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

  • CRM > Bank details > Read

  • CRM > Bank details > Update

  • CRM > Bank details > Create

  • CRM > Contact > 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.

2.2. 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:

  • Items > Item > Read

  • Items > Item > Item image > Read

  • Items > Item > Item image > Item image name > Read

  • Items > Item > Variation > Read

  • Items > Manufacturer > Read

  • Items > Sales price > Read

  • Items > Sales price > See

  • Items > Sales price > Update

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.

2.3. 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

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.

2.4. 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:

  • Orders > Read

  • Orders > Update

  • Orders > Create

  • Orders > Delete

  • Orders > Order properties > Read

  • Orders > Documents > Read

  • Orders > Documents > Create

  • Orders > Documents > Delete

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.

2.5. 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:

  • Orders > Book outgoing items > Read

  • Orders > Book outgoing items > Update

  • Orders > Book outgoing items > Create

  • Orders > Revert outgoing items > Read

  • Orders > Revert outgoing items > Update

  • Orders > Revert outgoing items > Create

  • Orders > Revert outgoing items of order item > Read

  • Orders > Revert outgoing items of order item > Update

  • Orders > Revert outgoing items of order item > Create

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.

2.6. 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

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.

2.7. 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

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.

2.8. 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.

Rights for Order UI functions
Table 1. Required user rights
Procedure Required rights

Order details

Edit order items

Orders > Update
Orders > Create
Setup > Property > Read
Items > Sales price > Read
Items > Item > Variation > Read

Edit address

Orders > Update
CRM > Address > Address option type > Read

Change address

Orders > Update
CRM > Address > Read

Add/update bank data

Orders > Update
CRM > Bank details > Update
CRM > Bank details > Create

Add documents

Orders > Update
Orders > Documents > Create

Delete/archive documents

Orders > Update
Orders > Documents > Delete

Toolbar

Create/split/duplicate orders

Orders > Update
Orders > Create

Assign storage locations

Orders > Update

Redeem coupons

Orders > Update

Book outgoing items

Orders > Update
Orders > Book outgoing items > Read

Book back items

Orders > Update
Orders > Revert outgoing items > Read
Orders > Revert outgoing items of order item > Read

Delete orders

Orders > Delete

Order overview (group functions)

Group orders

Orders > Update
Orders > Create
Orders > Group function (new Order UI) > Group orders > Read

Change status

Orders > Update
Orders > Group function (new Order UI) > Status > Read

Change tag

Orders > Update
Orders > Group function (new Order UI) > Tags > Read

Set order item shipping date

Orders > Update
Orders > Group function (new Order UI) > Shipping date > Read

Set order delivery date

Orders > Update
Orders > Group function (new Order UI) > Delivery date > Read

Change shipping profile

Orders > Update
Orders > Group function (new Order UI) > Shipping profile > Read

Change owner

Orders > Update
Orders > Group function (new Order UI) > Owner > Read

Delete orders

Orders > Delete

Book outgoing items

Orders > Update
Orders > Book outgoing items > Read
Orders > Group function (new Order UI) > Book outgoing items > Read

Reset outgoing items

Orders > Update
Orders > Revert outgoing items > Read
Orders > Group function (new Order UI) > Reverse outgoing items > Read

Create documents

Orders > Documents > Create
Orders > Group function (new Order UI) > Documents > Order confirmation > Read
Orders > Group function (new Order UI) > Documents > Entry certificate > Read
Orders > Group function (new Order UI) > Documents > Credit note > Read
Orders > Group function (new Order UI) > Documents > Delivery note > Read
Orders > Group function (new Order UI) > Documents > Invoice > Read
Orders > Group function (new Order UI) > Documents > Return slip > Read
Orders > Group function (new Order UI) > Documents > Reversal credit note > Read
Orders > Group function (new Order UI) > Documents > Reversal invoice > Read

Context menu

Create documents

Orders > Documents > Create

Book outgoing items

Orders > Update
Orders > Book outgoing items > Read

Reset outgoing items

Orders > Update
Orders > Revert outgoing items > Read

Delete orders

Orders > Delete

Change status

Orders > Update
Note: In case you cannot see certain statuses in the order overview or in the order details, you need the respective rights for the Selectable order statuses. Ask an admin to give you the necessary rights in the Setup » Account management » Roles menu.

3. Carrying out the basic settings

To carry out the basic settings for order processing, proceed as described below.

Carrying out the basic settings:

  1. Go to Setup » Orders » Settings.

  2. Carry out the settings according to Table 2.

  3. Save () the settings.

Table 2. Options in the Setup » Orders » Settings menu
Setting Explanation

Settings

Warehouse assignment

Select the method according to which the warehouse is assigned.
a) a warehouse can be assigned for each order (default setting) = Select this option if you only work with one warehouse or one logistics service provider.
b) a warehouse can be assigned for each stock unit = Select this option of you work with multiple warehouses or multiple logistics service providers.

Automatic warehouse selection

Choose the criterion according to which the warehouse should be selected.
a) depending on the delivery country (default setting) = The warehouse that was saved for the Country of delivery in the Setup » Orders » Shipping » Settings » Tab: Countries of delivery.
Tip: If you select this option, make sure to check which warehouse is assigned to the respective delivery countries.
b) depending on the item’s main warehouse = The warehouse saved as the respective item’s main warehouse is selected.
Note: If no main warehouse has been saved for an item, the warehouse is selected according to the country of delivery.
c) depending on the highest stock level = The order is assigned to the warehouse with the highest stock for the order item.
c) depending on the warehouse priority and the highest stock level = The order is assigned to a warehouse according to the following criteria. The following information is checked one after another:
1) The Priority of the warehouse (option available in the warehouse settings).
In case of sufficient or identical stock in all warehouses, the warehouse with the highest priority. This first criterion does not consider the actual amount of stock. Rather, it checks whether enough stock is available or not. Thus, a warehouse is not favoured because it has more stock than another, but rather because it has a higher priority. Conversely, if a warehouse does not have sufficient stock, it will not be selected.
2) Sufficient stock has to be available.
e) depending on the lowest stock level = The order is assigned to the warehouse with the lowest stock level for the order item.
f) depending on the warehouse priority and the lowest stock level = The order is assigned to a warehouse according to the following criteria. The following information is checked one after another:
1) The Priority of the warehouse (option available in the warehouse settings).
In case of sufficient or identical stock in all warehouses, the warehouse with the highest priority. This first criterion does not consider the actual amount of stock. Rather, it checks whether enough stock is available or not. Thus, a warehouse is not favoured because it has more stock than another, but rather because it has a higher priority. Conversely, if a warehouse does not have sufficient stock, it will not be selected.
2) The warehouse with the lowest stock level is selected.
g) depending on the warehouse priority and the highest stock level (fallback: main warehouse) = First, the settings regarding warehouse priority are checked for the warehouse assignment. The second criterion is the stock level, assignment is to the highest stock level. If no warehouse fulfils these criteria, which means that all stock levels are insufficient, the main warehouse of the variation is assigned to the order.
h) depending on the warehouse priority and the lowest stock level (fallback: main warehouse) = First, the settings regarding warehouse priority are checked for the warehouse assignment. The second criterion is the stock level, assignment is to the lowest stock level. If no warehouse fulfils these criteria, which means that no warehouse has priority and stock levels are insufficient, the main warehouse of the variation is assigned to the order.
Note: If no valid warehouse with exactly those settings can be found, the system will try to find the warehouse with the highest priority that is available for the order referrer. If no warehouse is available for the order referrer in question, the warehouse with the highest priority is picked.

Status of cancelled orders from

Select the status range from which on orders should be cancelled.
As soon as an order enters this status range, stock will no longer be reserved for the items included in the order. This means that the stock becomes available for other orders. Statuses can be excluded from this automatic function if necessary. For example, if you do not want items to be reversed if they have a particular status.

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.
Note that you need at least version 5.0 of plentyShop LTS/IO to use this setting.40 or higher.

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.
Note that you need at least version 5.0 of plentyShop LTS/IO to use this setting.40 or higher.

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.
inactive (default setting) = Only active plugin payment methods are displayed in drop-down lists.

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].
The default setting is [4] In preparation for shipping.

Affected status section in status [4.x] to

Place limits on the status section in case you have created individual variations of status [4].
The default setting is [4] In preparation for shipping.

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.
Status [4] = In preparation for shipping
Status [5] = Cleared for shipping

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.
Inactive = The old Order UI in the Orders » Edit orders menu will be used for your work in the system (default setting). Note however that this menu will be shut down soon.

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.
active = he quantities of bundle items and bundle components can be changed manually later in order processing.
Note: Changing quantities manually after the order is created does not automatically cause an adaption of the quantities of the bundle components or an adaption of the prices.

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:

  1. Go to Setup » Orders » Transfer data » Properties.

  2. Open the search filters (filter_alt).

  3. For the filter Order type source, select the order type from which the properties are to be transferred.

  4. For the filter Order type target, select the order type to which the properties are to be transferred.

  5. Carry out the search.
    → The properties are displayed in the table.

  6. Activate or deactivate the properties you want to transfer in the column Transfer order property.

  7. 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):

  • 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.

  • 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:

  1. Go to Setup » Orders » Transfer data » Tags.

  2. Open the search filters (filter_alt).

  3. For the filter Order type source, select the order type from which the tags are to be transferred.

  4. For the filter Order type target, select the order type to which the tags are to be transferred.

  5. Carry out the search.
    → The tags are displayed in the table.

  6. 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.