Order confirmation

For incoming orders, you can send order confirmations to your customers. In PlentyONE. you can generate order confirmations as PDF files, for example if you want to print them or send them to your customers as an email attachment.

1. Setting up a document template for order confirmations

You can create order confirmations directly using the PlentyONE standard templates. If necessary, you can copy the standard template and adjust it for your needs.

1.1. Setting up document templates in DocumentBuilder

To set up document templates, you can use the DocumentBuilder (menu: Setup » Documents » DocumentBuilder). For more information on how to use DocumentBuilder, refer to the manual page DocumentBuilder.

2. Generating a single order confirmation

You can create order confirmations directly in an order. To do so, proceed as follows.

Manually creating an order confirmation:

  1. Go to Orders » Orders.
    → The order overview opens.

  2. Carry out the search (search) to display orders.

  3. Open the order for which you want to generate an order confirmation. Note that orders can only be opened in the list view.

  4. Go to the Documents area.

  5. At the top left, click on Create document (add).

  6. Select the document Order confirmation from the drop-down list.
    → The window Create document: Order confirmation opens.

  7. Enter a date that should be displayed on the order confirmation.

  8. Optionally enter a comment that should be displayed on the order confirmation.

  9. Click on Create (add).
    → The order confirmation is created and added to the Documents area.

3. Automating generating and sending order confirmations

You can set up event procedures to automate generating and sending order confirmations. This way, you don’t have to have an eye on incoming orders all the time and you don’t have to create each order confirmation manually but you can create an easier workflow by automating these events. As a first step, create an event procedure for generating the document. Then, create a second event procedure to send the generated order confirmation to your customers. To do so, proceed as follows.

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Table 1. Setting up the event procedure "Generate order confirmation"
Setting Option Selection

Event

Order generation » New order

Filter

Order > Order type

Order

Action

Documents » Generate order confirmation

If needed, activate the options Payment due or Early payment discount or enter a comment that will be displayed below the order items on the generated order confirmation.

If you want to send the order confirmation to your customers as a PDF attachment in an email directly after the generation, we recommend the event procedure described in Table 2.

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Table 2. Setting up the event procedure "Send order confirmation"
Setting Option Selection

Event

Documents » Order confirmation generated

Filter

Order > Order type

Order

Action

Customer > Send email

Click on Add () to select the corresponding email template for sending the order confirmation to the customer (e.g. "Send offer as PDF").
You don’t see the corresponding email template?

You don’t see the corresponding email template for the event procedure "Send order confirmation"? That’s probably because you haven’t created it yet. You can do this in the Setup » Client » Select client » Email » Templates menu. Click on New email template () and create the template according to your requirements. The name you enter here for the email template is then displayed in the event procedures. For further information about setting up email templates, refer to the Sending emails page of the manual.