Using order statuses

The order statuses visualise the progress of orders during order processing. 19 statuses with 4 decimal places each, so a total of 199999, are available in your PlentyONE system. 28 statuses are set by default. These statuses represent a basis for usual steps of order processing. Some of these 28 statuses are linked to automatic processes in the system. You should only use them for these designated purposes within the system. The status of an order changes because of these automatic processes in the system, through automatic processes set up by you or can be changed manually. Order statuses also improve the order search.

Roughly go through your order processes and determine when you want to assign a different status to orders to depict the progress of your processing. Set up your statuses after this by entering names for them. But take into account the default statuses which are already set up for a specific purpose, mentioned in Table 1.

Pay attention to the user rights

Note that elements such as drop-down lists only display those online stores and order statuses for which the current user was given rights to. If you do not see a status, it is most likely that you do not have the rights needed for this. Rights can be assigned by admin users.

1. Comprehending default order statuses

The following 28 status entries are available by default in your PlentyONE system and some of them are linked to automatic processes in the system. It is not possible to delete statuses that are linked to an automatic process.

Table 1. Default statuses and automatic processes within the system
Order status Explanation

[1] Incomplete data

This status is automatically assigned when the data of an order is incomplete, e.g. missing address details. Incomplete data can sometimes occur when they are imported from markets. Orders with this status are not to be processed further. The data will be completed by subsequent imports. The incomplete data are useful for a timely booking of stock.

[1.1] Waiting for payment & activation

Are not assigned automatically. A use case is the shopping cart which was filled in advance. An order is generated and a link to the shopping cart of the order is sent to the customer for confirmation.

[1.2] Activated, waiting for payment

[2] Waiting for activation

[3] Waiting for payment

This status is automatically assigned to every unpaid order of the type Order.

[3.2] In waiting position

This status is automatically assigned in the following cases:

  • If a partial payment for an order is booked and items are not in stock.

  • If a down payment for an order is booked and items are not in stock.

  • If an order is overpaid, not matter whether items are in stock or not.

[3.3] Ready for shipping; waiting for payment

This status is automatically assigned to an order of the type Order if a partial payment or a down payment for the order is booked and the items are in stock.

[3.4] Dunning letter sent

We recommend this status to indicate that a dunning letter was sent. Set up an automatic process for this by using an event procedure or a process. However, the status is not set by an automatic process within the system.

[4] In preparation for shipping

Is connected to the stock limitation. If you are not keeping stock and do not use the stock limitation, the status is available to be reassigned.
When the stock limitation is used, the status is automatically assigned as soon as an order of the type Order is fully paid but the item is not in stock in sufficient number. The item limitation as to be set to net stock.
If you use stock limitation and this status for insufficient stock, it is possible to have only those delivery notes and invoices generated which can be processed further.

[5] Cleared for shipping

This status is automatically assigned when an order of the type Order is paid or the payment method is invoice or cash in advance and the item is either in stock or stock is unlimited.

[5.1] External processing

We recommend to use this status to indicate that the items are compiled and sent by a fulfilment provider. However, the status is not set by an automatic process within the system.

[6] Currently being shipped

We recommend to use this status to indicate that orders are transferred to the warehouse to be picked and packed. Set up an automatic process for this by using an event procedure or a process.

[7] Outgoing items booked

This status is automatically assigned when outgoing items of an order were booked. Manually setting this status for an order does not cause the actual booking of outgoing items or the reduction of stock. This is why this status should not be set manually, but via an event procedure or an automated process.

[7.1] Order exported

This status can be used as required. A possible use case is to assign this status after items are exported for analysing purposes.

[8] Cancelled

We recommend to use this status to indicate that an order of the type Order was cancelled. Status 8 is the default status for cancelled orders. However, if required, you can adjust the default statuses in the Setup » Orders » Settings menu. This setting is called default status for cancelled orders to. If you assigned a different status to cancelled orders, you can reassign status 8 as required.

[8.1] Cancelled by customer

We recommend to use this status to indicate that an order was cancelled by a customer.

[9] Return

This status is automatically preselected when an order of the type Return is created. You can change the default status for returns, if required. You can find this setting under Setup » Orders » Order types » Return.

[9.1] Items are checked

We recommend to use this status to indicate that returned items are checked.

[9.2] Waiting for return from wholesale dealer

This status can be used as required.

[9.3] Warranty initiated

We recommend to use this status to indicate that a warranty of a return has been initiated.

[9.4] Exchange initiated

We recommend to use this status to indicate that an exchange of returned items has been initiated.

[9.5] Credit note created

We recommend to use this status to indicate that a credit note for a return was created.

[10] Warranty

This status can be used as required. This status can be used to identify a completed warranty. When creating a warranty, the corresponding order is switched either to status 4 or 5, depending on your workflow.

[11] Credit note

This status is automatically assigned to an order of the type Credit note when a credit note is generated. You can change the default status for credit notes, if required. You can find this setting under Setup » Orders » Order types » Credit note .

[11.1] Credit note disbursed

We recommend to use this status to indicate that a credit note was disbursed and is completed.

[12] Repair

This status is automatically preselected when an order of the type Repair is created. You can change the default status for repairs, if required. You can find this setting under Setup » Orders » Order types » Repair.

[13] Multi-order

This status is automatically assigned to an order of the type Multi-order when a multi-order is created. You can change the default status for multi-orders, if required. You can find this setting under Setup » Orders » Order types » Multi-order.

[14] Multi credit note

This status is automatically assigned to an order of the type Multi credit note when a multi credit note is created. You can change the default status for multi credit notes, if required. You can find this setting under Setup » Orders » Order types » Multi credit note.
Show status ID in status name

Use the toggle button Show status ID in status name to decide whether only the given status name or also the status ID should be displayed.

2. Searching for order statuses

Use one of the following methods to search for order statuses.

Searching for order statuses:

  1. Go to the Setup » Orders » Order status menu.

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

    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.

2.1. Using filters

In order to search for specific order statuses, you can use the following filters.

Table 2. Filters for order statuses
Setting Explanation

Status from

Filters by statuses from this status number onwards.

Status to

Filters by statuses up to this status number.

Language

Filters by statuses with this language.

3. Configuring columns in the overview

In the overview, you can decide which columns should be displayed in the table and also define the order in which they are shown. In order to configure the columns, proceed as follows.

Configuring columns:

  1. Go to the Setup » Orders » Order status menu.

  2. At the top right, click on Configure columns (settings).
    → The window Configure columns opens.

  3. Select (done) the columns you want to be displayed. Pay attention to the explanations given in Table 3.

  4. Move (drag_indicator) the columns via drag-and-drop to the desired position until they are displayed in the desired order.

  5. Add or remove columns according to your needs.

  6. Click on Confirm.
    → The settings are saved.

Table 3. Columns in the status overview
Column Explanation

Checkbox

Shows a checkbox at the beginning of the line. Tick the checkbox in order to use one of the available group functions for this status.

Status

Shows the status of the order.

Colour

Shows the colour of the order status.

Name

Shows the name of the order status. In case you activated the toggle button Show status ID in status name (toggle_on), the ID is also shown.

Name (language)

Shows the status name for the language that is shown in brackets. Select all the languages that you need.

Delete

Shows the delete function for deleting the status (delete) at the end of the line.
Note: Statuses that originate from the system cannot be deleted.

4. Using group functions

There are some group functions that you can use in order to carry out actions for multiple statuses at once. You can use a group function to change the visibility, change the colour or delete specific statuses.

4.1. Changing the visibility

The visibility of order statuses can be determined for different areas. In order to change the visibility for one or several statuses, proceed as follows.

Changing the visibility:

  1. Go to the Setup » Orders » Order status menu.

  2. Carry out the search (search) to display order statuses.

  3. Place a check mark for one or several statuses (check_box).

  4. At the top, click on the Change visibility (remove_red_eye) function.
    → The Change visibility window opens.

  5. Carry out the settings. Pay attention to the explanations given in Table 4.

  6. Click on Change visibility (remove_red_eye).
    → The visibility is changed.

Table 4. Visibility for order statuses
Setting Explanation

Visibility in online store

Select from the drop-down list whether the order status should be visible in the online store.

Visibility in reorders

Select from the drop-down list whether the order status should be visible in reorders.

Visibility in redistributions

Select from the drop-down list whether the order status should be visible in redistributions.

4.2. Changing the colour

You can adjust the colour of an order status at any time. In order to change the colour for one or several statuses, proceed as follows.

Changing the colour:

  1. Go to the Setup » Orders » Order status menu.

  2. Carry out the search (search) to display order statuses.

  3. Place a check mark for one or several statuses (check_box).

  4. At the top, click on the Change colour (color_lens) function.
    → The Change colour window opens.

  5. Select a new colour. To do so, either enter a HEX code or select values for RGB (Red, Green, Blue) or HSL (Hue, Saturation, Lightness).

  6. Click on Change colour (color_lens).
    → The colour is changed.

4.3. Deleting an order status

Order statuses can also be deleted. However, note that this is not possible for statuses that originate from the system. In order to delete order statuses, proceed as follows.

Deleting an order status:

  1. Go to the Setup » Orders » Order status menu.

  2. Carry out the search (search) to display order statuses.

  3. Place a check mark for one or several statuses (check_box).

  4. At the top, click on the Delete status (delete) function.
    Or: On the right in the line of a status, click on Delete (delete) in order to delete this status only.
    → The window Delete status opens.

  5. If you are sure that you want to delete all selected statuses, confirm the confirmation message by clicking on Delete status (delete).
    → The statuses are deleted.

5. Creating a new status

In the Setup » Orders » Order status menu, you can add your own statuses in addition to those listed in Table 1. You can edit the available statuses. Maintain statuses in different languages in order to inform your customers about the progress via email or in the customer account of the online shop. Status related to system automatisms can be renamed. However you should make sure to not misuse the status related to system automatisms. To create a new status, proceed as follows.

Creating a new status:

  1. Go to the Setup » Orders » Order status menu.

  2. Click on Create new status (add).
    → The Create new status window opens.

  3. Carry out the settings. Pay attention to the explanations given in Table 5.

  4. Click on Create (add).
    → The new status is created.

Table 5. Creating a new status
Setting Explanation

New status

Enter a status number (e.g. 2.5). Make sure that this status is unique. If the entered status already exists, en error message is displayed.
This is a mandatory field.

Name in system language (language)

Enter a name for the new status. The language in which you are logged in is shown in the input field.
This is a mandatory field.

Colour

Select a colour for the new status. To do so, either enter a HEX code or select values for RGB (Red, Green, Blue) or HSL (Hue, Saturation, Lightness).

Visibility

Select whether the new status should be visible in the online store, in reorders or in redistributions.
Pay attention to decimal places

When assigning numbers to new statuses, make sure that they do not end with 0. If the last decimal place is a 0, the system automatically deletes it. Thus, PlentyONE makes no distinction between a status with the number 1.1 and a status with the number 1.10.

6. Editing a status

Statuses can be edited at any time. Via the group function, you can also open several statuses at once and edit one after the other. In order to edit statuses, proceed as follows.

Editing a status:

  1. Go to the Setup » Orders » Order status menu.

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

  3. Place a check mark (check_box) for all statuses that you want to edit.

  4. Click in the line of a selected status.
    Tip: If you select several statuses at once, they are all opened and you can edit them one after the other.
    → The detail view of the status opens. If you have selected several statuses, they are displayed underneath each other and you can switch between the detail views.

  5. Carry out the desired changes for the names, the colour or the visibility.

  6. Save (save) the settings.
    → The changes are applied.