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Procedure manager

In plentymarkets, you can use the Procedure manager to automatically carry out procedures at fixed times of the day.

For example, use the procedure manager to determine a fixed point in time at which customers who have not effected payment for orders placed via eBay or your own online store are sent reminders or dunning letters. These email notifications can be sent automatically using the procedure manager.

1. Creating a new procedure

Creating a procedure always consists of the following steps:

1.1. Carrying out basic settings

In the first step, you name the procedure and determine a point in time at which it is carried out.

Creating a new procedure:

  1. Go to System » Orders » Procedures.

  2. Open the New procedure tab.

  3. Enter a distinct name for the procedure.

  4. Choose a point in time at which the procedure should be carried out on a daily basis.

  5. Save the settings.
    → The procedure is created.

1.2. Carrying out filter settings

In the next step, you select a precise filter for the procedure so that the procedure is only executed for specific orders. To do so, prroceed as described below.

Carrying out filter settings:

  1. Go to System » Orders » Procedures.

  2. Open the tab Filter.

  3. Carry out the desired settings according to the information provided in Table 1.

  4. Save the settings.

Table 1. Settings in the Filter tab
Setting Description

Status

Select the order status of the orders to which the procedure should be applied automatically. Only one status can be selected here. At the selected point in time, the procedure is applied to all orders that are in precisely this status.

Order type

Select one or more order types to which the procedure should be applied. Several order types can be selected by pressing Ctrl/cmd + clicking. Select the option All if all order types should be considered.

Last status change,
Return date

Select one of the options today, yesterday or Enter the days and enter the number of days.
This selection is especially important for reminders and dunning letters to make sure that the procedure is only applied to orders for which the indicated timespan has passed.
Important: This filter Last status change only affects processes for which a status has been saved. Thus, it does not affect e.g., manually booked incoming payments that no status has been saved for.

Incoming orders

Select one of the options today or yesterday or choose a timespan between 2 and 110 days. The procedure then only applies to orders that came or are coming in during the selected timespan.

The order includes an entire line of items

Select Yes and select an attribute from the drop-down list appearing below. This filter searches for the number of items included in the order to which the selected attribute applies. If one of these items is out of stock, the filter is not applied to the respective order.

Item is included

Enter the IDs of the items separated by a comma. For the procedure to be applied, these items have to be included in the order.

give eBay feedback

This filter only affects processes for eBay orders for which you as the seller have already received positive feedback from the customers. Select the option YES if only orders for which this has happened should be affected by the procedure. For further information on the filter give eBay feedback, refer to the eBay page of the manual.

Outgoing items

Select how the status of outgoing items should be considered for the procedure. Select the option OPEN to search for orders for which outgoing items have not booked yet. Select the option BOOKED to search for orders for which outgoing items have been booked. Select the option NO RELEVANCE if the status of outgoing items should not be considered.

Incoming payment

Select one of the following options:
NO RELEVANCE = Incoming payment is not considered for the procedure.
OPEN = This filter searches for unpaid orders or order for which incoming payment has not yet been booked in your plentymarkets system.
BOOKED = This filter searches for orders for which incoming payment in general has already been booked in your plentymarkets system.
PARTIALLY BOOKED = This filter searches for orders for which incoming payment has been partially booked in your plentymarkets system.
COMPLETELY BOOKED = This filter searches for orders to which complete payment has been booked or which are overpaid.

Payment method

Select one of the following options:
NO RELEVANCE = The payment method is not considered for the procedure.
According to the payment methods you have set up in your plentymarkets system, further options appear in the drop-down menu. Select the payment method linked to the orders to which the procedure should be applied.

Order referrer

Select one or more order referrers to which the procedure should be applied. Several order types can be selected by pressing Ctrl/cmd + clicking. Select the option All if all order referrers should be considered.

Owner

Select one or ALL owners to whose orders the procedure should be applied.

Shipped on

Select how the estimated shipping date of the order should be considered for the procedure. The relevant date here is the date saved in the field Shipped on in the Settings tab of an order. Select the option Today to search for orders that are to be shipped on the same date. Alternatively, select one of the options Yesterday, 2 days ago or 3 days ago to determine other timespans. Select the option ALL if no particular shipping date should be considered for the procedure.

Items shipped on

Select how the shipping date of the order should be considered for the procedure. The relevant date here is the actual date of outgoing items. Select the option Today to search for orders for which outgoing items have been booked on the same date. Alternatively, select one of the options Yesterday, 2 days ago or 3 days ago to determine other timespans. Select the option ALL if the date of outgoing items should not be considered for the procedure.

Client

Select the option ALL if the procedure should be applied to orders assigned to all clients or select the option Default store to search for orders placed in the default online store.

Payment due date was exceeded

Enter a number (in days). This filter searches for orders in which the payment due date has been exceeded by the indicated number of days.

OR

eBay

If you activate the filter positive feedback received, all other filter selections are deativated. The eBay filter can only be used on its own and not in combination with other filters. Do not make any selection for the option eBay if you wish to use the previously set up filters.

1.3. Selecting one or multiple procedures

After selecting the desired filters, you choose the concrete Procedures that should be carried out for the filtered orders automatically by your plentymarkets system. For example, select an email template to be sent to customers or use a procedure to change the status or the dunning level of an order automatically. For eBay orders, it is possible to post feedback automatically or start the dispute process. In addition, you can involve one of the listed collection agencies by placing a check mark next to the option Active. Debt collectors are then automatically informed about the concerned orders by your plentymarkets system. Proceed as described below to select one or multiple procedures.

Selecting a procedure:

  1. Go to System » Orders » Procedures.

  2. Open the Procedure tab.

  3. Carry out the desired settings according to the information provided in Table 2.

  4. Save the settings.
    → The procedure is added.

Table 2. Settings in the Procedure tab
Setting Description

Send email template

Select an email template from the drop-down list. Make sure that the selected template has been set up correctly beforehand. Leave the selection on the option --- if no email template should be sent.

Change order status

Select the order status that should be assigned to the orders affected by the procedure. Leave the selection on the option --- if no status change should take place.

Change dunning level

Select the dunning level that should be assigned to the orders affected by the procedure. This procedure changes the dunning level saved in the Overview tab of an order. Leave the selection on the option --- if the dunning level should not be changed.

Change flag

Select the flag that should be assigned to the orders affected by the procedure. This procedure changes the flag saved in the Overview tab of an order. Leave the selection on the option --- if the flag should not be changed.

eBay

Select a procedure that should be carried out automatically on eBay for orders with the order referrer eBay. The options give positive feedback and Start dispute process are available. Leave the selection on the option --- if no procedure should be carried out on eBay.

atriga (debt collection)

Select the option ACTIVE if you have set up the debt collection provider atriga in your plentymarkets system. atriga is then automatically informed about the concerned orders by your plentymarkets system. Leave the selection on the option --- if you do not work with atriga.

mediafinanz

Select the option ACTIVE if you have set up the debt collection provider mediafinanz in your plentymarkets system. mediafinanz is then automatically informed about the concerned orders by your plentymarkets system. Leave the selection on the option --- if you do not work with mediafinanz.

2. Activating the procedure

After having carried out the settings for filters and procedures, you have to activate the procedure as a whole. Proceed as described below to activate the procedure.

Activating the procedure:

  1. Go to System » Orders » Procedures.

  2. The procedure set up by you is displayed in the Procedures tab.

  3. Open the procedure by clicking on the plus icon on the left.
    → The procedure is opened.

  4. Place a check mark next to the option Active.

  5. Save the settings.
    → The procedure is activated.

3. Managing procedures

The Procedures tab in the System » Orders » Procedures menu offers you an overview of all procedures that you have set up. In this list, you can activate, deactivate, rename or delete individual procedures, if necessary.
In addition, the times at which the procedures were last started and successfully completed are displayed for each procedure.

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