the Order UI
In case some of the functions or settings in the Order UI are not displayed, you can check in the following table, which rights are missing. Table 1 lists the rights that have to be activated in the role if a person without admin rights cannot see the sections in the Order UI. Afterwards, this role has to be assigned in the user account.
Procedure | Required rights |
---|---|
Order details |
|
Edit order items |
Orders > Update |
Edit address |
Orders > Update |
Change address |
Orders > Update |
Add/update bank data |
Orders > Update |
Add documents |
Orders > Update |
Delete/archive documents |
Orders > Update |
Toolbar |
|
Create/split/duplicate orders |
Orders > Update |
Assign storage locations |
Orders > Update |
Redeem coupons |
Orders > Update |
Book outgoing items |
Orders > Update |
Book back items |
Orders > Update |
Delete orders |
Orders > Delete |
Order overview (group functions) |
|
Group orders |
Orders > Update |
Change status |
Orders > Update |
Change tag |
Orders > Update |
Set order item shipping date |
Orders > Update |
Set order delivery date |
Orders > Update |
Change shipping profile |
Orders > Update |
Change owner |
Orders > Update |
Delete orders |
Orders > Delete |
Book outgoing items |
Orders > Update |
Reset outgoing items |
Orders > Update |
Create documents |
Orders > Documents > Create |
Context menu |
|
Create documents |
Orders > Documents > Create |
Book outgoing items |
Orders > Update |
Reset outgoing items |
Orders > Update |
Delete orders |
Orders > Delete |
Change status |
Orders > Update |
3. Carrying out the basic settings
To carry out the basic settings for order processing, proceed as described below.
Carrying out the basic settings:
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Go to Setup » Orders » Settings.
-
Carry out the settings according to Table 2.
-
Save () the settings.
Setting | Explanation |
---|---|
Settings |
|
Warehouse assignment |
Select the method according to which the warehouse is assigned. |
Automatic warehouse selection |
Choose the criterion according to which the warehouse should be selected. |
Status of cancelled orders from |
Select the status range from which on orders should be cancelled. |
Status of cancelled orders to |
Select the status range up to which orders should be cancelled. |
Prefix for bundles |
Define which prefix is to be used in names of bundles. Note that a blank space should be added behind the prefix. The prefix [BUNDLE] is set by default. |
Prefix for bundle components |
Define which prefix is to be used in names of bundle components. Note that a blank space should be added behind the prefix. The prefix [-] is set by default. |
Default referrer |
Select a provider, a market or the Online store setting as a referrer, that will automatically be set by default for all orders. Select Manual entry if you do not want to use a default setting, i.e. if you want to individually save each order referrer. |
Standard variation ID for dunning fees |
Enter a default variation ID for dunning fees. This ID will automatically be preselected for dunning letters. |
Deposit payment on production items |
Select a value (in percent) for the deposit or select the option do not offer deposit. |
Show inactive payment methods |
active = Inactive plugin payment methods are displayed in drop-down lists as well as active ones. |
Stock |
|
Status for order reservations from |
As soon as an order enters this status range, stock is automatically reserved for the items included in the order. You can also choose whether the setting should apply to all orders or to paid orders only. For example, select the option Paid orders only further below if stock should not be reserved for unpaid orders. |
Status for order reservations to |
Select the status range up to which stock should automatically be reserved for the items included in the order. You can also choose whether the setting should apply to all orders or to paid orders only. For example, select the option Paid orders only further below if stock should not be reserved for unpaid orders. |
Affected status section in status [4.x] from |
Place limits on the status section in case you have created individual variations of status [4]. |
Affected status section in status [4.x] to |
Place limits on the status section in case you have created individual variations of status [4]. |
Order reservation for paid orders only |
Activate this option if stock should only be reserved for paid orders. |
Status changes to [4] instead of [5] if stock is missing |
Activate this option if an order should only be cleared for shipping when there is enough stock in the warehouse. As soon as enough stock has been booked into the warehouse, the order status is changed from [4] to [5]. This setting is active by default. |
Order UI |
|
Show in the order/order overview |
Select whether the invoice address (default) or the delivery address should be displayed in the order and the order overview. |
Display of item prices |
Select whether gross or net prices should be displayed for the items included in the order. |
Use new order UI (beta) and link with other menus |
active = The new Order UI in the Orders » Orders menu
will be used for your work in the system and linked to other menus. By clicking on the Orders main entry, you will also be directed to the Orders » Orders menu and links from other sections of your PlentyONE system will always lead you there. |
Allow quantity change for bundle items and bundle components |
inactive (default setting) = The quantities of bundle items and bundle components cannot be changed manually later in order processing. To adjust the quantity manually, the required bundle has to be added to the order again in the appropriate quantity. |
4. Data transfer
Under Setup » Orders » Data transfer, you can transfer properties and tags between different order types.
4.1. Copying properties
In the property copy, you can determine which order information (properties of an order) are transferred to another order. For example, properties are copied when you create delivery orders or returns. Properties are information that are part of an order, e.g. the shipping profile, the payment status or the document language. Properties can belong to an order or to an order item.
Note: This refers to properties that you do not have created yourself, such as order characteristics.
Default for transferred properties
All required properties are transferred by default from one order type into another order type. Therefore, only make changes to the copied properties after careful consideration. |
Use the menu Setup » Orders » Data transfer » Properties to determine which properties are to be copied. You determine this individually for different combinations, e.g. for the combination order (source) to delivery order (target). Note that not all of the properties are available for copying. The table column Source displays where a property comes from. Internal means that the property is a system property. Interface means that the property was created via a plugin or REST.
When opening the menu, some filters are preset. Adapt these if needed.
Activating properties for transfer:
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Go to Setup » Orders » Transfer data » Properties.
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Open the search filters (filter_alt).
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For the filter Order type source, select the order type from which the properties are to be transferred.
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For the filter Order type target, select the order type to which the properties are to be transferred.
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Carry out the search.
→ The properties are displayed in the table. -
Activate or deactivate the properties you want to transfer in the column Transfer order property.
-
Activate or deactivate the properties you want to transfer in the column Transfer order item property.
→ The activated properties are transferred from now on.
In addition, the following filters are also available to you in the search (filter_alt):
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Only display transferable properties = Select Yes if only the properties that can be transferred from one order type to another are to be displayed in the table. Select No if all properties are to be displayed in the table, those that cannot be transferred as well.
-
ID = Enter a distinct property ID for which you want to search. Only one ID can be entered at a time.
-
Type = Select Date to only show properties of the type Date Select Property to not show properties of the type Date.
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Source = If you don’t select anything, the properties from all sources are displayed. If you select Internal or Interface, only the properties from the respective source are displayed.
4.2. Copying tags
Use the menu Setup » Orders » Data transfer » Tags to determine which tags are to be copied. You determine this individually for different combinations, e.g. for the combination order (source) to delivery order (target).
When opening the menu, some filters are preset. Adapt these if needed.
Activating tags for transfer:
-
Go to Setup » Orders » Transfer data » Tags.
-
Open the search filters (filter_alt).
-
For the filter Order type source, select the order type from which the tags are to be transferred.
-
For the filter Order type target, select the order type to which the tags are to be transferred.
-
Carry out the search.
→ The tags are displayed in the table. -
Activate or deactivate the tags you want to transfer in the column Copy tag.
→ The activated tags are transferred from now on.
In addition, the following filters are also available to you in the search (filter_alt):
-
ID = Enter a distinct tag-ID for which you want to search. Only one ID can be entered at a time.