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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 the 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:

  1. Creating an event procedure

  2. Selecting an Event

  3. Add one Filter or more

  4. Determining which Procedures should be carried out by the system once the chosen event takes place

  5. Activating the event procedure

For practical examples for using event procedures, refer to the Automating processes page of the manual.

1. Creating a new event procedure

Go to System » Orders » Events to create a new event procedure. In the same menu, you can access and edit all event procedures that you have previously created.

Creating a new event procedure:

  1. Go to System » Orders » Events.

  2. Click on the green plus icon to create a new event procedure.

  3. In the editing window that opens, assign a distinct Name to the event procedure.

  4. Select an Event. For more detailed information about events, refer to Table 1.

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

1.1. Selecting an event

The first step consists of selecting an Event that triggers the new event procedure. Table 1 lists the available events according to their respective event groups.

Table 1. Available events and event groups
Event Explanation

Event group Order generation

New order,
New incomplete order,
New delivery order,
New return,
New return (by customer),
New credit note,
New repair,
New multi-order,
New multi credit note,

The event procedure is triggered as soon as one of the listed order types is created.
The event New return (by customer) refers to returns that are initiated by customers in the My account area of the online store.

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,
Change of repair status

The event procedure is triggered when the settings for one of the following parameters in an order are changed. The following settings are available: Change of order type, Change of repair status

New OpenTrans order

When a new OpenTrans order is created.

Event group Documents

Invoice generated,
Receipt generated,
Delivery note generated,
List of delivery addresses generated,
Pick list generated,
Packing list generated,
Offer generated,
Dunning letter generated,
Order confirmation generated,
Credit note generated,
Correction document generated,
Return slip generated,
Invoice reversal document generated,
Refund reversal generated,
Pro forma invoice generated,
Return label saved

The event procedure is triggered as soon as one of the documents listed is generated.
Important: If you use the procedure Generate invoice simultaneously in another event procedure, this event may be triggered twice.

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.
This event is triggered several times if the customer effects multiple partial payments.

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.
Go to System » Orders » Settings to save the percentage for deposits on production items.

Payment cancelled by the customer

When an already effected payment is cancelled by the customer.

1.2. Adding filters

After selecting an event that triggers the event procedure, select a Filter or several. 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:

  1. Go to System » Orders » Events.

  2. Click on the event procedure to add a filter to it.

  3. Click on the green plus in the filter area.

  4. Select the desired Flter type from the suitable filter group.

  5. Click on Add.

  6. Carry out the desired settings in the filter.

  7. Save the settings.

Several filters for one event procedure

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.

Table 2. Available filters and filter groups
Filter Explanation

Filter group Order

Order type

Select one, multiple or all order types.

Order warehouse

Select orders according to their warehouse or several warehouses.
One warehouse per order = Only orders whose variations are assigned to the same warehouse are filtered.
Multiple warehouses per order = Only orders whose variations are assigned to different warehouses are filtered.
Alternatively, select one or more warehouses so that only orders including variations from the selected warehouse(s) are filtered.

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.
Example: The required setting for filtering all orders with more than 5, but less than or equal to 10 variations: >5 ⇐10.

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 Click & Collect chapter.

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.

Payment status

Orders are filtered according to their payment status. For example, this status can consist of rejection of a payment or a waiting status.
Example: If a payment provider rejects the payment made by a customer during the order process in the online store, you can use this event so that it is followed by a procedure such as automatically sending an email notification to the customer.

Loyalty program

Orders are filtered according to their loyalty program.
ALL = all orders are filtered.
Without = Only orders not belonging to any loyalty program are filtered.
Amazon SameDay = Only Amazon orders that have to be shipped on the same day are filtered.
Amazon NextDay = Only Amazon orders that have to be shipped on the following day are filtered.
Amazon SecondDay = Only Amazon orders that have to be shipped 2 days after placement of the order are filtered.
Amazon Prime = Only Amazon Prime orders are filtered.
Amazon Prime SameDay = Only Amazon Prime orders that have to be shipped on the same day are filtered.
Amazon Prime NextDay = Only Amazon Prime orders that have to be shipped on the following day are filtered.
Amazon Prime SecondDay = Only Amazon Prime orders that have to be shipped 2 days after placement of the order are filtered.
eBay Plus = Only eBay Plus orders are filtered.
For more information on Amazon and eBay orders, refer to the respective manual pages on Amazon and eBay.

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.

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.

Filter group Item

Contains stocked item(s),
Contains production item(s),
Contains special order item(s),
Contains colli

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,
Contains only production item(s)
Contains only special order item(s)
Contains only collis

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.

Filter group Customer

Customer rating

Orders are filtered according to the seller rating. Seller ratings are preceded by one operator each.
Use the operator == and the grey stars to filter only orders without any seller ratings.

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 billingaddress

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 modifiers greater than, less than or equal to.

Revenue

Orders are filtered according to the revenue generated. Modify the revenue amount by using the modifiers 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. Options: 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.
Use this filter to search for orders that consist of several shipments so that you can inform your customers that they will receive several shipments.

Shipping partially by FBA

This filter identifies orders containing items that are shipped partially via Amazon Multi-Channel by Amazon.
Use this filter to flag orders of this kind.

Outgoing items

Orders are filtered according to the date of outgoing items. Here, you can select the period between until 1 day and until 31 days in relation to the current date.

Phone number

Orders are filtered according to the criterion of a telephone number being Available or Not available. The Delivery address, the Invoice address or Both can be searched. If you look for orders with Available telephone numbers, you can enter Minimal length of number as an additional search criterion.
Example: If you enter a minimal length of 4, the system searches for telephone numbers consisting of 4 or more digits.

Filter group Market

eBay

This filter identifies orders that are generated on eBay.

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.

Selecting several procedures

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:

  1. Go to System » Orders » Events.

  2. Click on the event procedure for which a procedure should be added.

  3. Click on the green plus in the Procedures area.

  4. Select the desired Procedure type from the suitable procedure group.

  5. Click on Add.

  6. Carry out the desired settings in the procedure.

  7. Save the settings.

Table 3. Available procedures and procedure groups
Procedure Explanation

Procedure group Item

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.
Choose one of the following settings for the Date option:
Standard = The credit note order is created with the current date.
Return date = The credit note order is created with the date of the return.
Order date = The credit note order is created with the date of the creation of the order.

Use order template

This procedure automatically uses a certain order template. Order templates can be set up in the [System » Orders » Order template] menu.

Generate delivery orders

This procedure automatically creates delivery orders as soon as the selected event takes place.
Important: This option is only displayed if the necessary warehouse assignment has been carried out correctly.

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.
Ignore Delivery orders: The procedure Change status changes the status of both the main order and its delivery orders by default. Activate the option if you only want the status of the main order to be changed.

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. Since 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.
Important: The procedure is only carried out if the payment method of the order is Quelle, Klarna or Neckermann. Thus, these payment methods should be selected in the filter of the event procedure. The Order type should be defined by the filters Order, Warranty and/or Repair, since invoices can only be generated for these order types.

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 must be entered in its full length and according to the template http://www.example.com.
Example including the attached order ID: OrderID/.
The available template variables are listed within the procedure.
HTTP method = Select GET, PUT or POST.
Content type = Save the content type for the URL.
Example: If XML content should be transferred, enter text/xml.
Request Content = You can transfer texts here, for example XML or JSON content.

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.
For more detailed information, refer to the Managing contacts page of the manual.

Delete Klarna invoice

This procedure deletes an invoice with the payment method Klarna when an order is cancelled. Detailed information as well as examples for further event procedures can be found on 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 the cancellation of an order.

Notify Cdiscount of order changes

This procedure informs Cdiscount of changes to 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.

Procedure group Documents

Generate invoice

This procedure automatically generates an invoice as soon as the selected event takes place.
Further options appear when the procedure is selected: Indicate a Payment due date, set up an Early payment discount or add a Comment.

Generate multi-invoice

This procedure automatically generates a multi-invoice as soon as the selected event takes place.
An optional Comment can be entered and appears below the list of variations.

Generate order confirmation

This procedure automatically generates an order confirmation as soon as the selected event takes place.
An optional Comment can be entered and appears below the list of variations.

Generate credit note (Document)

This procedure automatically generates a credit note (document) as soon as the selected event takes place.
Choose one of the following settings for the Date option:
Standard = The credit note document is generated with the current date.
Credit note date = The credit note document is generated with the date on which the original credit note order has been created.
An optional Comment can be entered and appears below the list of variations.

Generate adjustment form

This procedure automatically generates an adjustment form as soon as the selected event takes place.
An adjustment forms are used for credit notes that have not been paid off, as written records for accounting purposes and serve as proof for the reimbursement of a cancelled invoice.
An optional Comment can be entered and appears below the list of variations.

Generate multi credit note

This procedure automatically generates a multi credit note as soon as the selected event takes place.
An optional Comment can be entered and appears below the list of variations.

Generate delivery note

This procedure automatically generates a delivery note as soon as the selected event takes place.
An optional Comment can be entered and appears below the list of variations.

Generate dunning letter

This procedure automatically generates a dunning letter as soon as the selected event takes place.
To display the dunning fee, enter the Variation ID of the Item representing the dunning charge which you have created in your plentymarkets system beforehand.
An optional Comment can be entered and appears below the list of variations.

Generate return slip

This procedure automatically generates a return slip as soon as the selected event takes place.
An optional Comment can be entered and appears below the list of variations.

Generate gift card

This procedure automatically generates a gift card 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.
Further options appear when the procedure is selected: Indicate a Payment due date, set up an Early payment discount or add a Comment.

Procedure group Customer

Change customer rating

Select the seller rating to which the previously set seller 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 Managing contacts page of the manual.

Change customer class

Select the customer classs 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.

Create shipping packages

Creates shipping packages for an order before the order is opened in the shipping center.

Transfer shipping permission to FBA

Sends a permission to FBA so that FBA can start the shipping process.

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.
Individual procedures are available for: Amazon Pay, CrefoPay, Klarna, Klarna UK, Masterpayment, Payolution, PAYONE, Netto eStores, POSTPAY, Zentralverkauf, Hood, eBay, Rakuten.de, Fruugo, Flubit, idealo and bol.com.

Send tracking information to Rakuten,
Send preparation for shipping to Rakuten

These procedures send the tracking number or a confirmation that the order is being prepared for shipment to the market Rakuten.de.

Procedure group Payment methods

Send credit note

A credit note is sent to the payment provider.
Individual procedures are available for: ClickandBuy, Allyouneed, PAYONE, POSTPAY, Worldpay and Klarna.

Send order to Klarna

An order is sent to Klarna.

Notify Klarna of changes to the order

A notification on changes to 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.
Individual procedures are available for: Amazon Pay, UPG, Payolution and Klarna UK.

Send refund

A refund is sent to the payment provider.
Individual procedures are available for: Masterpayment, PayPal PLUS and PayPal.

Send cancellation

A cancellation is sent to the payment provider.
Individual procedures are available for: UPG, Amazon Pay, ClickandBuy, paymorrow, Netto eStores, POSTPAY, Rakuten.de, Worldpay, SagePay, Klarna UK.

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 center or in the My account area of the online store.

Send return

Sends a return to a market or a payment provider.
Individual procedures are available for: Klarna, Amazon, Allyouneed, Netto eStores, POSTPAY, Rakuten.de, Shopgate, Flubit, idealo, Fruugo and Cdiscount.
More information is available on the Payment method page of the manual.

Send return status to bol.com

Sends the return status to the market bol.com.

Procedure group Market listings

Post feedback

Automatically generates feedback for a listing.
Individual procedures are available for: Hood, ricardo and eBay.

Send payment notification

Automatically sends a payment confirmation.
Individual procedures are available for: Hood and eBay.

eBay return,
Issue eBay refund to customer,
Mark eBay return as received,
eBay refund sent,
Upload own return label at eBay

Once the selected event takes place, the listed procedures are triggered within the management of returns and refunds at eBay.

Reject eBay cancellation request,
Accept eBay cancellation request,
Create an order cancellation on eBay

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.

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 must 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:

  1. Go to System » Orders » Events.

  2. Select the event procedure from the list displayed on the left.
    → The event procedure opens.

  3. Activate the option Active in the Settings area.
    → The event procedure is activated.

Check 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. Remove individual filters or procedures by using the Delete function displayed next to each selected option. Save the settings to apply the changes.

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