Manually creating orders

This page describes how you can create orders in the system, e.g. if an order is placed during a phone call. In PlentyONE the following methods are available for creating orders:

Tip: The approach for offers is identical. In the first step of the order creation, select the option offer in the order type setting to create an offer.

Sending emails

When you manually create orders, no emails will automatically be sent to the customer. The reason that no emails will be sent is that your system does not know when you are done with all settings for a manual order. Send emails manually by using the Email service function in an order.

1. Creating an order or an offer for a cash sale

When you open the CRM » Contacts menu you can register cash sales using the customer profile Cash sale. The customer profile named Cash sale allows you to assign orders without having to assign them to a customer. The customer profile Cash sale is set up in your system by default.

Payment method and order documents for cash sale

Make sure to select the correct payment method in the order data when creating an order for a cash sale. When manually creating a cash sale order the order will not be assigned to a customer saved in your system. This is why you should manually generate the required order documents such as the invoice right away while entering and processing the cash sale. Order documents can be generated in the Documents tab of the order.

Creating an order or offer for a cash sale:

  1. Go to CRM » Contacts.

  2. Enter the desired ID in the ID search field.
    → A list of all search results is displayed.

  3. Select Cash sale from the results.
    → The customer profile for cash sale opens.

  4. Go to the Orders section.

  5. On the right, click on Options (add).

  6. Select the option New order or New offer.
    → The overview for creating a new order or a new offer opens.

  7. Carry out the settings. Pay attention to the information about creating orders or offers.

2. Creating an order or an offer via orders

In the Orders » Orders menu, you can create new orders or offers in the order overview as well as in the detail view of an order. To do so, proceed as follows. Note that orders can only be opened in the list view.

Creating an order or an offer via orders:

  1. Go to Orders » Orders.

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

  3. In the side navigation on the left, click on (add) New order.
    Tip: If you want to create an offer instead of an order, select the order type offer in the first step.
    Or: In the order overview, open the order of the customer for which you want to create a new order. Note that orders can only be opened in the list view.

  4. Click on the Contact ID at the bottom of the page navigation.
    The order opens in the CRM » Contacts menu.

  5. Go to the Orders section.

  6. On the right, click on Options (add).

  7. Select the option New order or New offer.
    → The overview for creating a new order or a new offer opens.

  8. Carry out the settings. Pay attention to the information about creating orders or offers.

3. Creating an order or an offer via contacts

You can also create orders or offers via the contact overview or the detail view of a contact in the CRM » Contacts menu. To do so, first carry out the default settings.

Creating an order or an offer via contacts:

  1. Go to CRM » Contacts.

  2. Search for the contact by means of the filter settings. Note the explanations about the filters on the Searching for a contact page.
    → The contacts that match the search criteria are displayed.

  3. On the right in the line of the contact, click on more_vert.

  4. Navigate to shopping_cart Orders > New order or New offer.
    Or: Open a contact.

  5. In the Orders section on the right, click on add Options.

  6. Navigate to New order or New offer. → You are automatically redirected to the order details of the new order or offer.

  7. Carry out the settings. Pay attention to the information about creating orders or offers.

3.1. Carrying out default settings

When creating orders or offers via the contact overview, data such as addresses or clients are taken directly from the contact data if they are deposited there. Thus, in most cases contact data have priority. Additionally, some default settings, which are a fallback if the data are not deposited in the contact, are available.
In order to optimise the order creation, these default settings should be determined first.
Note: The default settings also apply to offers that are created via the contact UI.

Carrying out default settings:

  1. Go to Setup » Orders » Order types » Sales order.

  2. Carry out the settings. Pay attention to the explanations given in Table 1.

  3. Save (save) the settings.

Table 1. Default settings for orders and offers
Setting Explanation

Settings

Behaviour of shipping costs when splitting orders

Select from the drop-down list what happens with the shipping costs after splitting an order into two new orders.
Recalculate shipping costs for both orders (default) = The is the default behaviour. After splitting an order, the shipping costs are recalculated for both new orders.
Take over shipping costs to the first order, the second gets none* = When splitting an order, you are asked how the order items are to be distributed. The order items not selected here are taken over into the first new order. The selected order items are taken over into the second new order. If you choose this option for the shipping costs, they are always taken over for the first new order in case an order is split. The second order does not get any shipping costs.
Take over shipping costs to the order with the highest item value, the other gets none = he shipping costs of the original order are taken over into the new order with the highest item value. The second order does not get any shipping costs.

Behaviour of original order after splitting

Select from the drop-down list what happens with the original order after it is split into two new orders.
Delete original order (standard behaviour) = Two new orders are created and the original order is deleted after splitting. You can split orders when they are not locked, outgoing items are not booked yet, no child orders have been created (e.g. returns), no tax-relevant documents have been created and no payments have been assigned to the order yet.
Status change = By using this option, two new orders are created as well. However, the original order remains and is moved to another order status defined by you. Select this order status from the second drop-down list. We recommend an order status in the cancellation range so that reserved stock does not remain reserved. However, depending on your order processing a different order status might be more fitting.
With this setting, it is also allowed to split orders with payments already assigned to it and for which tax-relevant documents (important: invoice as well as reversal document) have been created. The assigned payment as well as the documents remain with the original order and are not transferred to the split orders.

Copy order notes to partial orders

active = The order notes in the original order are copied to the new partial orders.
Inactive = The order notes in the original order are not copied to the new partial orders.

Behaviour of original orders after grouping

Select from the drop-down list what happens with the original orders after they are grouped into a new order.
Delete original order (standard behaviour) = A new order is created and original orders are deleted after the grouping. You can group orders when they are not locked, outgoing items are not booked yet, no tax-relevant documents have been created, no payments have been assigned to the order yet and they have the same plentyID, order type, referrer, owner, contact, address, payment method, currency and exchange rate.
Status change = By using this option, a new order is created as well after grouping. However, the original orders remain and are moved to another order status defined by you. Select this order status from the second drop-down list. We recommend an order status in the cancellation range so that reserved stock does not remain reserved. However, depending on your order processing a different order status might be more fitting.
With this setting, it is also allowed to group order with payments already assigned to it and for which tax-relevant documents (important: invoice as well as reversal document) have been created. The assigned payment as well as the documents remain with the original order and are not transferred to the grouped order.

Standard status for resetting outgoing items

Select which status should be automatically set when resetting outgoing items.
Example: user-defined status [6.4] Outgoing items cancelled.
Select the status Last status if you do not need a specific status. This setting returns the status to what it was before outgoing items were booked.

Manual order creation

Default owner

Select a default owner from the drop-down list. This owner will automatically be preselected for new orders.

Default client for guest orders

Select a default client for guest orders from the drop-down list. This client will automatically be preselected for new guest orders.

Default referrer

Select a default referrer from the drop-down list. This referrer will automatically be preselected for new orders.

Default warehouse

Select a default warehouse from the drop-down list. This warehouse will automatically be preselected for new orders.

Endpoint after completing an order

Select which view should be opened after completing an order.

Default order template

Select a default template from the drop-down list. This template will automatically be preselected for new orders.

Display of added items in the shopping cart

Select how added items should be displayed in the shopping cart.

Filter option ‘Only display items in stock’ preselected in item search

Select this option in order to activate this filter in the item search by default.

Filter option ‘Only display sales warehouses’ preselected in item search

Select this option in order to activate this filter in the item search by default.

Filter option ‘Only display active items’ preselected in item search

Select this option in order to activate this filter in the item search by default.

Filter option ‘Only display items with valid price’ is preselected in item search

Select this option in order to activate this filter in the item search by default.

Allow changing the VAT rates in the shopping cart table in the second step of the order creation and when editing order items in the new order UI

Activate the toggle to allow changing the VAT rates in the order creation and when editing order items in the new order UI.

Redetermine prices only in the shopping cart in the order creation

Activate the toggle in order to only recalculate prices in the shopping cart of the order creation.

4. Creating an order or an offer

No matter which of the described options you choose - the creation of a new order or offer is always carried out in three steps. In a first step, order details are entered, in the second step, order items are added and in the third step, the order is completed. First of all, select the contact for which the order or offer is to be created.

Above the order details, you can also choose between an order or an offer afterwards. In addition, you can select an optional order template from the drop-down list to apply the template to this order. By default, no order template is selected.

The steps described in the following chapters are the same for orders and offers.

The user interface is designed so that orders can be created quickly and easily. This is especially helpful when orders are telephoned in. First, the order details such as addresses and payment method are entered. After that, order items are added and the last step is the final check and completion of the order.

Contact name, ID and rating at a glance

At the bottom left in the order creation’s footer, you can see the name, the ID and the rating of the contact.

4.1. Step 1: Order details / Offer details

If the new order or the new offer is created from the contact overview, some information are transferred from the contact data to the order or offer details. Which information is transferred depends on the data saved in the contact. Otherwise, the default settings apply. Also note this table.

Table 2. General settings
Setting Explanation

Order type

Select from the drop-down list whether you want to create an order or an offer.

Order template

Select a template from the drop-down list.

Contact

If you create the order from the CRM » Contacts meu, the name of the contact is already preselected. If you want to select another contact, enter at least 3 letters in order to see suggestions. Alternatively, you can also enter the contact’s email address. All data that is saved on the contact will be automatically added to the input fields.
Tip: If you want to create a guest order, select the option Guest from the drop-down list and add a new invoice address as well as a new delivery address.

Order details

Invoice address

The invoice address is taken from the contact data. If there is more than one address, the one saved as the primary invoice address is taken. If no invoice address is saved as the primary address, you can select the right address from the drop-down list.
Use the preview (visibility) to access the contact data record directly. The already carried out settings in the order details will remain.
If you create a guest order, add a new invoice address.

Delivery address

As invoice marked by default, if no primary address is saved. In that case, the Invoice address is automatically entered as the delivery address as well. Otherwise, the delivery address is taken from the contact data. If there is more than one delivery address, the one saved as the primary delivery address is taken. If no delivery address is saved as the primary address, you can select the right address from the drop-down list.
The dropdown-list also offers the possibility to create a new delivery address which is then saved in the contact data. For further information, see the expandable box at the end of this section.
Use the preview (visibility) to access the contact data record directly. The already carried out settings in the order details will remain.
If you create a guest order, add a new delivery address.

Payment method

If a payment method is defined for the contact, for example in a customer class, this is preselected. Otherwise you can enter a payment method and select it. All payment methods integrated in your PlentyONE system are available.
If you use an order template, the payment method selected in the template is taken over as soon as you select the template for an order. After applying the template, the payment method can be changed manually if required.

Currency

The system currency is preselected. You can change the currency for the order in the drop-down list.

Discount in %

You can manually enter a percentage discount which is then applied to all order items of the order. The value entered has to be between 0 and 100, negative values are not allowed.
A discount is already filled in if the contact is assigned to a customer class in which a value has been entered for the option Default discount for manual order. You can find this option in the Discount type section in the Setup » CRM » Classes menu. You can adjust the prefilled value in the order details.

Warehouse

Which options are available depends on the settings you set for assignment of warehouses:
- Is a) a warehouse can be assigned for each order set, you can select a warehouse for the order in the order details or enter the name of a warehouse to search for it.
If you selected a default warehouse in the Setup » Orders » Order types » Sales order menu, this warehouse will be preselected. - Is b) a warehouse can be assigned for each order item set, Depending on the order items is displayed. In the next step, items are added to the order. This means that you can select a warehouse for each variation from the drop-down list.
If you selected a default warehouse in the Setup » Orders » Order types » Sales order menu, this warehouse will be preselected in the item table of the next step.

Client

Select the client for this order from the drop-down list. Preselected is either the client set in the contact data or as a next option the default client if it is set.

Owner

Select the owner for this order from the drop-down list. If you set a default owner, it is preselected. Otherwise, owners with the user rights to create orders can be selected from the drop-down list.

Order referrer

Select the referrer for this order from the drop-down list. Preselected is either the referrer set in the contact data or as a next option the default referrer if it is set. Otherwise the activated referrers can be selected from the drop-down list.

Early payment discount (%)

Enter the early payment discount, i.e. the value in percent that is subtracted if the payment is made within the defined early payment discount days.
This setting is only available for the payment methods Invoice and Cash in advance.

Early payment (days)

Enter the number of days (starting when the invoice is created) in which the pending amounts can be paid at a discounted price.
This setting is only available for the payment methods Invoice and Cash in advance.

Value date (days)

Enter the value date, i.e. the period from the invoice creation up to the payment due date.
This setting is only available for the payment methods Invoice and Cash in advance.

Payment due (days)

Enter the payment due date in days, i.e. the days until the payment is due.
This setting is only available for the payment methods Invoice and Cash in advance.

Shipping date

Enter a shipping date or select a date via the calendar (today). You can also click Today to automatically set today’s date.
Creating a new delivery address

You can create a new delivery address from the dropdown-list in the field Delivery address. Proceed as described below to create a new delivery address.
Tip: The settings for creating a new invoice address are identical.
Note: If you select the option DHL Packstation or DHL post office at the top in the address details of the delivery address, the input fields for the delivery address will be adjusted accordingly. Note the explanations in this chapter if the delivery address is a DHL Packstation or DHL post office.

Creating a new delivery address:

  1. Select the option (add) Add new delivery address from the dropdown-list Delivery address.
    → The Add new delivery address window opens.

  2. Select if it is a primary address.

  3. Enter the data. Note Table 3.

  4. Save the new address.

After saving the new delivery address it will be added to the contact data of the corresponding contact. The new delivery address is selected for the new order.

Table 3. Order details: Creating a new delivery address
Setting Explanation

Primary

Activate the option if the new address is the primary delivery address. With the activation, this delivery address is automatically preselected for the creation of new orders.

Form of address

If required, select a form of address from the drop-down list.

Company (Name 1)

Enter the company name. If there is no entry for First name and Last name, this is a mandatory field.

First name (Name 2)

Enter the contact’s first name. If there is no entry for Company and Last name, this is a mandatory field.

Last name (Name 3)

Enter the contact’s last name. If there is no entry for Company and First name, this is a mandatory field.

Additional information (Name 4)

If required, enter additional information, e.g. c/ o Mr. John Doe.

Address 1 (Street)
Address 2 (House number)

Enter the street and house number.
Street is a mandatory field if there is no entry for House number and Additional address information. House number is a mandatory field if there is no entry for Street and Additional address information.
Note: If you selected the option DHL Packstation or DHL post office at the top in the address details, the field DHL Packstation or DHL post office will be visible. In this case, enter the address of the Packstation or the post office and pay attention to the information given in this chapter.

Address 3 (Additional address information)

If required, enter additional address information, e.g. apartment 12a. If there is no entry for Street and House number, this is a mandatory field.

Address 4 (Free)

This field can be freely used.

Postcode
Town

Enter the postcode, if available, and the town of the contact. Town is a mandatory field.
The order of the options Postcode and Town is reversed for certain countries, e.g. Germany.

Country
Region/County

Select the values from the drop-down list.
Note: The drop-down list Region/County is not available for all countries.

Email

Optionally enter an email address.

Telephone

Optionally enter a telephone number.

Type and Value

Select a type from the drop-down list. The following types are available: VAT number, External address ID, Entry certificate, Post number, Personal ID, age rating, Birthday, Title, Contact person, External contact ID. Enter the corresponding Value for the selected type.
Click on Add address option to add further Types and the corresponding Values.

After you carried out all settings, go to the next step by clicking on Add items. Alternatively, you can click on the Add items step at the top. The order details are saved and you are redirected to the next step. In this step, you add items to the order.

4.2. Step 2: Add items

Once you entered all order details in step 1, you can now add the desired items to the order. In this step, the order details are not displayed. They are available again in the third step where you finalise the order or the offer. Note however that only a few settings are editable in the last step.

Customising the item table

The item table can be customised according to your needs. This means that you can decide which information is displayed in the table columns and in which order they are shown. In order to adjust the table, proceed as follows.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns you want to be displayed. Pay attention to the information given in Table 4.

  3. Move (drag_indicator) the columns so they are displayed in the desired order.

  4. Click on Confirm to save your settings.

When you have adapted the table once, these settings are saved. The table remains like this even when you finalised this order and create a new one. You can change the layout any time. A list of the available columns can be found in Table 4. There, it is also stated whether the column is a default column. Default columns are shown when tables are not customised.

4.2.1. Searching for items

By using the search (search), you can find the desired items and add them to the order. When you start a search, your search settings are displayed at the top as chips. You can save these search settings to apply them again more quickly and easily in the future.
Use one of the following methods to search for items.

Searching for items:

  1. Option 1: Click on search to see a list of all items.

  2. Option 2: Enter something into the search field and click on one of the automatic suggestions.

  3. Option 3: Click on tune to narrow down the search results with filters.

Carry out the search (search) to find and add the required items. You can also use the filters listed in the following table to narrow down the search results. Note that the default settings are applied in the search.

Table 5. Filters for order items
Filter Explanation

Full text

Enter something into the input field to start a full text search.

Item ID

Enter an ID to filter for items with this ID.

Item name

Enter a name to filter for items with this name.

Variation no.

Enter a variation number to filter for items with this variation number.
Tip: For this filter, a partial search is also possible. This means that you only need to enter the first characters of the variation number in order to search for it.

Variation ID

Enter a variation ID in order to filter for items with this variation ID.

Barcode

Enter a barcode to filter for items with this barcode.

Manufacturer

Enter a manufacturer to filter for items with this manufacturer.

Item tag

Enter a tag to filter for items with this tag.

Only display items in stock

Activate this option (done) to filter only for items with physical stock.

Only display active items

Activate this option (done) to filter only for activated items.

Only display sales warehouses

Activate this option (done) to filter only for items that are stored in sales warehouses.
Note: If you set a) a warehouse can be assigned for each order in the basic settings you cannot select the option Only display sales warehouses for the search because the warehouse is already determined by the setting.

Only display items with valid price

Activate this option (done) to filter only for items with a valid sales price.

4.2.2. Saving the current filter

  1. Start a search.

  2. Click on Saved filters (bookmarks).

  3. Click on bookmark_border Save current filter.

  4. Enter a name and toggle the optional settings as needed (toggle_on).

  5. Click on Save.
    → The filter settings now appear under Saved filters (bookmark).

4.2.3. Applying saved filters

  1. Click on Saved filters (bookmarks).

  2. Click on an existing filter setting.
    → The search is started and the filter settings are displayed at the top as chips.

4.3. Adding items

Once you found all desired items by using the search or applying filters, you can now add them to the order. To do so, proceed as follows.

Adding items:

  1. Search (search) for the desired item.

  2. Select the appropriate sales price from the Price selection drop-down list.
    Tip: You can enter a negative price by adding a minus sign in front of the price. For example, this can make sense for orders of the type Credit note.

  3. Enter the quantity of the item you want to add to the order.

  4. If you adjust any prices or quantities, open the context menu (more_vert) on the right of the respective line and update the sales price by clicking on Refresh sales prices (refresh).
    Tip: On the top left of the table, you can update all changes for prices or quantities at once by clicking on Refresh sales prices (refresh).

  5. At the end of the respective line, click on Add items to shopping cart in order to add the item to the shopping cart.

  6. Repeat these steps to add further items.

  7. When all items are added, go to the next step by clicking on Create order or Create offer.
    → The shopping cart is saved and you are forwarded to the last step.

4.4. Editing the shopping cart

4.4.1. New shopping cart

A new, improved shopping cart is now available in PlentyONE. Orders with a high number of order items in particular can now be processed more efficiently. The functions of the new shopping cart are basically the same as those of the standard shopping card.

You can switch between the new shopping cart and the standard shopping cart under Setup » Orders » Order types » Order by activating or deactivating the option (toggle_on) Use new shopping cart table.

Standard shopping cart New shopping cart

Only certain fields can be edited directly in the shopping cart table by clicking on edit.

Most fields can be edited directly in the shopping cart table (inline editing).

It is not possible to search for order items in the shopping cart.

It is possible to search for order items in the shopping cart.

All order items are displayed on one page, which can affect performance if there are a large number of them.

Only a maximum of 25 order items are displayed per page to improve overall performance.

Order item properties and groups can be expanded in the table row.

Order item properties and groups can be displayed directly in a table row (see the table settings settings).

4.4.2. Standard shopping cart

You can access the shopping cart via the symbol (edit) in the menu Orders » Orders » [Select order] » Order items area.

In the shopping cart table, you can adjust the item name, the quantity and the sales price. You can adjust the following fields with a click on the edit icon : discount, warehouse, weight, length, width, shipping date. As soon as these entries are changed, updates have to be carried out. You can do this by either clicking on Refresh sales price (refresh) in the context menu (more_vert) directly next to the item. Or you use the button Refresh sales prices at the top left in the shopping cart table. Only after updating the prices you can move on to the next step of the order creation.

The following applies to sales prices:

  • If you manually enter a price, this price will remain in the drop-down list and can be selected for this order, even if you navigate back and forth or select a different sales price in between.

  • If no valid sales price could be detected, a sales price has to be entered manually. Completing an order is only possible with valid sales prices.

  • It is allowed to enter the price 0.00.

  • If a sales price is entered that is lower than the purchase price, an error message is displayed. However, you can still enter a lower sales price if you want to.

  • Carry out all changes for the order items in this step of the order creation, as this is not possible in the third and last step. Navigating back and forth through the steps remains possible.

Moreover, you can also delete order items in the shopping cart. To do so, click on Delete (delete). Another option for editing order items are the properties. To do so, pay attention to the chapter Editing order item properties.

Once you added all the items in the required quantity and with the right prices to the shopping cart, click on Create order or Create offer. You can also go back to the order details by clicking on Order details. Items in the shopping cart are saved when you go back and forth.

Customising the shopping cart table

The shopping cart table is customisable. This means that you can decide which table columns are displayed in which order. When you have adapted the table, these settings are saved.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move (drag_indicator) the columns so they are displayed in the order you need them in.

  4. Optional: Click on arrow_drop_down for a property to customize further settings such as names and properties.

  5. Click on Confirm to save your settings.

Table 6. Shopping cart table columns
Setting Explanation

Expand

Allows you to expand the order items table and shows the properties.

Quantity

Shows the item quantity. If needed, adjust the quantity.
Note: Whenever you change the quantity, you need to Refresh the sales prices (refresh). Only once you have done so, it is possible to proceed with the next step (overview).
This is a default column.

Item ID

Shows the item ID. You can open the item by clicking on the ID.
This is a default column.

Variation ID

Shows the variation ID of this order item. You can open the variation by clicking on the ID.
This is a default column.

Item ID / Variation ID

This column displays the item ID and the variation ID next to each other and not in two separate columns. You are redirected to the item or variation data when you click on the item ID or the variation ID.
This is not a default column.

Variation no.

Shows the number of the variation. You are redirected to the variation data when clicking on the variation number.
This is an optional column.

Item name

Shows the name that is saved on the item. You can edit (edit) the item name if needed.
This is a default column.

Attributes

Shows the attributes.
This is a default column.

Variation name

Shows the name of the variation.
This is a default column.

Barcode

Shows the barcode of the item.
This is not a default column.

System purchase price

Shows the system purchase price.
This is not a default column.

Price selection

Shows the price selection. If needed, select another price selection from the drop-down list.
This is a default column.

Category discount

Shows the category discount in per cent as applied to the selected sales price.
This is not a default column.

Customer class discount

Shows the customer class discount in per cent as applied to the selected sales price.
This is not a default column.

Net price

Shows the net price of the item. If you applied a discount, this has already been deducted. The gross price will also be adjusted automatically.
This is a default column.

Original net price

Shows the original net price of the item before a discount was applied. You can adjust (edit) the original net price if required.
This is a default column.

Gross price

Shows the gross price of the item. If you applied a discount, this has already been deducted. The net price will also be adjusted automatically.
This is a default column.

Original gross price

Shows the original gross price of the item before a discount was applied. You can adjust (edit) the original gross price if required.
This is a default column.

Surcharge total

Shows the sum of the order item properties’ surcharges.
This is not a default column.

Discount [%]

Shows the discount in percent that was entered in the order details in the first step of the order creation. If you want to display the discount as amount, select the option amount from the drop-down list.
Note: The amount is displayed in the currency of the order.
This is a default column.

Total amount (net)

Shows the total net amount of the item.
This is a default column.

Total amount (gross)

Shows the total gross amount of the item.
This is a default column.

Warehouse

Shows the warehouse of the item. Select another warehouse from the drop-down list, if required. Note that this is only possible if you selected the setting b) A warehouse can be assigned for each stock unit for the assignment of warehouses.
This is a default column.

VAT (%)

The VAT is shown in %. 19.00 % are preset for the VAT. You can change the VAT rate in the drop-down list.
This is a default column.

Weight [g]

Shows the item weight in grams. Edit the weight in the input field if needed.
This is not a default column.

Length [mm]

Shows the length of the item in mm. Edit the length in the input field if needed.
This is not a default column.

Width [mm]

Shows the width of the item in mm. Edit the width in the input field if needed.
This is not a default column.

Actions

If this field is selected, the actions for editing (edit) and deleting (delete) the item are available.

4.5. Editing order item properties

You can edit the order item properties in the shopping cart. Any changes made here only apply to the order items of this order. The properties themselves stay as they are configured in the system. Only the properties that have already been created and configured in the system are available in the order creation.
If you want to create and edit properties or are not yet familiar with the structure of properties, refer to the manual chapter Properties first.

In order to link a property with an order item, the property has to be marked as Order property in the Options section of the property settings. Also set possible surcharges and VAT rates for the property in the Options section. The values added here will be included in the order calculations. If a property is already linked with an order item, it will be displayed on the corresponding order item.

The properties are displayed in a second row of the table underneath the corresponding order item. Here, you can find information about the Name, Value, Surcharge and VAT % of the property. You can edit the VAT %, i.e. the saved VAT rate of the property, directly in the table if the property type allows for that. Moreover, you can delete (delete) order item properties in the table. Deleted properties are not included in this order and the calculations.
To edit the properties or to add more already existing properties, click on Edit properties (edit) in the context menu (more_vert) on the right.

In the editing window, you will find the following information about an order item’s property:

  • Name = The name of the property is displayed. A red asterisk marks the property as a required property. Whether a property is required is determined in the Options section of the property settings. Select Required from the Order options drop-down list.

  • Value = The value of the property is displayed. You can edit the value. Depending on the property type, you can either make a selection, edit the value, add a value or upload a file. The changes are only valid for this order.

  • Surcharge = The surcharge of the property is displayed, if a surcharge is set for the property. You can edit the surcharge. The changes are only valid for this order.

There are also further editing options are available here. By clicking on Delete (delete), you remove the property from this order item. This property is then not included in the order and the order calculations.
You can also add more already existing properties. Select a property from the drop-down list Select property and add it to the order item by clicking on Add property (add).
Once you are done with all adaptations, click on Save properties. By clicking on Cancel, none of the changes are saved. he editing window is closed and you can edit the properties of other order items in the same way.

If you want to have the properties displayed on documents, you have to set this in the configurations of the property itself. Make sure that the following options are selected in the Visibilities section of each property:

  • Display on documents from the Display everywhere drop-down list as well as

  • the correct clients from the Clients drop-down list.

Where the properties are displayed on the document depends on each property and its configuration. Properties for which no VAT rate was set in the Options section of the configuration or for which the option Display as additional costs in the Order property drop-down list was selected are displayed underneath the totals. Other properties are displayed in the order item table.

When you are done with editing the order item properties and the shopping cart, the last step of the order creation follows. In this step, the order item properties are not displayed again. Thus, make sure that you carried out all relevant settings. Click on Create order or Create offer.

4.6. Step 3: Create order / Create offer

In the last step, the order or the offer is completed. Different amounts of the order or the offer are displayed in info boxes above the order details:

  • Total amount (gross): Shows the calculated total gross amount of the order. The status bar is green when the order is a gross order. Otherwise the status bar is grey.

  • Total amount (net): Shows the calculated total net amount of the order. The status bar is green when the order is a net order. Otherwise the status bar is grey.

  • Total number of items: Shows the total number of order items of this order. The status bar is always grey.

  • Coupon amount: Shows the granted discount from promotional coupons. The status bar is orange when a promotional coupon was used in this order. Otherwise the status bar is grey.

  • Order discount: Shows the discount amount resulting from the discount granted in the first step of the order creation. The summed up discount amount of all the order items is calculated. The status bar is orange when a discount was set in the first step. Otherwise the status bar is grey.

  • Open amount: Shows the open invoice amount the customer has to pay. The status bar is green when the amount is zero, i.e. if the customer has already paid the full invoice amount. Red means that the full invoice amount is still open. Orange means that the invoice amount is still partially open.

In the order details, you can adjust the Payment method, the Shipping costs, the Shipping method as well as the Owner if required.

Moreover, you can enter one or more coupon codes in the Coupon codes field to redeem these with this order. The values of the coupons are set off against the order value. Coupons are not added as an order position in the shopping cart. Coupons cannot be redeemed for offers. This means that the input field Coupon codes is only available for the order creation, but not for creating offers. For coupons, it is differentiated between the types PlentyONE campaign and External campaign. In order to redeem coupon codes proceed as follows.

  • Redeeming coupon codes of a PlentyONE campaign

  • Redeeming coupon codes of an external campaign

Redeeming coupon codes of a PlentyONE campaign:

  1. In the field coupon codes, enter the code of a PlentyONE campaign.

  2. Then click on Enter or outside the field.
    → It is checked whether the coupon code is valid. If the coupon is redeemable, it is displayed in green with the coupon’s value. If a coupon code is however invalid, it is displayed in red with the info Not redeemable.
    Tip: A tooltip shows which kind of coupon it is.

  3. Enter additional coupon codes if required.
    Or: On the right in the field Coupon codes click on Add coupon code (add).
    → The window Redeem coupon opens.

  4. Select the campaign type PlentyONE campaign from the drop-down list.

  5. Enter the coupon code of the PlentyONE campaign.

  6. Click on Redeem.
    → The coupon code is added and will be redeemed with this order.

Redeeming coupon codes of an external campaign:

  1. On the right in the field Coupon codes click on Add coupon code (add).
    → The window Redeem coupon opens.

  2. Carry out the settings. Pay attention to the explanations given in Table 7.

  3. Click on Redeem.
    → The coupon code is added in blue together with the coupon’s value and will be redeemed with this order.

Table 7. Redeeming coupon codes
Setting Explanation

Campaign type

Select the type External campaign from the drop-down list.

Code

Enter a coupon code.

Type

Select whether it is a Promotional coupon or a Multipurpose coupon.

Value in €

Enter the coupon’s value in the respective currency.

Below the order details, a table with the added order items is displayed. In addition to the information given in the previous view, further prices and the VAT rate are shown. The VAT rates are editable if you allowed this in the default settings.

Customising the table

The table in the last step of the order create is customisable. This means that you can decide which table columns are displayed in which order. When you have adapted the table, these settings are saved.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move (drag_indicator) the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

The following columns are available:

  • Expand

  • Quantity

  • Item ID

  • Variation no.

  • Variation name

  • Variation ID

  • Item name

  • Attributes

  • Net price

  • Original net price

  • Gross price

  • Discount

  • Surcharge total

  • Total amount (net)

  • Total amount (gross)

  • Warehouse

  • VAT

  • External item ID

  • External order item ID

  • Property ID

  • Storage locations

  • Net profit margin

  • Reorder ID

If you carry out changes on the shipping costs or the shipping method or in case you add coupons, the total amounts are automatically recalculated. To complete the order, click on saveCreate order. The order has now been created and depending on your settings, you are forwarded to the respective view. The order is now available in the order overview of the Orders » Orders menu.

5. Creating and applying order templates

Order templates are created in the Setup » Orders » Order template menu. You can select them when you manually create a new order or you can apply an order template via an event procedure. If you select an order template for an order, the order template data is applied to the order. After using an order template, you can edit an order as usual as well as change and adapt order information.

To create an order template proceed as follows:

Creating an order template:

  1. Go to the Setup » Orders » Templates menu.
    → The Order template menu opens.

  2. Click on Create template (add).

  3. The first step is to enter the Template details.

  4. Enter a unique Name.

  5. Select the Order type (Sales order, Offer, or Advance order) from the drop-down list.

  6. Optionally, configure additional settings under Client & Referrer, Order Management, and Finance & Currency.

  7. Click NEXT to proceed to the Template items step.

  8. Search for the items you want and add them to your shopping cart.

  9. Then open the Shopping cart line. The added items are now listed here.

  10. If necessary, make additional settings for each item.

  11. Click NEXT.
    → You will now see a preview of the template.

  12. If everything is correct, click CREATE TEMPLATE.
    → Your template will be created.

  13. You can find the order templates you have created in the overview and manage them there.

Table 8. Order template fields
Setting Explanation

General

Template name

Enter a name for the order template. This name is displayed in drop-down lists for selecting the order template.

Order type

Select the order type for which you want to create a template. You can choose between Sales order, Offer, and Advance order.

Client & Referrer

Client

Select a client from the drop-down list.

Order referrer

Select an order referrer from the drop-down list.

Order status

Select an order status from the drop-down list. When applying the order template to an order, the order is moved to this order status.

Language

Select the language of your template from the drop-down list.

Order Management

Owner

Select an owner from the drop-down list.

Warehouse

Select a warehouse from the drop-down list.

Finance & Currency

Payment method

Select a payment method from the dropdown-list. This payment method is then added to the corresponding order when the template is applied.

Currency

Select the currency from the drop-down list.

Template items

Item

If you already added items to the order template, they are displayed in this table. Adding items is optional. The items that are displayed here will be added to the order when using this order template. The quantity and the item text are displayed for each item. Moreover, you can delete items from the order template in this table.
Note: When you apply an order template with items, the order you want to apply it to should not have any items added yet. Items that have already been added to the order are overwritten. However, you can add more items to an order after applying the order template.

Adding items

Optionally, you can add items to the order template in this tab. These items are added to the order when the order template is applied.
Set filters and execute a search (serach) to display items. Add (add_shopping_cart) the desired items to the order template. The added items are displayed in the Item tab.
Quantity = You can add an item more than once. Each item is displayed in a new table row. Alternatively, you can adapt the Quantity column of an item in the Item tab of the table.

You can edit and adapt order templates at any time. After editing an order template, you have to save (save) the order template again. Adaptations to order templates are not retroactively applied to orders but are valid from the moment of adaptation on.

Order templates are only applied to orders if you decide so. If you always want to apply an order template to specific orders, we recommend using an event procedure. Determine in the event procedure by the selection of the event and the filters, when and to which orders which order template should be applied.

To apply an order template when manually creating an order, select the required order template from the drop-down list Use template in the Order data section. In the order creation, you can select an order template in the first step of the order creation from the Order template drop-down list.