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Work steps

This chapter deals with the work steps that can be configured for processes. You can create and configure as many work steps as you want for a process. Depending on which type of work step you choose, you’ll be given different settings and options to choose from. These are primarily made up of procedures and sub-procedures that are carried out one after the other and can either run endlessly or be controlled manually. You can set up conditions that act as filters and make it possible to customise your work steps.

Learn about work steps in our playful tutorial:

Work steps
Tool plentyBase required

You need plentyBase to create and run processes. You can download the installation files for plentyBase in the plentyMarketplace.

Select the type of work step when you create a new work step.

Creating a new work step
Figure 1. Creating a new work step

Click on the green plus and carry out the settings as described in the following sub-chapters.

1. Order group processing

Use this work step if you want to modify several orders at once. Start out by choosing filters to specify which exact orders should be included in the process. Then decide how you want to change the orders that have finished being processed. Change the orders’ status, owner and/or flag, so that you never accidentally process the same order twice. Lastly, decide which order should be processed first, second, third, etc.

1.1. Configuration

First create a work step.

Creating a work step:

  1. Click on New work step.

  2. Choose the type Order group processing.

  3. Save the settings.
    → The configuration window opens (image 2).

If you’ve already created a work step, click on the pencil icon to open this window.

Configuring the work step
Figure 2. Configuring the work step
Example configuration

The work step shown in image 2 will process a maximum of 30 orders that meet the specific filter criteria (the order must have flag 30 and it must have been received yesterday). Once the orders have been processed, they will be given a different status and a different owner.

All of the different settings are described below.

1.1.1. Settings

Use this area to save general settings for the work step. For example, save a name and decide where the work step should appear within your process.

Table 1 explains the settings for the work step:

Table 1. Configuring the work step; Settings
Setting Explanation

Name

Select a name that identifies the work step as clearly as possible.

Quantity

Decide how many orders should be processed at once.

Next step

Decide whether your process should automatically continue on to the next step, or if the process should wait until the next step is started manually. This setting is only relevant if you’ve created more than one work step.
Awaiting input = The next work step will not start automatically. Instead, the system will wait until you’ve clicked on Start again.
Start automatically = The next step will be started automatically.

Position

This option is not visible until you’ve created the work step.
If your process includes multiple work steps, then use this option to specify which step should be first, second, third, etc. New work steps are automatically given the next available position number. Change the position number if you want to change which work step runs first, second, third, etc. Work steps run in ascending order. In other words, the work step with the lowest number runs first.
Tip: Work steps can also be moved using the context menu. To do so, right-click the work step and select Move up or Move down.

1.1.2. Filter

Use filters to limit which exact orders are modified with the Order group processing work step.

Table 2 lists all of the filters that are available for this work step:

Table 2. Configuring the work step; Filters
Filter Explanation

Order data

Previously started box picking

Continue = The last round of box picking will continue when you start the process.
Users will be notified if they start a round of box picking but they don’t finish it. If you don’t want to continue a previously started round of box picking, then you can reset the box picking instead.

Number of order items

Select an operator from the drop-down list and enter a number into the field. Orders will only be processed if they include this number of items.

Order type

Select a specific order type if you only want to process this type of order. The list also includes some combinations of order types.

Order warehouse

Filters orders that relate to a specific warehouse. Add the filter and then select the warehouse from the drop-down list.
Optional: then add the Storage location filter afterward.

Date

Filters orders that were received, paid for or shipped at a specific point in time, e.g. Yesterday or In the past. You can select more than one option.

Current invoice

Filters orders that either have or do not have a current invoice. Add the filter and select the option Available or Not available.

Reversal document

Filters orders that either have or do not have a reversal document. Add the filter and select the option Available or Not available.

Owner

Filters the orders that belong to a specific person.
Active user = The person who is currently logged in.

Email address

Filters orders that either include an email address in the customer data record or that do not include an email address in the customer data record.

Express shipping

Select whether you want to filter orders with express shipping.
Yes = Only orders with express shipping
No = Only orders without express shipping

Total quantity of items

Select an operator from the drop-down list and enter a number into the field. Filters orders that include a specific number of unique items.

Weight

Orders can be filtered by weight in grams. Enter a value and select the equals sign to filter orders with an exact weight. Enter a value and select the appropriate operator to filter orders within a certain weight range. You can filter two different ranges by using both text fields at once.
Example: For a weight of 3.5 kg and higher, enter 3500 into the text field and select the operator >=.

Referrer

Select the referrer for whichever orders you want to filter. You can select more than one option.

Customer class

Select one or more customer classes.

Storage location

Filters orders that relate to a specific storage location.
First, add the filter Order warehouse and select the warehouse from the drop-down list. Then use this filter to specify a particular Rack, Shelf and Storage location.

Country of delivery

Select the country of delivery for whichever orders you want to filter. You can select any country of delivery. Not only the ones that are activated in your system.

Client (store)

Select the client (store) for whichever orders you want to filter. You can select more than one option.

Flag

Filters orders that have a specific flag. The option None will filter orders that do not have a flag.

Packstation

Filters orders that either have or do not have a Packstation.
Yes = Only orders with a Packstation
No = Only orders without a Packstation

Invoice amount

Orders can be filtered by invoice amount. Enter a value and select the equals sign to filter orders with an exact weight. Enter a value and select the appropriate operator to filter orders within a certain invoice amount range. You can filter two different ranges by using both text fields at once.
Example: For an invoice amount of EUR 39.90 and higher, enter 39.90 into the text field and select the operator >=.

Status

Select a status if you only want to filter orders with this status.

Loyalty program

Select one, several or no loyalty program to only process orders from this loyalty program or orders without a loyalty program.

Shipping service provider

Select a shipping service provider to only filter orders that use this shipping service provider.

Shipping costs

Orders can be filtered by shipping costs. Enter a value and select the equals sign to filter orders with an exact amount. Enter a value and select the appropriate operator to filter orders within a certain shipping cost range. You can filter two different ranges by using both text fields at once.
Example: For a shipping cost of EUR 3.90 and higher, enter 3.90 into the text field and select the operator >=.

Shipping profiles

Select one or more shipping profiles to only filter orders with this shipping profile.

Shipping region

Select a shipping region to only filter orders from this region.

Outgoing items

Select how you want to filter by outgoing items:
Not booked = only orders where the items have not been booked as outgoing
Booked = only orders where the items have been booked as outgoing
Today = only orders where the items were booked as outgoing today
Yesterday = only orders where the items were booked as outgoing yesterday

Payment

Decide which payment status you want to filter orders by.
Check payment = Only orders currently in a status that should be checked (manually), i.e. unpaid, partially paid and overpaid orders.
Unpaid only = Only orders that have not been paid for yet.
Paid only = Only orders that have been paid in full.
Partial payment only = Only orders that have partially been paid for.
Initial payment complete = Only orders that have received a complete initial payment.
Overpaid only= Only orders that have been overpaid.
Unpaid and partially paid = Either orders that have not been paid for yet or orders that have partially been paid for.

Payment method

Select one or more payment methods to only filter orders with this payment method.

SEPA

Type of debit

Decide whether you want to filter orders with First debit or Recurring debit.

Type of mandate

SEPA core direct debit = Allows a biller to collect funds from a payer’s account, provided that a signed mandate has been granted by the payer to the biller.
SEPA business to business direct debit = Enables business customers in the role of payers to make payments by direct debit (Source: European Payments Council).

Payment frequency

One-time payment = Standard orders
Recurring payment = Regularly occurring orders such as subscriptions, etc.

IBAN & BIC

Decide whether you want to filter orders for which an IBAN and BIC are available or not available.

SEPA direct debit mandate

Filters orders based on whether the customer has confirmed and signed the SEPA direct debit mandate.
not available = Orders will only be processed if the customer has confirmed and signed the SEPA direct debit mandate.
available = Orders will only be processed if the customer has not confirmed and signed the SEPA direct debit mandate.

1.2. Select orders

In order for you to recognize those orders that already passed through the process, assign a flag or a new status here. You can also change the user if orders should e.g. be assigned to another department after passing through the process.

Table 3 explains the flags that are available for the Order group processing work step:

Table 3. Configuring the work step; select orders
Setting Explanation

New status

Select a status from the drop-down list if you want this work step to change the order’s status.

New owner

Select a person from the drop-down list if you want this work step to change who is responsible for the order. You can also select the active user or without changes if you don’t want to change the owner.

New flag

Select a flag from the drop-down list if you want this work step to change the order’s flag.

1.3. Sorting

Decide how the orders should be sorted.

Table 4 explains the sorting options that are available for the Order group processing work step:

Table 4. Configuring the work step; sorting
Setting Explanation

Sorting

Decide how the orders should be sorted. Orders can be sorted in ascending or descending order by:
Order ID = Default setting
Item ID
Customer ID
Invoice number
Item number
Storage location position
Note: Only the first item within an order is taken into consideration for the sorting.

Sorting

Only the first item of an order is taken into consideration for the sorting.

1.4. Overview of procedures and sub-procedures

Once you have carried out all of the settings, add procedures and sub-procedures to the work step.

The following procedures and sub-procedures can be selected for the Order group processing work step. Click on the links to see further information and learn about the settings.

2. Single order processing

Use the work step Single order processing to specify how individual orders should be processed further, e.g. after they were scanned with a barcode scanner. This flexible work step can be further defined by using the corresponding procedures and sub-procedures.

2.1. Configuration

First create a work step.

Creating a work step:

  1. Click on New work step.

  2. Select Single order processing and click on Save.
    → The configuration window opens (image 3).

If you’ve already created a work step, click on the pencil icon to open this window.

Configuring the work step
Figure 3. Configuring the work step

Table 5 explains the settings for the work step:

Table 5. Configuring the work step; Settings
Setting Explanation

Name

The name of the work step. Select a name that identifies the work step as clearly as possible.

Next step

Decide whether your process should automatically continue on to the next step, or if the process should wait until the next step is started manually. This setting is only relevant if you’ve created more than one work step.
Awaiting input = The next work step will not start automatically. Instead, the system will wait until you’ve clicked on Start again.
Start automatically = The next step will be started automatically.

Position

This option is not visible until you’ve created the work step.
If your process includes multiple work steps, then use this option to specify which step should be first, second, third, etc. New work steps are automatically given the next available position number. Change the position number if you want to change which work step runs first, second, third, etc. Work steps run in ascending order. In other words, the work step with the lowest number runs first.
Tip: Work steps can also be moved using the context menu. To do so, right-click the work step and select Move up or Move down.

The work step will be displayed. Point your cursor to the element to display the configuration elements.

Configuring the work step
Figure 4. Single order processing work step, opening the configuration
Adding further elements

Click on the green plus (image 4) to add a procedure or sub-procedure. Select the desired element from the drop-down list.

2.2. Overview of procedures and sub-procedures

The following procedures and sub-procedures can be selected for the Single order processing work step. For further information about configuring these elements, refer to the corresponding page.

3. Incoming items

You can use the work step Incoming items to search for and register single incoming items, to search for orders and then book the items contained in the order and to automatically assign reorders.

3.1. Configuration

First create a work step.

Creating a work step:

  1. Click on New work step.

  2. Select Incoming items and click on Save.
    → The configuration window opens (image 5).

  3. Carry out the settings. Note <table-work-step-incoming-settings>.

  4. Save the settings.

If you’ve already created a work step, click on the pencil icon to open this window.

Configuring the work step
Figure 5. Configuring the work step

Table 6 explains the settings for the work step:

Table 6. Configuring the work step; Settings
Setting Explanation

Position

This option is not visible until you’ve created the work step.
If your process includes multiple work steps, then use this option to specify which step should be first, second, third, etc. New work steps are automatically given the next available position number. Change the position number if you want to change which work step runs first, second, third, etc. Work steps run in ascending order. In other words, the work step with the lowest number runs first.
Tip: Work steps can also be moved using the context menu. To do so, right-click the work step and select Move up or Move down.

Name

The name of the work step. Select a name that identifies the work step as clearly as possible.

Next step

Decide whether your process should automatically continue on to the next step, or if the process should wait until the next step is started manually. This setting is only relevant if you’ve created more than one work step.
Awaiting input = The next work step will not start automatically. Instead, the system will wait until you’ve clicked on Start again.
Start automatically = The next step will be started automatically.

The work step will be displayed. Point your cursor to the element to display the configuration elements.

Configuring the work step
Figure 6. Incoming items work step, opening the configuration

For information about running the process, refer to the Running processes page of the manual.

3.2. Overview of procedures and sub-procedures

The following procedures and sub-procedures are available for the Incoming items work step. Click on the links to see further information and learn about the settings.

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