Order type: Multi-order

You can combine unpaid orders in a multi-order. By opening the Orders » Orders menu and using the search filter Order status, you can search for such unpaid orders with the status [3] Waiting for payment.
Go to Orders » Multi-orders to add unpaid orders to a multi-order. Multi-invoices are then created in the Documents section of a multi-order.

Orders should not be combined in one multi-order if they:

do not have the same gross/net statement
have different currencies
have different tax rates.

1. Carrying out basic settings for multi-orders

Carry out the basic settings for multi-orders in the Setup » Orders » Order types » Multi-order menu. In this menu, you can define such details as the order types and order statuses for which multi-orders are to be created.

Carrying out basic settings for multi-orders:

Go to Setup » Orders » Order types » Multi-order.
Carry out the settings according to Table 1.
Save () the settings.

Table 1. Basic settings for multi-orders
Setting	Explanation
Order types	Select which order types should be available for multi-orders. You can select more than one option. Only the listed order types Order, Warranty and Repair can be combined in multi-orders.
Item text	Select which options are used for the Item text column of the order items that belong to a multi-order. You can select more than one option. The selected options will be listed separately for each individual order within the multi-order. This ensures that the options can easily be assigned to the correct customers and orders.
Order status	Select the status orders have to be in to be considered for multi-orders. You can select more than one option. Depending on your workflow, we recommend creating an individual order status to determine only those orders that are intended for multi-orders.
Standard status	Select a standard status that multi-orders should receive when they are generated. By default, the status [13] Multi-order is available.
Sort orders by	Select how individual orders are sorted within a multi-order. You can select only one option. Orders can be sorted by their order ID (Order ID ascending or Order ID descending) or their date of outgoing items (Outgoing items ascending or Outgoing items descending).

2. Creating a multi-order per customer class

Example: A company may not want to receive an invoice every time one of their employees make a purchase in your online shop. Rather, the company prefers one monthly invoice for all of its employees’ purchases. Set up a customer class for this situation. The invoice recipient is specified by saving a customer ID in the customer class. The multi-invoice is generated directly within the corresponding multi-order and sent to this invoice recipient.

Go to Orders »Multi-orders to create a multi-order for a specific customer class and a fixed time period. This way, all unpaid orders belonging to the customer class are combined in one multi-order. Use the option Customer ID in the customer class settings to determine a customer who is listed as the owner of the multi-order as well as the recipient of the multi-invoice for a customer class. According to your workflow, we recommend creating specific customer classes for multi-orders.

Creating a multi-order per customer class:

Go to Orders » Multi-orders.
Open the sub-menu Generate multi-orders.
Select a Customer class and as an option a Period. The time period refers to the date of the incoming order.
Click on .
→ The multi-order is created.

3. Creating a multi-order per contact

Customers prefer to pay for their orders once a month or once per quarter instead of paying several separate invoices.
For these cases, go to CRM » Contacts to create a multi-order in the contact data record. To do so, open a contact and go to the Orders section. Select the option New multi-order by clicking on . A multi-order including all unpaid orders of the contact is then automatically created.

Checking orders

To make sure that appropriate orders are available for creating a multi-order, use the filters in the Orders » Orders menu to search for unpaid orders of the customer.

4. Generating a multi-invoice

Multi-invoices can only be generated in the corresponding multi-order.

Generating a multi-invoice:

Go to Orders » Orders.
Carry out the search () to display orders.
On the right in the row of the credit note, click on the context menu ().
Select Create document > Credit note.
Or: Open the multi-order for which you want to generate a multi-invoice. Note that orders can only be opened in the list view.
Go to the Documents section.
On the right, click on Create document ().
Select the option Multi-invoice.
→ The window to create the multi-invoice opens.
Carry out the settings, if required. Pay attention to the explanations given in Table 2.
Click on Book.
→ The multi-invoice is created.

Table 2. Settings for multi-invoices
Setting	Explanation
Date	Enter a date to be displayed on the invoice. The present date is set by default.
Comment	The text entered here is displayed below the order items on the multi-invoice. Entering a text is optional.

Incoming payments for multi-orders

If a customer pays a multi-invoice and the multi-order is marked as paid, the incoming payment is not automatically booked in the separate orders which are combined in the multi-order. You have to book incoming payments manually in the respective orders.

4.1. Generating multi-invoices with an event procedure

Use the event procedures available in your PlentyONE system to automatically generate a multi-invoice as soon as a multi-order is created. To do so, proceed as follows.

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Table 3. Event procedure “Automatically generating a multi-invoice”
Setting	Selection
Event	Order generation > New multi-order
Procedure	Documents > Generate multi-invoice

5. Carrying out basic settings for multi credit notes

Carry out the basic settings for multi credit notes in the Setup » Orders » Order types » Multi credit note menu. In this menu, you can define details such as the order statuses for which multi credit notes can be created.

Carrying out basic settings for multi credit notes:

Go to Setup » Orders » Order types » Multi credit note.
Carry out the settings according to Table 4.
Save () the settings.

Table 4. Basic settings for multi credit notes
Setting	Explanation
Item text	Select which options are used for the Item text column of the order items that belong to a multi credit note. You can select more than one option. The selected options will be listed separately for each individual order within the multi credit note. This ensures that the options can easily be assigned to the correct customers and orders.
Order status	Select the status orders have to be in to be considered for multi credit notes. You can select more than one option. Depending on your workflow, we recommend creating an individual order status to determine only those orders that are intended for multi credit notes.
Default status	Select which status should be automatically set for multi credit notes.
Sort orders by	Select how individual orders are sorted within a multi credit note. You can select only one option. Orders can be sorted by their order ID (Order ID ascending or Order ID descending) or their date of outgoing items (Outgoing items ascending or Outgoing items descending).

6. Generating a multi credit note

Multi credit notes are generated in the Orders » Multi-orders menu.
All credit notes for a customer class are combined in one multi credit note. Just like the multi-orders, you can edit this multi credit note in the order overview after it has been created. According to your workflow, we recommend creating specific customer classes for multi credit notes.

Generating a multi credit note for a customer class:

Go to Orders » Multi-orders.
Open the sub-menu Generate multi credit notes.
Select the customer class.
Optionally, select a Period. The time period refers to the date when the credit note was created.
Click on .
→ The multi credit note is generated.

7. Generating a multi credit note document

Multi credit note documents can only be generated in the corresponding order type multi credit note.

Generating a multi credit note document:

Go to Orders » Orders.
Carry out the search () to display orders.
On the right in the row of the credit note, click on the context menu ().
Select Create document > Credit note.
Or: Open the multi credit note for which you want to generate the document Multi credit note. Note that multi credit notes can only be opened in the list view.
Go to the Documents section.
Click on Create document ().
Select the option Multi credit note.
→ The window to create the multi credit note opens.
Carry out the settings, if required. Pay attention to the explanations given in Table 5.
Click on Book.
→ The document Multi credit note is generated.

Table 5. Settings for the multi credit note document
Setting	Explanation
Date	Enter a date to be displayed on the multi credit note document. The present date is set by default.
Comment	The text entered here is displayed below the order items on the multi credit note. Entering a text is optional.