Event procedures
Order processing mostly consists of routine tasks. To a large extent, you can let your plentymarkets system take care of these tasks. In particular, sending emails to your customer is a time-consuming tasks, but nonetheless a vital aspect of a service- and customer-oriented online store. With the Event procedures, plentymarkets provides you with an efficient tool for setting up such automatic processes that are reliably managed by your plentymarkets system. The basic principle of event procedures is simple: Certain events that occur in your online store trigger specific procedures.
Example: Sending order confirmations
To automatically send an order confirmation to the customer as soon as a new order is placed, you can create an event procedure in which the Event New order is followed by the procedure Send email. With the help of the Filter function, you can define for which of the new orders emails should be sent. |
Creating an event procedure always consists of the following steps:
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Determining which Procedures should be carried out by the system once the selected event takes place
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Activating the event procedure
For practical examples of how to use event procedures effectively, refer to the Practical example: Procedure manager and event procedures page of the manual.
1. Creating a new event procedure
Go to Setup » Orders » Events to create a new event procedure. In this menu, you can also view the already existing event procedures and edit them.
Creating a new event procedure:
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Go to Setup » Orders » Events.
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Click on the green plus icon to create a new event procedure.
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In the editing window that opens, assign a distinct Name to the event procedure.
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Select an Event. For more detailed information about events, refer to Table 1.
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Click on Save.
→ The event procedure is created.
1.1. Selecting an event
The first steps consists of selecting an Event that triggers the new event procedure.
Table 1 describes the available events according to their event groups.
Event | Explanation |
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Event group Order generation |
|
New order, |
The event procedure is triggered as soon as one of the listed order types is created. |
Event group Order change |
|
Status change |
When the status of an order changes. |
Package number |
When a package number is provided for an order. |
Outgoing items booked |
When outgoing items are booked automatically or manually. |
Order note |
When an order note is added to an order. |
Order note from customer |
When the customer leaves new information for you during Order processing. |
Order extended by customer |
When the customer extends the order during the Order process. |
Manual warehouse change for stock units |
When the warehouse is changed manually for a variation included in the order. |
Change of order type, |
The event procedure is triggered when the settings for one of the following parameters in an order are changed. The following events are available: Change of order type, … of repair status, … of payment method. |
New OpenTrans order |
When a new OpenTrans order is created. |
Event group Documents |
|
Invoice generated, |
The event procedure is triggered as soon as one of the documents listed is generated. |
Event group Payment |
|
Complete |
When complete payment is booked for and assigned to an order, thus leaving the order fully paid. |
Partial payment |
If partial payment made by the customer is booked. |
Overpay |
When the customer has overpaid the order. |
Rejected |
When a payment is rejected by a payment provider. |
Initial payment complete |
When a deposit on production items has been fully paid. |
Payment cancelled by the customer |
When an already effected payment is cancelled by the customer. |
Event group Purchase order |
|
Goods delivered, |
These events only apply to the order type purchase order. Depending on your selection here, the event triggering the event procedure is a complete or partial booking in or booking out of reordered stock. |
Purchase order initiated |
When a reorder or redistribution is initiated. With reorders, this means that the reorder has been transmitted to the supplier. Redistributions are initiated when the process of booking items from a source warehouse to a target warehouse is started. |
Purchase order finished |
When a reorder or redistribution is finished. For example, this is the case as soon as all items contained in the reorder or redistribution have been fully booked in or booked. |
PO delivery note generated |
When the document PO delivery note is generated in an order of the type redistribution. |
Reorder document generated |
When the reorder document is generated in an order of the type reorder. |
1.2. Adding filters
After selecting an event that triggers the event procedure, select a Filter or multiple filters. Filters determine which orders are affected by the event procedure.
Like the events, the available filters are subdivided into groups. Table 2 lists the available filters according to their filter groups.
Adding a filter:
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Go to Setup » Orders » Events.
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Click on the event procedure to add a filter to it.
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Click on the green plus in the filter area.
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Select the desired Filter type from the appropriate filter group.
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Click on Add.
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Carry out the desired settings in the filter.
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Save the settings.
It is possible to select several filters for the same event procedure. In that case, the filters are applied one after the other. Thus, only orders that match all selected filters are affected by the event procedure.
Filter | Explanation |
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Filter group Order |
|
Order type |
Select one, multiple or all order types. |
Order warehouse |
Select orders according to their warehouse or several warehouses. |
Number of order items |
Orders are filtered according to the number of variations included per order. Select whether the system filters orders according to a fixed number (==) of variations or according to values greater than (>), greater than or equal to (>=), less than (<) or less than or equal to (⇐) of the selected quantity. You can also limit results by using a second (optional) operator. |
Active user |
Orders are filtered according to the active user. The active user is the user who triggers the event procedure. You can also select ALL users at once. |
Click & Collect |
Orders are filtered according to the shipping method Click & Collect. Click & Collect can only be used for orders that are referred from eBay UK and have the UK as their delivery country. For further information, refer to the chapter on Click & Collect. |
Referrer |
Orders are filtered according to one or multiple referrers. You can also select ALL referrers at once. |
Dunning level |
Orders are filtered according to one or multiple dunning levels. You can select ALL dunning levels at once or select the option None if only orders without any dunning level should be filtered. |
Client (store) |
Orders are filtered according to one or multiple clients and online stores. You can select ALL online stores at once. |
Flag |
Orders are filtered according to one or multiple flags. You can select ALL flags at once or select the option None if only orders without any flag should be filtered. |
Value of items (gross) |
Orders are filtered according to their gross value of included variations. You can enter two values and add several operators for both values. |
Payment method |
Orders are filtered according to one or multiple payment methods. You can select ALL payment methods at once. |
Status of incoming payment |
Orders are filtered according to their payment status. For example, this status can consist of rejection of a payment or a waiting status. |
Loyalty program |
Orders are filtered according to their loyalty program. |
Order weight |
Orders are filtered according to the total weight of the variations included in the order. Use the operators greater than, less than or equal to as well as the measuring units g and kg to filter orders with a certain weight. It is only possible to insert whole numbers. |
Document |
Orders are filtered according to the documents generated in the order. The operators Current invoice and Reversal invoice as well as Not available and Available can be used. |
Incoming order |
Orders are filtered according to the date of incoming order. Here, you can select the period between until 1 day and until 31 days in relation to the current date. |
Incoming payment |
Orders are filtered according to the date of incoming payment. Here, you can select the period between until 1 day and until 31 days in relation to the current date. |
Status |
Orders are filtered according to their order status. A particular status can be selected. Use the operators greater than, less than or equal to to filter orders that correspond to the selected status or that are in statuses below or above the selected status. |
Postcodes |
Orders are filtered according to one or several postcodes. A value can be entered here. This value is considered as the start value. Enter several values (separated by a comma). |
Agreement of data transmission to shipping service providers |
Orders are filtered based on the values granted or not granted. When registering the order, it is checked whether the customer agreed in the online store that their data is transmitted to the shipping service provider or not. |
Filter group Item |
|
Contains stocked item(s), |
Orders are filtered according to the item type included in the order. Items belonging to different item types may be contained in an order. |
Contains only stocked items, |
See above. Orders that exclusively consist of the item types listed are filtered. |
Item(s) included |
Enter one or several item ID’s of the items according to which orders should be filtered. This way, all orders containing the item(s) with this particular ID are filtered. |
Variation(s) included |
Enter the variation ID’s of the variations according to which orders should be filtered. This way, all orders containing the variation(s) with this particular ID are filtered. |
Item property available |
This filter identifies order items for which a certain property has been defined in the Setup » Settings » Properties » Configuration menu. Within the filter, you can select a property according to which order items are filtered. |
Filter group Customer |
|
Customer rating |
Orders are filtered according to the customer rating. Customer ratings are preceded by one operator each. |
Customer class |
Orders are filtered according to one or multiple customer classes. You can select ALL customer classes at once. |
Customer type |
Orders are filtered according to the customer type. The customer types Customer, Interested party, Sales representative, Supplier, Manufacturer or Partners are available. |
Age rating billing address |
Orders are filtered according to one or multiple age ratings linked to the invoice address. You can select ALL age ratings at once or select the option None if only orders without any age rating should be filtered. |
VAT number |
Orders are filtered according to the availability of a VAT number. You can select the options Available or Not available. |
Number of orders |
Orders are filtered according to the number of orders placed by a customer. Modify the number of orders by using the operators greater than, less than or equal to. |
Revenue |
Orders are filtered according to the revenue generated. Modify the revenue amount by using the operators greater than, less than or equal to. In addition, you can filter revenues by indicating an amount, a Period of time or by including returns. |
Guest order |
Orders are filtered according to their status as guest orders. Select one of the options Yes or No. |
Filter group Shipping |
|
Valid DHL Packstation/Postoffice |
Orders are filtered according to the availability of a valid DHL Packstation or post office in the delivery address. |
Faulty DHL Packstation/Postoffice |
Orders are filtered according to the existence of a faulty DHL Packstation or post office in the delivery address. |
Country of delivery |
Orders are filtered according to one or multiple countries of delivery. You can also select ALL countries of delivery at once. |
Shipping method |
Orders are filtered according to one or multiple shipping methods. You can also select ALL shipping methods at once. |
Shipped on |
Orders are filtered according to the shipping date. The options Not available, Available or In the future are available. |
Shipping costs (gross) |
Orders are filtered according to the gross shipping costs. Enter an amount and modify the revenue amount by using the operators greater than, less than or equal to. |
Shipping by FBA only |
This filter identifies orders that are shipped completely via Amazon Multi-Channel by Amazon. |
Shipping partially by FBA |
This filter identifies orders containing items that are shipped partially via Amazon Multi-Channel by Amazon. |
Outgoing items |
Orders are filtered according to the date of outgoing items. The period between until 1 day and until 31 days can be selected. |
Telephone number |
Orders are filtered according to whether a telephone number Exists or Does not exist in the order. The Delivery address, the Invoice address or Both can be searched. If you want to search for orders in which a telephone number Exists, you can enter the Minimal length of number in addition. |
Filter group Market |
|
eBay |
This filter identifies orders that are generated on eBay. |
Filter group Purchase order |
|
Supplier |
Orders of the type reorder are filtered according to their supplier. |
Sending warehouse |
Orders of the type stock transfer are searched according to the warehouse from which stock is booked out. |
Receiving warehouse |
Orders of the type reorder are searched according to the receiving warehouse to which the reordered items are sent. Orders of the type stock transfer are searched according to the target warehouse into which stock is rebooked. |
1.3. Adding procedures
After having selected the desired event group as well as one or multiple filters, the last step consists of deciding which procedure(s) should be carried out. In case the selected event takes place, these procedures are carried out for the orders according to the filter settings. Table 3 describes the available procedures and procedure groups.
If you select several procedures, they are carried out one after the other. To change the order in which procedures are carried out, click on the grey arrows next to the procedures that you have already added.
Adding procedures:
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Go to Setup » Orders » Events.
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Click on the event procedure for which a procedure should be added.
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Click on the green plus in the Procedures area.
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Select the desired Procedure type from the appropriate procedure group.
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Click on Add.
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Carry out the desired settings in the procedure.
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Save the settings.
Procedure | Explanation |
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Procedure group Item |
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Add variation |
Enter a variation ID. This procedure adds a particular variation to an existing order. |
Send coupon item to manufacturer |
Select a template. This procedure sends a coupon item in the form of the selected template to the manufacturer. |
Assign serial numbers |
This procedure assigns a serial number to the order. |
Procedure group Order |
|
Create credit note (order) |
This procedure automatically creates a credit note order as soon as the selected event takes place. |
Use order template |
This procedure automatically uses a certain order template. Order templates are created in the Setup » Orders » Order template menu. |
Generate delivery orders |
This procedure automatically creates delivery orders as soon as the selected event takes place. |
Split into delivery orders by gross value of items |
Splits the order items of an order into various delivery orders. The delivery orders are split by an amount that the order items in a delivery order are not allowed to exceed. You can set up an error status that is assigned to the delivery order in case one of its order items exceeds the selected amount. |
Split into delivery orders by item availability |
Orders are split into delivery orders according to availability of the order items. Create Availability groups by dragging the desired item availabilities to the right. For every group, a new delivery order including the order items with the determined availability is created. |
Split into orders by item availability |
See procedure Split into delivery orders by item availability. This procedure splits orders into separate orders according to item availability. |
Split by available line of items |
Orders are split according to both an attribute selected by you and available stock. The order is split if different variations of an item have been ordered and not all variations are available. Items that are immediately available remain in the original order. Delivery orders will be created for items that have missing variations. |
Split by delivery date |
Orders are automatically split up into delivery orders according to the delivery date saved in the order. The customer can indicate the delivery date during the checkout process. It is also possible to save or change the delivery date of order items in the order itself. In addition, you can use a Group function to assign delivery dates to orders. |
Change order type |
Select the order type that an order should be changed into. The options Order, Offer and Advance order are available. |
Change status |
Select a status that should be assigned to the order by the event procedure. |
Change flag |
Select a flag that should be applied by the event procedure. |
Change dunning level |
Select a dunning level that should be applied by the event procedure. |
Change status of main order |
Select the status that should be assigned to the main order if the order is split (function: Split up order) or when using the function Generate delivery orders. |
Calculate sales data for data export |
Revenue data is usually stored in a separate database to maintain a high level of system performance during the generation of invoices or credit notes. Because it is not allowed to generate internal invoices for certain payment methods, such as Klarna, Neckermann or Quelle, this database does not contain any data for orders with these payment methods. However, you can use this procedure to generate export data for those orders (COLLMEX, DATEV etc.) with the help of an event procedure. |
Book outgoing items |
Check the box if outgoing items should be booked as soon as the event takes place. |
Notify Otto of changes to the order |
This procedure informs Otto of changes to orders received from the market Otto. The notification is sent when the order changes to the statuses Order received, Outgoing items booked, Return and Cancellation. |
Send cancellation to Otto Direktversand |
This procedure notifies Otto Direktversand of the cancellation of an order. |
Send shipping confirmation to Otto Direktversand |
This procedure provides Otto Direktversand with a shipping confirmation. |
Open URL |
This procedure opens a URL provided within the procedure. The URL can be used to transmit information on orders. For example, the order ID can be included by attaching the template variable OrderID to the URL. The URL has to be entered in its full length and according to the template https://www.example.co.uk. |
Assign sales representative to order |
This procedure saves a sales representative in an order. The sales representative is assigned according to the postcode of the address linked to the recipient of the order. For a sales representative to be assigned, it is mandatory that a range of postcodes is saved in the representative’s contact data. The contact ID of the sales representative is saved instead of the name. |
Delete Klarna invoice |
This procedure deletes an invoice with the payment method Klarna when an order is cancelled. For further information on order cancellations and further event procedures, refer to the Klarna page of the manual. |
Send order confirmation to Fruugo |
This procedure sends an order confirmation to the market Fruugo. |
Send cancellation to Fruugo |
This procedure notifies the market Fruugo of an order cancellation. |
Notify Cdiscount of order changes |
This procedure informs Cdiscount of status changes in orders received from the market Cdiscount. |
Send cancellation to Flubit |
This procedure notifies the market Flubit of the cancellation of an order. |
Send order confirmation to idealo |
This procedure sends an order confirmation to the market idealo. |
Send cancellation to idealo |
This procedure notifies the market idealo of the cancellation of an order. |
Send order cancellation to bol.com |
This procedure notifies the market bol.com of the cancellation of an order. |
Send cancellation to real.de |
This procedure notifies the market real.de of the cancellation of an order. |
Change shipping profile |
This procedure changes the shipping profile saved in the order according to the option you select within the procedure. |
Change order entry date to today |
Changes the order date (entry date) to the current time at which this action is running. |
Recalculate shipping profiles of order items |
This procedure recalculates the shipping profiles assigned to the individual order items and saves the updated shipping profiles with the order items. |
Procedure group Documents |
|
Generate invoice |
This procedure automatically generates an invoice as soon as the selected event takes place. |
Generate multi-invoice |
This procedure automatically generates a multi-invoice as soon as the selected event takes place. |
Generate order confirmation |
This procedure automatically generates an order confirmation as soon as the selected event takes place. |
Generate credit note (Document) |
This procedure automatically generates a credit note (document) as soon as the selected event takes place. |
Generate adjustment form |
This procedure automatically generates an adjustment form as soon as the selected event takes place. |
Generate multi credit note |
This procedure automatically generates a multi credit note as soon as the selected event takes place. |
Generate delivery note |
This procedure automatically generates a delivery note as soon as the selected event takes place. |
Generate dunning letter |
This procedure automatically generates a dunning letter as soon as the selected event takes place. |
Generate return slip |
This procedure automatically generates a return slip as soon as the selected event takes place. |
Generate multipurpose coupon |
This procedure automatically generates a multipurpose coupon as soon as the selected event takes place. |
Generate invoice reversal document |
This procedure automatically generates an invoice reversal document as soon as the selected event takes place. A reversal document cancels the invoice and not the order itself. Thus, the reversal document is only generated if an invoice already exists for the order. |
Generate refund reversal document |
This procedure automatically generates a refund reversal document as soon as the selected event takes place. |
Generate pro forma invoice |
This procedure automatically generates a proforma invoice as soon as the selected event takes place. |
Procedure group Customer |
|
Change customer rating |
Select the customer rating to which the previously set customer rating should be changed. |
Change customer type |
Select the customer type to which the previously set customer type should be changed. |
Send email |
Select which kind of email should be sent to which recipients or customers. Select the desired combination of Template and Recipient and click on Add to set up the procedure. Different combinations are possible within this procedure. Click on Delete to remove recipients that you have previously set up. If no email recipient has (yet) been defined for an event procedure, the note No recipients is displayed. |
Send eBay message |
Select the desired email template for the message. |
Assign sales representative to customer |
This procedure automatically saves sales representatives in contact data. For a sales representative to be assigned, a range of postcodes has to be saved in the sales representative’s contact data. The Contact ID of the sales representative is saved instead of the name. For further information, refer to the Contacts page of the manual. |
Change customer class |
Select the customer class to which the previously set customer class should be changed. |
Procedure group Shipping |
|
Assign storage location |
Activate the option Unassign old storage location if a new storage location should be assigned once the selected event takes place. |
Unassign storage location |
This procedure unassigns the storage locations linked to the order item once the selected event takes place. |
Create shipping packages |
Creates shipping packages for an order before the order is opened in the shipping centre. |
Transfer shipping permission to FBA |
This procedure sends a shipping permission to FBA so that shipping is initiated by FBA. |
Send shipping confirmation |
Sends a shipping confirmation to a market or a payment provider once the orders placed via this market or payment provider has been shipped. |
Send tracking information to Rakuten, |
This procedure sends the tracking number or a confirmation that the order is currently being prepared for shipping to the market Rakuten.de. |
Procedure group Payment methods |
|
Send credit note |
A credit note is sent to the payment provider. |
Send order to Klarna |
An order is sent to Klarna. |
Notify Klarna of changes to the order |
A notification on changes on an order is sent to Klarna. |
Send reversal to ClickandBuy |
A reversal is sent to ClickandBuy. |
Send refund |
A refund is sent to the payment provider. |
Send refund |
A refund is sent to the payment provider. |
Send cancellation |
A cancellation is sent to the payment provider. |
Permit payment via direct debit |
Use the event procedure to activate or deactivate the payment method Direct debit. |
Permit payment on invoice |
Use the event procedure to activate or deactivate the payment method Invoice. |
Procedure group Return |
|
Generate DHL return label |
Generates a DHL return label via DHL Retoure Online or DHL Retoure with enclosed return labels. The generated return label is made available in the Shipping centre or in the My account area of the online store. |
Send return |
Sends a return to a market or a payment provider. |
Send return status to bol.com |
Sends the status of the return to the market bol.com. |
Procedure group Market listings |
|
Post feedback |
Automatically generates feedback for a listing. |
Send payment notification |
Automatically sends a payment confirmation. |
eBay return, |
Once the selected event takes place, the listed procedures are triggered within the management of returns and refunds at eBay. |
Reject eBay cancellation request, |
Once the selected event takes place, the listed procedures are triggered within the management of order cancellations at eBay. |
Start dunning/dispute process on eBay |
Automatically sends a dunning letter or starts a dispute on eBay. |
Procedure group Board |
|
Create card |
Once the selected event happens, a new card is added in the plentymarkets logo (Start) » Boards menu. |
Delete cards |
Once the selected event happens, selected cards are deleted in the plentymarkets logo (Start) » Boards menu. |
Move cards |
Once the selected event happens, selected cards are moved in the plentymarkets logo (Start) » Boards menu. |
Procedure group Purchase order |
|
Set delivery date (reorder only) |
For orders of the type reorder, the estimated delivery date is saved in the reorder. |
Initiate purchase order |
Once the selected events happens, reorders or redistributions are initiated. With reorders, this means that the reorder is transmitted to the supplier. With redistributions, this means that the process of booking items from a source warehouse to a target warehouse begins with this procedure. |
Finish purchase order |
Once the selected events happens, reorders or redistributions are finished. Once the orders are finished, editing these orders is not possible any more. |
Generate reorder document |
Once the selected event happens, the reorder document is generated for orders of the type Reorder. |
Generate PO delivery note |
Once the selected event happens, the PO delivery note document is generated for orders of the type Reorder. |
Procedure group Plugins |
|
Register order with shipping service provider |
This procedure registers the order via the interface or the plugin that you have already set up. The order is registered based on the selected shipping profile in the order. |
Register return with shipping service provider |
This procedure registers the order via the interface or the plugin that you have already set up. |
2. Activating an event procedure
As soon as you have selected the event, filter(s) and procedure(s) for an event procedure, the event procedure has to be activated. From the point of activation onwards, the event procedure applies your settings to the selected orders.
In case an event procedure is temporarily not needed, you can deactivate it.
Activating an event procedure:
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Go to Setup » Orders » Events.
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Select the event procedure from the list displayed on the left.
→ The event procedure opens. -
Select the option Active in the Settings area.
→ The event procedure is activated.
Check the settings before activation
We recommend that you check the selected events, filters, procedures and all related settings carefully before you activate the event procedure. Activating event procedures that are not fully set up can cause malfunctions and errors. |
3. Editing an event procedure
You can edit the Name, the Event, the Filter and the Procedure during or after the set-up of the respective event procedure. Delete individual filters or procedures by using the Delete function displayed next to each selected option. Save the settings to apply the changes.