Carrying out the preparatory settings

To make managing subscriptions as seamless as possible, it’s important to start with a few preparatory steps. Begin by configuring default settings for subscriptions. These settings will be preselected when creating a new subscription, eliminating the need to configure them repeatedly and saving time in your workflow.

Make sure to also assign user rights, especially if back-end users need access to work with subscriptions.

Details on setting up default configurations and assigning the necessary user rights are outlined in the following two sections.

You can also personalize the table to suit your preferences by selecting which information is displayed in the table columns. Follow these steps:

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.

Once you’ve customized the table, your settings will be saved automatically. You can adjust the table at any time.

1. Determining default settings

Go to the Setup » Orders » Order types » Subscription menu to configure default settings for your subscriptions.
The settings defined here are preselected when creating new subscriptions, helping streamline your workflow if you frequently use the same configurations. However, you can still customize these settings for individual subscriptions as needed.

Carrying out default settings:

  1. Go to Setup » Orders » Order types » Subscription.

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

  3. Save (save) the settings.

Table 1. Subscription default settings
Setting Explanation

Automatically generate orders for any due subscriptions

Select whether orders should be automatically generated for subscriptions when they are due. These orders are automatically added to the order overview and can be edited there.
Note: The orders are not generated automatically. Thus, they need to be triggered manually when you don’t activate this option.

Default status

Select a default status for subscriptions. This status is then preselected for new subscriptions, but can still be adjusted if required. All statuses you have created in your plentymarkets system are available.

Default owner

Select a default owner. Make sure that the assigned owner has the required user rights for subscriptions.

Default interval

You can optionally set a default time period at which the items of a subscription are shipped regularly. This interval is then preselected for new subscriptions, but can still be adjusted if required.

Default client

Select a default client that should be preselected for new subscriptions.

Default referrer

Select a default referrer that should be preselected for new subscriptions.

Display of added items in the shopping cart

Select how items are added to the shopping cart.
As one order position, quantities of order items are increased = Identical items are added as one order item, only the quantities are changed accordingly. This is the default setting.
As separate order positions = Identical items are added separately, meaning that each item is displayed in a separate row.

1.1. Subscription run preview

The Subscription run preview is also available in the Setup » Orders » Order types » Subscription menu. Click on the Subscription run preview button to open a list of all Due subscriptions. These are sorted in ascending order by order IDs. Additionally, the duration of the subscriptions as well as the last and the next run are displayed.

The system retrieves information about due subscriptions once a day. The Subscription run preview provides not only an overview and the option to review due subscriptions but also allows you to trigger them immediately. Note that all due subscriptions are triggered at once in this view; selecting individual subscriptions is not possible here. For information on manually triggering runs for individual subscriptions in their respective detail views, refer to the chapter Fulfilled orders: runs.

When due subscriptions are displayed, click on Subscription run preview at the bottom-right corner of the window to trigger an immediate manual run. Wait for a moment until the process completes.

Once finished, the message Run executed will appear. The generated orders can then be viewed in the Order overview and in the Fulfilled orders section within the detail view of the corresponding subscription.

Using the Subscription run preview

Triggering the due subscriptions cannot be reverted. If required, you can cancel the generated orders in the order overview.

2. Assigning user rights

Users with roles that are not of the type Administrator can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If employees see and edit subscriptions, they need at least the following rights:

  • Items > Item > Variation > Read

  • Items > Item > Variation > Price > Read

  • Items > Sales price > Read

  • Orders > Read

  • CRM > Message > Read

  • Setup > Tag > Read

Tip: How to grant rights

Note that only users with roles of the type Administrator can grant rights.

Assigning rights:

  1. Open the menu Setup » Account management » Roles.
    → The roles overview opens.

  2. Click on New (add).
    → The role creation menu opens.

  3. Enter a name for the role.

  4. Switch to the advanced mode by toggling Advanced (toggle_on) slider.

  5. Assign the rights for the respective section by ticking the check boxes indicated above.
    Note: You can either grant rights for complete sections or limit the rights you grant the user. To only grant limited rights in a certain section, expand the section.

  6. Save (save) the settings.

The simple mode and advanced mode are connected. If you check menu visibilities in the simple mode the corresponding permissions in the advanced mode will be checked automatically. The connection only exists in this direction. If you check permissions in the advanced mode no menu or plugin visibilities will be checked automatically.

If employees without admin rights should be able to create subscriptions, they will need the following rights:

  • CRM > Address > Read

  • CRM > Contact > Read

  • Setup > Property > Read

  • Setup > Tag > Tag relationship > Delete

  • POS > POS > Read