Order type: Delivery order

The order type Delivery order allows you to create multiple delivery orders for the items included in the main order. This way, items from the main order can be shipped individually or in parts. Thus, delivery orders allow you to immediately ship items that are in stock and ship unavailable items later. Delivery orders can be shipped using one or several shipping service providers.
Delivery orders can be created manually or automatically with an event procedure.

Transfer all order items to delivery orders

When you create delivery orders from a main order, make sure to transfer all order items into delivery orders. If you do not and leave order items on the main order, stock and warehouse errors will occur.

1. Characteristics of delivery orders

In general, delivery orders have the following characteristics:

  • It is not possible to modify the order items included in a delivery order after the delivery order has been created.

  • The price and weight of an order are taken from the main order.

  • The order language is taken from the main order.

  • Pick-up delivery, delivery note, pro forma invoice and entry certificate (Gelangensbestätigung) can be created in the Documents tab of the respective delivery order.

  • The invoice and all other documents are created centrally in the main order.

  • When creating a delivery order, the stock reservation for the quantity included in the delivery order is transferred from the main order to the delivery order.

Same order status

The status of the main order is always identical to the status of the delivery order with the lowest status. For example, if a main order with the status 5.0 has two delivery orders, of which one changes to status 6.5, the status of the main order is not changed. Only when the second delivery order also changes to status 6.5 is the status of the main order also automatically changed to 6.5.

2. Carrying out basic settings for delivery orders

Assigning a warehouse for each order item

To use delivery orders, you have to select the option b) a warehouse can be assigned for each stock unit for the Assignment of warehouses field in the Setup » Orders » Settings menu.

Before working with delivery orders, go to Setup » Orders » Order types » Delivery order to select an option for splitting up main orders into delivery orders.

Carrying out the basic settings:

  1. Go to Setup » Orders » Order types » Sales order [Beta].

  2. Carry out the settings according to Table 1.

  3. Save (save) the settings.

Table 1. Basic settings for delivery orders
Setting Explanation

Split up orders into delivery orders by

For splitting up orders into delivery orders, select one of the following options:

  • Off = Orders are not split up into delivery orders.
    Note: If this option is activated, delivery orders can only be created manually. Automatically creating delivery orders or using event procedures to create delivery orders is not possible with this setting.

  • Shipping profile = The delivery orders are created according to the different Shipping profiles of the items included in the order.

  • Storage = The delivery orders are created according to the different Warehouses of the items included in the order.

  • Warehouse and shipping profile = The delivery orders are created according to the different Warehouses and shipping profiles of the items included in the order.

  • Warehouse stock and net stock > 0 = The delivery orders are created according to the different Warehouse stock and net stock of the items included in the order if the stock is bigger than 0.

  • Warehouse stock and net stock > = order item quantity = The delivery orders are created according to the different Warehouse stock and net stock if the stock is equal to or bigger than the quantity of order items.

Standard status for resetting outgoing items

Select which status should be automatically set for resetting outgoing items.
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.
Defining an end point after completing an order

Go to Setup » Orders » Order types » Sales order to determine the view that is shown after an order has been completed. Use the setting Endpoint after completing an order for this.

3. Generating delivery orders manually

If necessary, you can manually create delivery orders via the main order. When you do so, you need to select the order items and quantities for each delivery order.

We recommend to generally create delivery orders for all order items in the main order. If one or several order items remain in the main order without being assigned to a delivery order, problems may be caused in your PlentyONE system.

Generating delivery orders manually

  1. Go to Orders » Orders.

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

  3. Open the order for which delivery orders should be created. Note that orders can only be opened in the list view.

  4. At the top, click on Create orders (shopping_cart) » Delivery order.

  5. Select the option For specific order items to select items.

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

  7. Save (save_as) the settings.
    → The delivery order is created.

Table 2. Settings for delivery orders
Setting Explanation

Status

Select a status from the drop-down list.

Owner

Select the owner from the drop-down list.

Item information

Add all open order items to shopping cart (playlist_add)

Adds all open order items to the shopping cart.

Item ID

Shows the item ID.

Variation ID

Shows the variation ID.

Variation no.

Shows the variation number.

Quantity

Shows the item quantity. If needed, adjust the quantity.

Remaining quantity

Shows the remaining quantity of the item.

Open quantity

Shows the open quantity of the item.

Item name

Shows the item name. If needed, adjust the name.

Attributes

Shows the item attributes.

Net stock

Shows the net stock of the item.

Physical stock

Shows the physical stock of the item.

Availability

Shows the availability of an item in the form of a visual indicator.

Add items to shopping cart (add_shopping_cart)

Only adds specific items to the delivery order. This button is only displayed if at least 1 item is available.
Tip: If needed, adjust the item quantity in the Quantity field.

Shopping cart

Remove items from shopping cart (delete)

Removes all items from the shopping cart. If you only want to remove specific items, click on Remove item from shopping cart (delete) on the right of the respective item.

Item ID

Shows the item ID.

Variation ID

Shows the variation ID.

Quantity

Shows the item quantity. If needed, adjust the quantity.

Item name

Shows the item name. If needed, adjust the name.

Attributes

Shows the item attributes.

4. Automatically generating delivery orders

Requirement for automatically creating delivery orders

Delivery orders can only be created automatically if no delivery order has ben created for the main order yet.

When you automatically create delivery orders, the criteria for splitting up orders into delivery orders described in Table 1 apply. Thus, the items and quantities to be included in the delivery orders do not have to be selected manually. Instead, the system applies the selected option and transfers the order items from the main order to the delivery orders.

Automatically generating delivery orders:

  1. Go to Orders » Orders.

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

  3. Open the order or which delivery orders should be created. Note that orders can only be opened in the list view.

  4. At the top, click on Create orders (shopping_cart) » Delivery order.

  5. Select the option Split automatically.
    → Based on the basic settings that you carried out, the delivery orders are automatically split and created.

5. Creating delivery orders via an event procedure

An ideal way to create delivery orders is using an event procedure. As a seller, you are able to determine when and how delivery orders are created from a main order. In the following, you can find 3 examples for creating delivery orders with an event procedure.

5.1. Example A: Event procedure “Create delivery order when order is received”

Use the event procedure described in Table 3 if you want delivery orders to be generated as soon as a new order enters your PlentyONE system.

Because this event procedure comes into effect directly upon reception of a new order, the status of the main order is not taken into consideration. Thus, delivery orders will also be created for main orders that are in status 3.0 (or 1.0 if you work with auction platforms such as eBay). The delivery orders will adopt the status of the main order.

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Table 3. Event procedure “Create delivery order when order is received”
Setting Option Selection

Event

New order

Filter 1

Order > Order type

Order

Filter 2

Order > Order warehouse

Multiple warehouses per order

Procedure

Order > Generate delivery orders

5.2. Example B: Event procedure “Create delivery order when order changes to status 5”

Use the event procedure described in Table 4 if you want delivery orders to be created as soon as an order changes to status 5.0 (Cleared for shipping).

Don’t change anything at the main order when working with this event procedure. Otherwise, the total item quantities included in the delivery orders will not match the item quantity included in the main order.

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Table 4. Event procedure “Create delivery order when order changes to status 5”
Setting Option Selection

Event

Order change > Status change

Cleared for shipping

Filter 1

Order > Order type

Order

Filter 2

Order > Order warehouse

Multiple warehouses per order

Procedure

Order > Generate delivery orders

5.3. Example C: Event procedure “Create delivery order when generating an invoice”

Use the event procedure described in Table 5 if you want delivery orders to be created as soon as an invoice is generated for the main order.
This allows you to edit the main order as necessary until an invoice is created and the order is cleared for shipping. The following settings can be copied:

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Table 5. Event procedure “Create delivery order when generating an invoice”
Setting Option Selection

Event

Documents > Invoice generated

Filter 1

Order > Order type

Order

Filter 2

Order > Order warehouse

Multiple warehouses per order

Procedure

Order > Generate delivery orders

6. Editing main orders and delivery orders

To be able to open main orders, variable users have to be authorised to view all warehouses linked to the delivery orders of the main order. Check the settings in the menu Setup» Settings » User »Accounts » Tab: Rights for this.

If you want to delete a main order, the respective delivery orders have to be deleted first. Delivery orders can be deleted individually or with the group function in the order search. The main order can only be deleted after this is done. But note that as soon as tax-relevant documents, e.g. an invoice, exist, orders cannot be deleted any more.

Order items can be added to the main order or deleted from the main order. However, you can only delete order items from the main order if they are not included in the delivery orders. The number of items in the main order can be increased or decreased. Make sure to only delete quantities that are not assigned to delivery orders.

Deleting order items of a delivery order

It is technically possible to delete order items that are already included in a delivery order. But you should avoid this in order to prevent errors.