Document archive

In the document archive you can view single PDF documents that have already been generated, or you can generate a zip file that contains multiple PDF files. This archive contains PDF documents generated in your PlentyONE system during order processing, sales using the POS system or while managing stock.

The following document types are available in the document archive:

Order documents generated in PlentyONE
POS documents
Further documents

1. Searching for archived documents

You can search for PDF documents of a specific type and for a certain time range in the document archive. Documents are listed chronologically.

Searching for PDF documents:

  1. Go to Data » Documents » Document archive.

  2. Select the document type from the drop-down list for which you want to search and adjust the settings. Pay attention to the explanations given in Table 1.

  3. Click on Search ().

Table 1. Options in the Search tab.
Setting Explanation

Number

Allows you to search for a specific document. Enter the number of the document here to search for it. Document, Date and Client (Store) have to match the document as well.

Document

Select a document type to search only for documents of this type.

Date

Select a date range to search only for those documents that were generated during this time. As default, the current date is preselected ad the end date and the start date one day before.

Client (store)

Select either a specific Client or select all.

per page

Select how many search results are to be displayed on each page.
Opening the order, the customer and the PDF document

Click on the Order ID to open the corresponding order to the invoice. Or click on the Customer ID to open the data record of the contact. Click on the link in the File column to open the PDF document. The document opens and can also be downloaded in this view.

2. Exporting a multi-document as a ZIP file

You can download a large quantity of documents as a multi-document in a ZIP file. The documents you want to export can be limited by criteria such as document type, period and client.

Exporting a multi-document:

  1. Go to Data » Documents » Document archive.

  2. Click on the Export tab.

  3. Carry out the settings according to Table 2.

  4. Click on Export ().
    → The ZIP file is exported.

Table 2. Options in the Export tab.
Setting Explanation

Document

Select a document type to download documents of this type.

Client (store)

Select either a specific Client or select all.

Period

Select a date range to export only those documents that were generated during this time. The current date is set as start and end date by default.

Subfolder

Decide, whether subfolders are to be created during the export. Select the option with in order to have subfolders created for each month in the ZIP file. By selecting the option without, no subfolders are created.
The export fails

A maximum of 6000 PDF can be zipped and exported. If your export fails, the reason may be that the number of PDFs exceeds the maximum of 6,000. Narrow the time range to reduce the number of documents. If you have narrowed the time range to the smallest one possible, which is one day, all documents for that day will be zipped and exported regardless of the maximum.

3. Exporting coupons and vouchers

Coupons and vouchers are an exception in the document archive because they are neither displayed by searching for them, nor when exporting multi-documents. Therefore, you have access to PDFs of coupons and vouchers in the separate Voucher tab in the Data » Documents » Document archive menu.

Exporting coupons and vouchers:

  1. Go to Data » Documents » Document archive.

  2. Click on the Voucher tab.

  3. Carry out the settings according to Table 3.

  4. Click on Export ().
    → The ZIP file is exported.

Table 3. Options in the Vouchers tab
Setting Explanation

Coupon type

Select which coupon type you want to select.
ALL: PDFs of all existing coupon types are exported.
Coupon: Only coupons redeemable in your online store are exported.
Voucher: Only vouchers are exported.

Client (store)

Select either a specific Client or select all.

Period

Select a date range to export only those coupons and vouchers that were generated during this time. The time range is set by default to one week, the current date is the end date and the start date a week before that.