Preparing order processing

You can manage incoming orders from your online shop in the back end of your PlentyONE system. On this page, you can find the necessary settings that you should carry out to prepare for order processing.

1. Carrying out basic settings

First, carry out the basic settings for the Orders area. Some of the settings are already preset in your PlentyONE system and can be changed later on, if required. However, there are some settings that you should change immediately. Those settings are explained in Table 1. Proceed as follows to carry out the settings:

Carrying out the basic settings:

  1. Go to Setup » Orders » Settings.

  2. Carry out the settings according to Table 1.

  3. Save () the settings.

Table 1. Carrying out basic settings
Setting Explanation

Automatic warehouse selection

The automatic warehouse selection automatically assigns the corresponding warehouse connected to the items included in the order. We recommend selecting one of the following 2 options:
b) depending on the item’s main warehouse: With this option, the main warehouse assigned to an item decides about the warehouse that is automatically selected. The main warehouse has to be saved in the variation data beforehand. Selecting this option makes sense if you always want to ship particular items from a fixed warehouse.
c) depending on the highest stock level: This option selects the warehouse according to the highest stock level of the variation. Selecting this option makes sense if an item is shipped from several different warehouses. We also recommend this option if you start your business using only one warehouse for all variations. If you start shipping items from several different warehouses later on, you do not have to change this setting.

A more detailed explanation of all the warehouse options can be found under Automatic warehouse selection.

Status changes to 4 instead of 5 if stock is missing

We recommend selecting YES here. This setting prevents orders containing items that are out of stock from entering the order status [5] Cleared for shipping by mistake. Instead, the orders automatically remain in status [4] In preparation for shipping.

A more detailed explanation of all basic settings in the Setup » Orders » Settings menu can be found in the manual section Basic settings.

2. Customising order documents

Order documents such as invoices and delivery notes are important parts of your order processing. PlentyONE offers you a variety of standard templates for your order documents. You can also customise document templates for your store. While setting up the templates, you determine which information is displayed on the documents. In addition, you can include the individual header or letterhead of your company in the document template.

In PlentyONE, you manage, create and edit all order documents with the DocumentBuilder (Setup » Documents » DocumentBuilder)

Further information on working with the DocumentBuilder

For more information on creating and customising templates with the DocumentBuilder, see related pages of the manual.

2.1. Customising document template

In the following section, we describe how to set up the document template for an Invoice. You can proceed the same way when setting up document templates for other necessary order documents.

Copying and customising the Invoice document template:

  1. Go to Setup » Documents » DocumentBuilder.

  2. Click on Default Template Invoice (EN, Net) in the overview.

  3. Click on the three-dot menu (more_vert) and then on Copy template.
    → The template has been copied and you can now customise the content.

  4. Click on edit to switch to the editor view.

  5. Make the changes to the template.

  6. Save (save) the changes.

  7. Click on the newly created template in the page navigation to return to the settings.

  8. (optional) Adjust the Template settings and Order settings.

  9. Click on toggle_on in the toolbar to activate the template.

3. Using the order overview

In the Orders » Edit orders menu, PlentyONE offers you an overview of all incoming orders. The order overview lists orders regardless of the order referrer. It does not matter whether you have created the orders manually or they have reached you via markets you have integrated in your PlentyONE system such as eBay or Amazon.
Different business cases such as returns, credit notes, repairs and warranties are created as individual orders with their own types in your PlentyONE system. These order types are always linked to the original main order. The main orders are also available in the order overview.
On the left-hand side of the Orders » Edit orders menu, several filters and search possibilities are available to limit the number of orders displayed. With these you can search for data as for example the Order ID or the Invoice number. The date filter is set to display orders that were received during the past 2 months by default. Adjust the filters Date as well as from and to, so that more orders than those for the last two months are displayed.

By default, the order overview offers you access to the following data for every order listed:

  • Order ID

  • Date on which the order was received/created

  • Invoice number

  • Incoming payment

  • Outgoing items

  • Shipping date

  • Order referrer

  • Status

  • Shipping profile

  • Payment method

The function Show existing processes is particularly useful. It is available for every order. This function shows you if and which processes in the form of returns or credit notes are available and linked to the respective order.

4. Editing orders

Click on the order ID displayed at the left-hand side of each order to open the order itself. Several tabs are available within the order. Since there are numerous possibilities for working with orders using those tabs, we will only outline some important functions. Further information about orders can be found in the Working with orders section of the manual.

Within an order, you can:

  • Access the contact data of the customer in the Customer data tab.

  • Send emails to customers or find out which emails have already been sent to the customer in the Email tab.

  • Manually generate order documents in the Receipts tab in case you have not automated the generation of order documents using event procedures.

  • Manually book incoming payment in the Payment tab, if needed.

  • Book outgoing items in the Settings tab.

  • Use the Overview tab to manually change the Status to [8] Cancelled to cancel an order, if necessary.

Do not delete orders

In general, you should never delete orders. Malfunctions with items and shipping profile settings may occur when deleting orders. Furthermore, orders cannot be deleted when tax relevant documents have already been generated.

5. Check list

Work through the checklist in order to review your settings for preparing order processing.

6. More about order processing

Continue with Integrating markets.