Skip to main content

Procedure manager

System » Orders » Procedures

1. Procedure manager

In plentymarkets, recurring events can be taken care of automatically by the procedure manager and carried out at specific times.

For example, you can use the procedure manager to set up a daily time when customers who have not paid for their purchases on eBay or your online store should receive a payment reminder or a dunning letter that is automatically sent via email. For further information about these examples and possible configurations, refer to the Automating processes best practice page of the manual.

2. Configuring a new procedure

The Settings, Filter and Procedure tabs contain different settings that are used to configure a procedure. Proceed as follows to configure the individual tabs.

2.1. Tab: Settings

Use this tab to name the procedure, set the time when the procedure should be carried out and to activate the daily process.

ENG Settings Orders Procedure Manager 01

Image 1: options in the Settings tab

Configuring a new procedure:

  1. Go to System » Orders » Procedures.

  2. Enter a meaningful name.

  3. Specify a time when the procedure should be carried out every day.

  4. Activate the procedure once you have edited the Filter and Procedure tab. This is done by placing a check mark next to the word Active.

  5. Save the settings.
    → The procedure will be created.

2.2. Tab: Filter

Next, configure a specific filter so that the procedure only goes into effect for the desired orders. To do so, proceed as follows.

ENG Settings Orders Procedure Manager 02

Image 2: options in the Filter tab

Configuring the filter:

  1. Go to System » Orders » Procedures » Tab: Filter.

  2. Carry out the desired settings. Pay attention to the information given in table 1.

  3. Save the settings.

The following table includes information about settings in the Filter tab:

Setting Explanation

Status

Select which status the orders should have in order to be automatically included in the procedure.

Order type

Select one or more order types that the procedure should be assigned to. Multiple selection is possible by pressing Ctrl or cmd when clicking.

Last status change
Return date
Incoming orders

Select today, yesterday or Enter the days and enter the number of days.
Tip: This entry is especially important for reminders or dunning letters. It allows you to ensure that you only include orders that are beyond a due date.
Important: The Last status change filter only goes into effect for processes that a status was saved for. It does not go into effect, e.g. when manually booking an incoming payment that no status was saved for.

The order includes an entire line of items

Select Yes and then select an attribute from the drop-down list below. The filter checks the stock of items that the selected attribute corresponds to. If one of the items has no stock, then the filter will not go into effect for this order.

Item is included

Enter item IDs separated by commas if you only want orders to be included that contain this item.

Incoming payment

Select one of the following options:
OPEN = Only considers orders that have not been paid yet or for which no payment has been booked yet.
BOOKED = Only considers orders that have been completely paid, partially paid or overpaid.
COMPLETELY BOOKED = Only considers orders that have been completely paid or overpaid.

OR

eBay

If the filter positive feedback received was selected here, then all of the other filters will be deactivated. This means that the eBay filter only goes into effect by itself and not in combination with other filters.

Table 1: basic settings for the stock of orders

2.3. Tab: Procedure

In this tab, you select which procedures are to be carried out automatically by the system at the set time for previously filtered orders. To do so, proceed as follows.

ENG Settings Orders Procedure Manager 03

Image 3: options in the Procedure tab

Selecting the procedure:

  1. Go to System » Orders » Procedures.

  2. Carry out the desired settings.

  3. Save the settings.
    → The procedure will be created.

For example, you can automatically send an email template or you can automatically change an order’s status or dunning level. It is possible to give feedback automatically for eBay orders or to start the dispute process on eBay. Select the option Active in order to activate one of the listed debt collection service providers. The corresponding orders will automatically be sent to the service provider.

To top