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Exporting data with the dynamic import

Use the custom export, dynamic export or elastic export to manually export data from your plentymarkets system.

In the Data » Custom export menu, you will find predefined export formats. The data fields of these formats are already defined to a large extent and can hardly be adjusted.
In the Data » Dynamic export menu, you can freely select the data fields, thus making it possible to individually configure the data format’s content.
Use the Data » Elastic export menu to create export formats for price search engines, price comparison portals, markets and affiliate service providers.

1. Customising a file for data exchange

Generally, you will receive a CSV file during the data export. Regardless of whether you export data from an external system or from plentymarkets, it is generally necessary to make slight changes to the file before you import it into plentymarkets. Make sure to use UTF-8 coding when you export the data format. The data record has to be divided into columns, which will only happen if you are using the correct separator. If needed, try seeing what different separators look like in the file’s import preview.

2. Exporting predefined data formats

In the predefined data formats, the data fields that you export are already defined. Nevertheless, there are a few settings that you need to carry out. These settings have an effect on the export’s data volume.

[table-preconfigured-export-formats] explains the predefined data formats that are available in the Data exchange » Export » Custom export menu. Below the table you can find the steps that are required to export a predefined data format. The settings that require additional information are not listed for every data format, but summarised in Table 1.

Table 1. Predefined export formats in the Data » Custom export menu
Data format Explanation

Order data for customs

The exported CSV file contains order data relating to exportation, e.g. shipping costs.

BMECat

BMECat is a standardised, XML-based exchange format for catalogue data and product classification systems in the B2B field.

CleverReach

The export transmits data of all orders with status 7 of the previous day to the email marketing software CleverReach.

Collmex accounting

The export is optimised for the ERP solution Collmex and exports sales or customer data. You can export data of one or multiple locations in order to import this data in Collmex. When you export sales data, Collmex uses payment condition IDs for the correct assignment. Please note that the Collmex website is only available in German.

Financial accounting

The CSV file may either contain only the data from outgoing item invoices or from the plentymarkets POS receipts or it may contain data from both sources. The export is DATEV compliant. You can export data of one or multiple locations. Select UTF-8 as the import character set and select semicolon as the separator.
Tip: Use a software for the CSV import that allows you to select these parameters before importing the file.

Manufacturer commissions

The exported CSV file contains commissions that are saved in the manufacturer data.

Price list

The exported CSV file contains item data and the corresponding prices.

Invoice book

The exported CSV file contains a list of all invoices and credit notes that were generated on the selected date or within a month. Select Latin as the import character set and select semicolon as the separator.

Revenue by order date

The exported CSV file contains sales data by the date the order was received.
Note: If you want to use a data export for the advance return for tax on sales/purchases, then we recommend that you use the export Outgoing item invoices, as the case of entitlement first goes into effect when the goods are delivered. A further advantage is that it does not result in as many credit notes/cancelled invoices, when services are not paid for or when changes are made to the order before the invoice has been issued.

VAT number check

The exported CSV file contains customer data of checked customers as well as their VAT number. The entry in the valid column of the exported CSV file tells you whether or not the customer has a valid VAT number. The entry 0 stands for invalid and 1 stands for valid.
The VAT number is automatically checked during the order process in your store. You can manually check the VAT number of customers who bought your items on other markets. For further information about the VAT number check, refer to the Checking the VAT number chapter of the manual.
Important: Place a check mark next to the option Active. If you do not place a check mark, then all of the VAT number check data will be exported and th time period that was selected will be ignored.

Sold quantities of items

The exported CSV file contains a list of all sold items and of the sold quantity within a certain time period. You choose theormation that you want to include in the export.

Outgoing item invoices

The exported CSV file contains a list of invoice data that was generated on the selected date or within a month. A memo is saved for every invoice according to the VAT rate. In addition, the memo that belongs to the order will be exported. Select Latin as the import character set and select comma as the separator.

Xero

The exported CSV file contains sales data from UK orders for the data exchange with the accounting software Xero. You can export data of one or multiple locations.
VAT rates have to be given the exact same names that Xero uses. Go to System » Client » Select client » Locations » Select location » Accounting » Tab: VAT rates. Enter a name behind the VAT rate.

Payment documents

The exported CSV file contains incoming payments that are assigned to an order. The invoice data is retrieved according to the payment method.

Next, you will learn how to export the data formats mentioned above.

Exporting a predefined data format:

  1. Go to Data » Custom export.

  2. Select a data format from the drop-down list. Pay attention to the information given in [table-preconfigured-export-formats].

  3. Click on Add.
    → The export format will be created and added to the list.

  4. Carry out the settings. Pay attention to the information given in Table 1. The table only lists settings that require additional explanation.

  5. Save the settings.

  6. Click on Export data.
    → The export file will be created.

  7. Save the file on your computer so that you can use it later.

Column header names

If you change the names of the column headers after the export, then the data cannot be correctly assigned when importing the file. This is because plentymarkets uses the column header names for assignment. When you import your data into other external systems, it might be necessary to adapt the column header names for correct assignment.

Table 2. Settings; exporting data formats
Setting Explanation

Name

Adopt the default name or enter an individual name.

Company No.

Only for the Collmex accounting data format. This option is only relevant if you use Collmex to manage data for more than one company. Number 1 is selected by default.

Free text field

Only for the Financial accounting data format. Refers to the free text fields linked with the item and their content. If you selected a free text field here, select the option One data record per stock unit (standard) for the format. This option is described below.

Format

Only for the Financial accounting data format.
One data record per invoice and VAT rate = One posting line per invoice and VAT rate. If an invoice only contains one VAT rate, only one posting line will be exported.
One data record per stock unit (standard) = One posting line per stock unit. The option One data record per stock unit (standard) is useful if you have saved individual revenue accounts for items in plentymarkets.

Item category to the level

Only for the Price list data format. Select a level to define up to which level items should be exported.

Date
Period

Select day, month and year to only export the data of this specific date. Instead of a specific date, you can also export data of an entire month.
Sold quantities of items: The setting Date defines whether the data contained in the export is based on the date when the order was received or when the payment was received.

AccountCode

Only for the Xero data format. Enter the AccountCode as saved in Xero.

Company location

Only for the Xero data format. Select the country where the company is located, as saved in Xero. This setting defines how prices and dates will be formatted and thus fulfils the import requirements for Xero.

Additionally retrieve and include the interim transaction report

Only for the Payment documents data format. Activate to retrieve and export interim transaction reports.
In the interim transaction report, you can see payments that have not been booked yet but that the bank already knows of and that will be booked soon. This type of information allows you to send items even earlier and make your service even better.
Important: You may have to contact your bank in order to see interim transaction reports.

3. Exporting customised data formats

In the Data » Dynamic export menu, you can create individual data formats, which contain exactly those data fields that you want to export. Here, the data fields are also predefined, but you have the choice to determine which fields you want to export. This means that this data format gives you more flexibility compared to the predefined data formats. The data is exported in a file. You can then make this file available to a specific tool or interface, such as a specific market. You also edit existing data formats in this menu.

The Data formats page of the manual gives you an overview of the data formats that you can customise. The subpages provide detailed descriptions of the data formats. You will learn which data fields you need to activate and which filters and procedures you need to set so that your data will be exported correctly. Most of the data formats can be reimported to plentymarkets after you have edited them.

Depending on the data format type you select, the Fields, Filter and Procedures tabs will be available after you have created the new data format. The Fields and Filter tabs are available for every format and the Procedures only in a few. Table 3 explains the tabs in the Data » Dynamic export menu.

Table 3. Tabs in the Data » Dynamic export menu
Tab Explanation

Fields

Activate the fields in the Export column to export this data. The name can be changed in the Individual field name column. This name is displayed as the column header in the export file. Select the option None, Import or Synchronisation in the Import procedure column. Use the Position column to define the position that the data field will be exported to in the output file.

Filter

Activate data fields or functions and select values for the filters. Afterwards, only the data will be exported that exactly matches the selected characteristics.
There are different options available in the drop-down lists depending on the filter option you are working with. Selecting the data field allows you to edit the fields Operator and Value. Depending on the data field, you will either be able to select values from a drop-down list or values will have to be entered into a text field.
Example: Place a check mark in the Active column for the data field/function ItemID. Select the operator > from the drop-down list and enter the item ID in the text field in the Value column. Only items with an ID higher than the one you entered will be exported.

Procedures

Select the procedure that is to be carried out.
Example: Activate the ItemLastUpdateTimestamp procedure. Select the set the current date option from the drop-down list. A timestamp will be added to items during the export, indicating when the items were last changed.

The data formats that you created can be exported from the Fields tab. The data is exported into a file. You also have the possibility of opening the export file in a spreadsheet program, editing it and then importing it into your plentymarkets system again.

Proceed as described below to export the data format.

Exporting the data format:

  1. Go to Data » Dynamic export.

  2. Click on the New data format tab.

  3. Select a Data format type from the drop-down list.
    → A Data format name will be assigned automatically, which is composed of a name and a number. You can change the name here.

  4. Save the settings.
    → The data format that you have just created will be listed in the Edit data format tab.

  5. Expand the data format.
    → The available tabs of the data format will be displayed.

  6. Carry out the settings. Pay attention to the information given in Table 3.

  7. In the Fields tab, enter the Number of lines to be exported. Pay attention to the following note regarding the line limitation.

  8. In the Starting in line field, enter which line the data export should begin from.
    → Line 0 = Column title.

  9. Save the settings.

  10. Click on Export data.
    → The data will be exported in a CSV file.

  11. Save the CSV file on your computer so that you can use it later.

Data export is limited to a maximum of 6000 lines

In the Number of lines line, you enter how many data records should be exported (one data record per line). The export is limited to a maximum of 6000 lines.
If you want to export 10,000 lines, for example, then export the first 6,000 lines and carry out a second export afterwards. With the second export, enter the value 4000 in the Number of lines line and enter the value 6001 in the Starting in line line.

4. Exporting data formats for price search engines

Use the menu Data » Elastic export to create export formats, e.g. for price search engines, price comparison portals, markets and affiliate service providers. This chapter lists the export formats that are available in plentymarkets and teaches you how to create, edit and filter them. You have to install the plugin Elastic export from the plentyMarketplace before you can use the elastic Export in plentymarkets.

4.1. Registering with the price search engine

Before you can transfer your export format to a price search engine, you will have to register on the price search engine’s website and follow any instructions given there. Refer to Table 4 for links to the price search engines, price portals, markets and affiliate service providers that have a plugin interface in plentymarkets. All data formats, except BolOfferExport and BolItemExport, have to be installed from theplentyMarketplace first.

4.2. Overview of export formats

Table 4. Available export formats
Export format Explanation

AwinCOM

AWIN offers performance-based online and affiliate marketing.

BasicPriceSearchEngine

Use the format BasicPriceSearchEngine if you do not which to select a specific price search engine. It can be used for most price search engines.

BeezUp

BeezUP is a tool for managing and improving the way items are presented in price comparison portals, on markets and with affiliate services.

BelboonDE

The affiliate network belboon specialises in the implementation of performance marketing measures.

BilligerDE

billiger.de is a TÜV certified German price comparison portal. The platform also offers test reports and customer reviews. Please note that this website is currently only available in German.

CdiscountCOM

Items are sold on the market Cdiscount. For further information about this market, refer to the Setting up Cdiscount page of the manual.

Check24

Items are sold on the market Check24.

EcondaDE

econda offers a controlling solution for analysing and improving online stores comprehensively.

FashionDE

Fashion.de is a price comparison portal for fashion and lifestyle. Please note that this website is currently only available in German.

GeizhalsDE

Geizhals (English: skinflint) is an independent price comparison and information platform that specialises in hardware and consumer electronics. The plugin currently only matches the German platform.

GoogleShopping

The price comparison portal GoogleShopping offers search and comparison functions as well as links to the product pages in other online stores. Store owners can display their products in Google Shopping lists within the Google search. Stores are billed for the service per click. This format is based on Google Shopping International. Therefore, linked property values and availabilities have to be saved in Englisch.

GuenstigerDE

guenstiger.de is a price comparison portal that also offers customer opinions, test reports and seller reviews. Please note that this website is currently only available in German.

IdealoDE

Idealo is a German price comparison portal that also offers test reports, price notifications and product comparisons. Please note that this website is currently only available in German.

KaufluxDE

Items are sold on the market Kauflux. For further information about this market, refer to the Setting up Kauflux page of the manual.

KelkooBasicDE

Kelkoo is a price comparison search engine for shopping and travel. The basic service allows users to design and manage their product listings individually. Clicks are paid for with prepaid credit.

KelkooPremiumDE

Kelkoo is a price comparison search engine for shopping and travel. The premium service includes a complete integration with personal support by an account manager.

KuponaDE

KUPONA is an agency for online performance marketing. It is active in the fields of display performance advertising, retargeting, affiliate marketing and product data marketing.

MyBestBrandsDE

mybestbrands is a recommendation platform for greatly discounted fashion and lifestyle products, as well as for electronic products from well known, brand name manufacturers. Please note that this website is currently only available in German.

PreisRoboterDE

PreisRoboter is a product and price search engine that offers full text search and price comparisons. Please note that this website is currently only available in German.

RakutenDE

Items are sold on the market Rakuten. For further information about this market, refer to the Setting up Rakuten page of the manual.

SchuheDE

schuhe.de is an online platform by the ANWR Group that links online stores with stationary specialist shops. Please note that this website is currently only available in German.

ShippingProfiles

Use this format to export the shipping profiles.

Shopping24DE

shopping24 is a subsidiary of the Otto Group and an online portal for price and product comparisons. Please note that this website is currently only available in German.

ShoppingCOM

Shopping.com is an international product and price comparison service.

ShopzillaDE

Shopzilla is a price comparison platform.

TracdelightCOM

tracdelight is a network for advertising agencies and publishing companies that focus on fashion and lifestyle.

treepodia

treepodia offers you the possibility to automatically create product videos from item images and to integrate them into the item layouts in the online store.

TwengaCOM

Twenga is an international shopping platform that offers comprehensive price comparisons.

4.3. Creating export formats

This chapter teaches you how to create new export formats and which settings you can carry out. All data formats, except BolOfferExport and BolItemExport, have to be installed from the plentyMarketplace first.

Creating a new export format:

  1. Go to Data » Elastic export.

  2. Click on New export.

  3. Carry out the settings. Pay attention to the information given in Table 5.

  4. Save the settings.
    → The export format is given an ID and it appears in the overview within the Exports tab.

Table 5. Settings for a new export
Setting Explanation

Settings

Name

Enter a name. The export format is listed by this name in the overview within the Exports tab.

Type

Select the type from the drop-down list. Currently, Item is the only available option. Further options will be available soon.

Format

Select a format for the price portal from the drop-down list. Only formats that were installed from the plentyMarketplace are available. Exception: BolOfferExport and BolItemExport.

Limit

Enter a number. If you want to transfer more than 9,999 data records to the price search engine, then the output file will not be generated again for another 24 hours. This is to save resources. If more than 9,999 data records are necessary, the setting Generate cache file has to be active.

Generate cache file

Place a check mark if you want to transfer more than 9,999 data records to the price search engine. The output file will not be regenerated for another 24 hours. We recommend that you do not activate this setting for more than 20 export formats. This is to ensure a high performance of the elastic export.

Provisioning

Select URL, FTP or Admin area.
Different fields will appear depending on which option is selected here.
URL: Use this option to generate a token for authentication in order to allow external access.
FTP: Server on which the file is saved.
Admin area: External access is not possible.

Token,
URL

If you have selected the option URL under Provisioning, then click on Generate token. The token will be entered automatically. The URL is entered automatically if the token has been generated under Token.

Server,
Port,
User name,
Password,
Path,
Transfer

If you selected the option FTP under Provisioning, then enter the parameters. The standard FTP port is 21.
Transfer: If you selected the option FTP under Provisioning, then select an intervall for the transfer of data. If you select the setting Schedule, then select a time frame for the data transfer under Schedule.

File name,

If you selected the option Admin area under Provisioning, then enter the file name. The file name has to have the ending of the file format, e.g. use the suffix .csv for a CSV file.

Item filters

Add item filters

Select an item filter from the drop-down list and click on Add. There are no filters set in default. It is possible to add multiple item filters from the drop-down list one after the other.

  • Variations = Select the variations to be transferred.

    • Transfer all = All variations are transferred.

    • Only transfer main variations = Only main variations are transferred.

    • Do not transfer main variations = Only the other variations of an item are transferred. Main variations are ignored.
      Tipp: Use if the main variations are virtual and not sellable products.

    • Only transfer single variations = Only those main variations of items are transferred that only have a main variation and no other variations.

  • Markets = Select one market, several or ALL. The availability for all markets selected here has to be saved for the item. Otherwise, the export will not take place.

  • Currency = Select a currency.

  • Category = Activate to transfer the item with its category link. Only items belonging to this category will be exported.

  • Image = Activate to transfer the item with its image. Only items with images will be transferred.

  • Client = Select Client.

  • Stock = Select which stocks you want to export.

  • Flag 1 - 2 = Select the flag.

  • Manufacturer = Select one, several or ALL manufacturers.

  • Active = Only active variations will be exported.

Format settings

Product URL

Choose the URL that you wish to transfer to the price comparison portal. You can choose between the item’s URL and the variation’s URL. URLs of variations can only be transferred in combination with the Ceres store.

Client

Select a client. This setting is used for the URL structure.

URL parameter

Enter a suffix for the product URL if this is required for the export. This character string will be added to the product URL if you have activated the transfer option for the product URL further up.

Order referrer

Select the order referrer from the drop-down list. This setting depends on the selected order referrer and is needed for the SKU generation.

Marketplace account

Select the market account from the drop-down list. The selected referrer will be added to the product URL so that sales can be analysed later.

Language

Select the language from the drop-down list.

Item name

Select Name 1, Name 2 or Name 3. These names are saved in the Texts tab of the item.
Enter a number into the Maximum number of characters (def. Text) field if desired. This will specify how many characters will be exported for the item name.

Preview text

Select the text that you want to transfer as preview text.
Enter a number into the Maximum number of characters (def. text) field if desired. This will specify how many characters should be exported for the preview text.
Activate the option Remove HTML tags if you want HTML tags to be removed during the export.
If you only want to allow specific HTML tags to be exported, then enter these tags into the field Permitted HTML tags, separated by comma (def. Text). Use commas to separate multiple tags.

Description

Select the text that you want to transfer as description.
Enter a number into the Maximum number of characters (def. text) field if desired. This will specify how many characters should be exported for the description.
Activate the option Remove HTML tags if you want HTML tags to be removed during the export.
If you only want to allow specific HTML tags to be exported, then enter these tags into the field Permitted HTML tags, separated by comma (def. Text). Use commas to separate multiple tags.

Target country

Select the target country from the drop-down list.

Barcode

Select the ASIN, ISBN or an EAN from the drop-down list. The barcode has to be linked to the order referrer selected above. If the barcode is not linked to the order referrer it will not be exported.

Image

Select Position 0 or First image to export this image.
Position 0 = An image with position 0 is transferred.
First image = The first image is transferred.

Image position of the energy label

Enter the position of the energy label. Every image that should be transferred as an energy label must have this position.

Stock buffer

The stock buffer for variations with limitation to the net stock.

Stock for variation without stock limitation

The stock for variations without stock limitation.

Stock for variations with no stock administration

The stock for variations without stock administration.

Live currency conversion

Activate this option to convert the price into the currency of the selected country of delivery. The price has to be released for the corresponding currency.

Retail price

Select gross price or net price from the drop-down list.

Offer price

Activate to transfer the offer price.

RRP

Activate to transfer the RRP.

Shipping costs

Activate this option if you want to use the shipping costs that are saved in a configuration. If this option is activated, then you are able to select the configuration and the payment method from the drop-down lists.
Activate the option Transfer flat rate shipping charge if you want to use a fixed shipping charge. If this option is activated, a value has to be entered in the line underneath.

VAT note

Enter text. This amount includes the VAT but does not include shipping.

Item availability

Activate the overwrite option and enter item availabilities into the fields 1 to 10. The fields represent the IDs of the availabilities. This overwrites the item availabilities that are saved in the menu System » Item » Item availability.

4.4. Editing export formats

All of the export formats that you created are displayed in the overview. Use the Customise the layout function to select the columns to be displayed. Point your cursor over the title bar and click on Customise the layout. A window will open and you can activate or deactivate the columns. The following columns are available:

  • ID

  • Name

  • Download

  • Type

  • Format

  • Limit

  • Last updated at

  • Created at

  • Delete

Open an export format to check or edit its settings.

Editing an export format:

  1. Go to Data » Elastic export.

  2. Open the export format.

  3. Change the settings. Pay attention to the information given in Table 5 and Table 6.

  4. Save the settings.

An export format’s toolbar
Figure 1. An export format’s toolbar
Table 6. An export format’s toolbar
Icon Explanation

Save

Save the settings.

ID

ID of the export format. The ID is assigned automatically.

Copy

Copy the export format with all of its settings.

Download

Download the export file.

Last export change

Date and time when changes were last made.

Created at

Date and time when the export was created.

Delete

Delete the export format.

4.5. Filtering export formats

You can use specific criteria to filter your export formats. This helps to reduce the results displayed in the Exports tab.

Filtering export formats:

  1. Go to Data » Elastic export.

  2. Carry out the settings in the Filter area. Pay attention to the information given in Table 7.

  3. Click on Search.

Table 7. Filter settings in the Data » Elastic export menu.
Filters Explanation

ID

Enter a number.

Name

Enter part of a name or the full name.

Type

Select the type item or All from the drop-down list.

Format

Select a format from the drop-down list. A list of all the export formats that match the selected format will be displayed.

Deleting search criteria

Click on Reset to delete the search criteria. Then click on Search again. All of your export formats will be displayed in the overview and you can select new filters.

5. Exporting stock

The export of your stock is one step in the process of stocktaking for example. You will receive a CSV file containing all relevant data fields.

You can export your current stock by going to Data » Export » Dynamic export. Use the data format Stock. Pay attention to the note about mandatory fields of this data format on the Stock page of the manual.

Carrying out the data export:

  1. Go to Data » Dynamic export.

  2. Expand the data format Stock.
    → If the data format is not available yet, create it as described above.

  3. Carry out the settings. Pay attention to the information given in Table 8.

  4. Save the settings.

  5. Click on Export data.
    → A CSV file will be generated. You can edit and reuse the file again later. For example, you could import the file after having edited the data as needed.

Table 8. Dynamic export; export options
Setting Explanation

Number of lines

Enter the number of lines that should be exported, assuming that you would like to limit this number (default setting: 6000).

Starting in line

If needed, enter which line the data export should begin from (default setting: 0).

Stock

Select one of the following options. This stock will be exported.
All = All of the stock will be exported.
Below reorder level = Stock data will only be exported for items that are below the reorder level.
Reorder level reached/below = Stock data will only be exported for items that have reached or are below the reorder level.
Negative net stock or net stock is 0 = Stock data will only be exported for items with a net stock that is less than or equal to 0.
Negative net stock = Stock data will only be exported for items with negative net stock.
Negative physical stock or physical stock is 0 = Stock data will only be exported for items with a physical stock that is less than or equal to 0.
Negative physical stock = Stock data will only be exported for items with negative physical stock.
Positive net stock = Stock data will only be exported for items with positive net stock.
Positive physical stock = Stock data will only be exported for items with positive physical stock.

Item bundle

Select whether the data should be exported with or without item bundles.

Supplier

Select ALL or a specific supplier.

You may decide that the CSV file contains data fields that you don’t need. Pay attention to the information given in Table 8. If so, then delete the unnecessary columns and save the file on your computer. In the column Stock, you can now enter the actual stock for each item. Determine the actual stock and enter the values into the Stock column within the CSV file. Save the changes.

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