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eBay Fulfillment integration guide

Adhering to the current e-commerce standards is essential for your business success. The customer expectations rise - deliveries should always be made free of charge, quickly and reliably. eBay Fulfillment allows you to adhere to these standards: All items meet the service standard requirements for eBay Plus and contribute to your company’s sales growth.

Fiege MegaCenter Erfurt4

In the eBay Fulfillment program, leading e-commerce providers make an independent and competitive fulfilment and shipping network available: The pioneer of full-service logistics, Fiege, benefits from almost 150 years of logistics experience, innovative thinking and maximum flexibility. Through professional order management, synchronisation of stock movement as well as provision and upload of tracking numbers, the omni-channel ERP provider plentymarkets connects the different sales channels, fulfilment locations and logistics with each other.

1. Plugin download and installation

1.1. Downloading and installing the eBay OAuth2 plugin

Download the eBay OAuth2 plugin for free from plentyMarketplace. To be able to do this, you must be logged into the plentymarkets back end. To do so, proceed as follows:

Downloading and installing the eBay OAuth2 plugin:

  1. Go to Plugins » Plugin overview.

  2. Click on plentyMarketplace (see [bild-plugin-uebersicht]).
    → A new browser tab opens.

  3. Enter eBay OAuth2 in the search.

  4. On the eBay OAuth2 plugin page, click on Go to checkout.

  5. Buy the plugin.
    → The plugin is unlocked for your system.

  6. In the Plugins » Plugin overview menu, select the Not installed option.

  7. Click on Search () to find the plugin you have just purchased.
    → The plugin is displayed.

  8. Click on Install plugin in the line of the plugin on the right side (see [bild-plugin-installieren]).
    → A window opens.

  9. Select the latest version of the plugin and click on Install.

  10. Click on the globe (Active) on the far left in the line of the plugin (see [bild-plugin-aktivieren]).

  11. Save () the settings.
    → The plugin is saved and deployed.

eBay Fulfillment plugins plugin overview plentyMarketplace
Figure 1. Plugins » Plugin overview menu > plentyMarketplace
eBay Fulfillment install plugin
Figure 2. Installing a plugin
eBay Fulfillment activate plugin
Figure 3. Activating a plugin

Make sure that an account exists in your plentymarkets back end in the System » System settings » Markets » eBay » Accounts » OAuth2 menu. If you do not have an account yet, add it in the Setup » Markets » eBay » Accounts menu.

1.2. Downloading and installing the eBay Fulfillment plugin

After you have been activated by eBay, go to the plentyMarketplace, purchase the eBay Fulfillment plugin free of charge and install it. Proceed in the same way as described in the instructions in chapter Downloading and installing the eBay OAuth2 plugin.

Different loading time when deploying the plugin

It is possible that the above steps 8 - 10 will need more time with the eBay Fulfillment plugin than with the previously installed OAuth2 plugin.

2. System settings for eBay Fulfillment

2.1. Activating an order referrer

By deploying the eBay Fulfillment plugin, the order referrer eBay Fulfillment is automatically available in the System » System settings » Orders » Order referrer menu. You must activate this order referrer.

Activating an order referrer:

  1. Open the menu Setup » Orders » Order referrer in your plentymarkets back end.

  2. Search for eBay Fulfillment.

  3. Activate the option by placing a check mark (see [bild-auftragsherkunft-aktivieren]).

  4. Save () the settings.

eBay Fulfillment activate order referrer
Figure 4. Activating the order referrer eBay Fulfillment

2.2. Creating an EBFSKU

Barcodes are used to identify items in plentymarkets. To uniquely identify the item between eBay Fulfillment and plentymarkets, create the barcode EBFSKU.

Creating the EBFSKU:

  1. Open the Setup » Item » Barcode menu in your plentymarkets back end.

  2. Click on New barcode.

  3. Enter the name EBFSKU.

  4. Select the setting CODE128 as Type.

  5. Save () the setting.
    → The barcode opens.

  6. Select eBay Fuflillment as referrer (see [bild-ebfsku-erstellen]).

  7. Save () the setting again.

Item must have an EBFSKU

Note that eBay Fulfillment cannot manage items that have no EBFSKU. Therefore, shipments of items that have no EBFSKU will be rejected by the fulfilment service provider.

eBay Fulfillment create ebfsku
Figure 5. Creating an EBFSKU in the Setup » Item » Barcode menu

2.3. Setting up a warehouse

Set up 2 warehouses for eBay Fulfillment. Note that additional costs may occur when you book another sales warehouse. The costs depend on your plentymarkets tariff.

Setting up warehouse 1 of warehouse type Sales:

  1. Open the Setup » Stock » Warehouse menu in your plentymarkets back end.

  2. Click on New warehouse.

  3. Enter the name, e.g. eBay Fulfillment Sales (see [bild-lager-erstellen]).
    Note: This warehouse is managed by eBay Fulfillment.

  4. Select Sales as Warehouse type.

  5. Select Own warehouse as Logistics type.

  6. Save () the settings.
    → The warehouse opens.

  7. Enter the address of the warehouse.

  8. For the option Available for order referrers (with automatic warehouse selection), select the order referrers that should be used for this warehouse (see [bild-auftragsherkuenfte-lager]).
    → Using the control resp. command button, you can select multiple referrers.

  9. Save () the settings again.

Setting up warehouse 2 of warehouse type Other:

  1. Open the Setup » Stock » Warehouse menu in your plentymarkets back end.

  2. Click on New warehouse.

  3. Enter the name, e.g. eBay Fulfillment Exception.

  4. Select Other as Warehouse type.

  5. Select Own warehouse as Logistics type.

  6. Save () the settings.
    → The warehouse opens.

  7. Enter the address of the warehouse.

  8. Save () the settings again.

eBay Fulfillment create warehouse
Figure 6. Creating a warehouse
eBay Fulfillment order referrers warehouse
Figure 7. Selecting the order referrers for the warehouse

2.4. Setting up a shipping service provider and a shipping profile

Make sure that a shipping service provider and a shipping profile have been set up for all shipping service providers used for the eBay Fulfillment program.

Create a shipping profile and a shipping service provider

For each new fulfilment service provider, a new shipping service provider as well as a new shipping profile must be available.

2.4.1. Activating countries of delivery

eBay Fulfillment offers shipping to the following countries:

  • Germany

  • Austria

  • Italy

  • Belgium

  • Netherlands

  • United Kingdom

To work correctly with these countries in plentymarkets, these countries of delivery must be activated in your plentymarkets system.

Note

Due to the limited number of active countries of delivery, delivery restrictions via other markets might occur.

Activating countries of delivery:

  1. Open the Setup » Orders » Shipping » Settings menu.
    → The Countries of delivery tab opens.

  2. Use the drop-down list in the Active column to set countries of delivery to Active.

  3. In the Language column, select the language you want to activate for the country of delivery.

  4. Save () the settings.

2.4.2. Setting up the shipping service provider

In plentymarkets back end, in the System » System settings » System settings » Orders » Shipping » Options » Tab: Shipping service provider menu, the shipping service provider, e.g. Hermes, must be created and its tracking URL saved.

Setting up the shipping service provider:

  1. Go to System » System settings » Orders » Shipping » Settings » Tab: Shipping service provider.

  2. Click on New in the Overview tab.
    → A new line is added at the bottom of the overview.

  3. Enter the name of the shipping service provider, e.g. Hermes, in the Name (en) field.
    Note: This name is visible for your customers in the online store.

  4. In the Name (back end) field, enter the name of the shipping service provider or an alternative name for internal use.
    Note: This name is not visible for your customers.
    Tip: If you have already set up a Hermes shipping profile, use an other name, e.g. eBay Fulfillment.

  5. Select the shipping service provider, e.g. Hermes, from the drop-down list.

  6. Enter the tracking URL of the shipping service provider in the field Tracking URL (e.g. for Hermes: https://tracking.hermesworld.com/?TrackID=$PaketNr))
    → Contact your provider and ask for the tracking URL, if necessary.

  7. Save () the settings.

eBay Fulfillment create shipping service provider
Figure 8. Creating a shipping service provider

2.4.3. Setting up a shipping profile

In plentymarkets back end in the System » System settings » System settings » Orders » Shipping » Options » Tab: Shipping profiles menu, a shipping profile must be available with this shipping service provider.

Setting up a shipping profile:

  1. Go to System » Orders » Shipping » Settings » Tab: Shipping profiles.

  2. Click on New.

  3. Select the shipping service provider that you have just created from the drop-down list.

  4. Enter the names in the fields Name and Name (back end), e.g. Hermes.

  5. In the area Client (stores), place a check mark next to your online store.

  6. In the area Order referrer, place a check mark next to the referrers that you want to process with eBay Fulfillment.

  7. Save () the settings.

2.5. Creating order statuses

For a better overview, it is recommended that you create order statuses for inbound and outbound as well as for inbound and outbound orders that have not been sent.

If the inbound or outbound order could not be sent, go to System » System settings » Orders » Shipping » Fulfilment » eBay Fulfillment » Settings. For Inbound order not sent and Outbound order not sent set the statuses so that the orders can be found and checked accordingly.

Only use free, unused order statuses

Search for free, unused order statuses and use them. Do not overwrite order status that are already in use. This may cause malfunctions since they might be uses in other areas in your system.

Select the statuses between 5 and 8.

2.5.1. Order status for inbound order (used for event procedures)

Creating an order status for inbound order:

  1. Open the menu Setup » Orders » Order referrer in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. 5.4.3*.

  4. In the field Name for new status, enter the name, e.g. eBay Fulfillment Inbound.

  5. Save () the settings.
    → The new order status [5.3] eBay Fulfillment Inbound is created.

2.5.2. Order status for inbound order sent (automatic status update by plugin)

In case of a successful transmission of the inbound order to eBay Fulfillment, the order is automatically changed to the status Inbound sent. This is done if you have carried out the following settings:

Creating the order status for eBay Fulfillment Inbound sent:

  1. Open the menu Setup » Orders » Order referrer in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. *5.31 *.

  4. In the field Name for new status, enter the name, e.g. eBay Fulfillment Inbound sent.

  5. Save () the settings.
    → The new order status [5.31] eBay Fulfillment Inbound sent is created.

2.5.3. Order status for inbound order not sent (automatic status update by plugin)

Creating the order status for Inbound order not sent:

  1. Open the menu Setup » Orders » Status in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. 5.5.

  4. In the field Name for new status, enter the name, e.g. eBay Fulfillment Inbound not sent.

  5. Save () the settings.
    → The new order status [5.5] eBay Fulfillment Inbound not sent is created.

2.5.4. Order status for outbound order (released for shipping, used in event procedure)

Creating an order status for outbound order:

  1. Open the menu Setup » Orders » Status in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. 5.4.

  4. In the field Name for new status, enter the name, e.g. eBay Fulfillment Outbound.

  5. Save () the settings.
    → The new order status [5.4] eBay Fulfillment Outbound is created.

2.5.5. Order status for Outbound order sent (automatic status update by plugin)

Creating an order status for Outbound order sent:

  1. Open the menu Setup » Orders » Status in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. 5.41.

  4. In the field Name for new status, enter the name, e.g. eBay Fulfillment Outbound sent.

  5. Save () the settings.
    → The new order status [5.41] eBay Fulfillment Outbound sent is created.

2.5.6. Order status for outbound order not sent (automatic status update by plugin)

Creating an order status for Outbound order not sent:

  1. Open the menu Setup » Orders » Status in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. 5.6..

  4. In the field Name for new status, enter the name, e.g. eBay Fulfillment Outbound not sent.

  5. Save () the settings.
    → The new order status [5.6] eBay Fulfillment Outbound not sent is created.

2.5.7. Creating an order status for rejected order by fulfilment service provider

Creating an order status for rejected order by fulfilment service provider:

  1. Open the menu Setup » Orders » Status in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. 5.7.

  4. In the field Name for new status, enter the name, e.g. Order rejected.

  5. Save () the settings.
    → The new order status [5.7] Order rejected is created.
    → Afterwards, you can filter this status manually or set up an event procedure. This allows you to further edit the orders with this status. How to set up event procedures, is described in the following.

2.5.8. Order status for cancellation of inbound order

Creating the order status for Cancellation of inbound order:

  1. Open the menu Setup » Orders » Status in your plentymarkets back end.

  2. Click on New status.

  3. In the field New status, enter the number, e.g. 8.2.

  4. In the field Name for new status, enter the name, e.g. eBay Fulfillment cancellation Inbound sent.

  5. Save () the settings.
    → The new order status [8.2] eBay Fulfillment cancellation Inbound sent is created.

2.6. Automation settings

In plentymarkets, it is possible to have routine tasks done by your system. When using the eBay Fulfillment services, the automatic sending of inbound notifications to eBay Fulfillment as well as the automatic booking of outgoing items facilitate your everyday life.

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 easy to understand: Certain events trigger specific procedures.

2.6.1. Setting up an event procedure for eBay Fulfillment Inbound

Setting up an event procedure for eBay Fulfillment Inbound:

  1. Open the menu Setup » Orders » Events in your plentymarkets back end.

  2. Click on Add event procedure ().

  3. Enter the name eBay Fulfillment Inbound.

Triggering event

  1. From the Event drop-down list, select the option Order change > Status change.

  2. Select from the drop-down list Status the newly created status for inbound.

  3. Save () the settings.

Filter criteria for orders

  1. Click on Add filter ().

  2. Select the filter Order > Order type.

  3. Click on Add.

  4. Activate the option Order.

  5. Click on Add filter ().

  6. Select the filter Order > Referrer.

  7. Click on Add.

  8. Activate the option Manual entry only.
    Important: Do not activate any other options here.

Executing procedure

  1. Click on Add procedure (). Select the Plugins > Send Ebay inbound notification procedure.
    Note: This procedure is only available if you have installed and deployed the eBay Fulfillment plugin.
    Note: Goods delivery notification to logistics partner = Inbound notification

  2. Place a check mark next to the word Active to activate the event procedure.

  3. Save () the settings.

2.6.2. Setting up an event procedure for eBay Fulfillment Outbound

Setting up an event procedure for eBay Fulfillment Outbound:

  1. Open the menu Setup » Orders » Events in your plentymarkets back end.

  2. Click on Add event procedure ().

  3. Enter the name eBay Fulfillment Outbound.

Triggering event

  1. From the Event drop-down list, select the option Order change > Status change.

  2. Select from the drop-down list Status the newly created status for outbound.

  3. Save () the settings.

Filter criteria for orders

  1. Click on Add filter ().

  2. Select the filter Order > Order type.

  3. Click on Add.

  4. Activate the option Order.

  5. Activate the option Delivery order.

  6. Click on Add filter ().

  7. Select the filter Order > Order warehouse.

  8. Click on Add.

  9. Activate the option eBay Fulfillment Sales.

  10. Click on Add filter ().

  11. Select the filter Shipping > Country of delivery.

  12. Click on Add.

  13. Activate the options Germany, Austria, Italy, Belgium, Netherlands and UK.

Executing procedure

  1. Click on Add procedure ().

  2. Select the procedure Plugins > Send shipping release to logistics partner.
    Note: This procedure is only available if you have installed and deployed the eBay Fulfillment plugin.
    Note: Shipping release to logistics partner= Outbound notification.

  3. Click on Add.

  4. Place a check mark next to the word Active to activate the event procedure.

  5. Save () the settings.

2.6.3. Setting up the event procedure for automated shipment tracking (sending the tracking URL) (optional)

With your plentymarkets system, it is possible to send a shipping confirmation via email to your customers. This requires that you saved the login details of your email server and created a corresponding email template in your system.

  1. In the plentymarkets back end, go to System » System settings » Client » Standard » Email » Templates » General templates > Order: Shipping confirmation.

  2. Click on the Email message tab.
    → Here, you find a text that is saved in your system by default. You may change this text.

  3. Insert the variable $TrackingURL in the desired place of the text.

  4. Save () the settings.

Overview of all template variables

Click in the tab Email templates on the button Template variables and functions (on the right, next to the save button) to get an overview of all variables that you can insert in your email templates.

The following steps explain how you automatically send a shipping confirmation to your customers.

  1. Open the menu Setup » Orders » Events in your plentymarkets back end.

  2. Click on Add event procedure ().

  3. Enter the name, e.g. Automated Tracking Outbound.

Triggering event

  1. From the Event drop-down list, select the option Order change > Package number.

Filter criteria for orders

  1. Click on Add filter ().

  2. Select the filter Order > Order type.

  3. Click on Add.

  4. Activate the option Order.

  5. Activate the option Delivery order.

  6. Click on Add filter ().

  7. Select the filter Order > Order warehouse.

  8. Click on Add.

  9. Activate the option eBay Fulfillment Sales.

  10. Click on Add filter ().

  11. Select the filter Order > Referrer.

  12. Click on Add.

  13. Activate all referrers except eBay.
    Important: eBay sends an individual confirmation mail with the corresponding tracking URL.

Executing procedure

  1. Click on Add procedure ().

  2. Select the procedure Customer > Send email.

  3. Click on Add.

  4. Within the procedure window, click on the arrow on the left-hand side so that the procedure overview opens.

  5. Click on Add ().

  6. In the first field, select the option Order: Shipping confirmation.

  7. In the second field, select the option Customer.
    → <bild-aktion-e-mail-versenden> shows the overview of a finalised procedure.

  8. Place a check mark next to the word Active to activate the event procedure.

  9. Save () the settings.

eBay Fulfillment settings procedure send email
Figure 9. Settings within the procedure Send email

2.6.4. Automated sending of an outbound order to eBay Fulfillment

In plentymarkets, it is possible to run the entire outbound process automatically without having to make any further manual settings. To implement this, create another event procedure as follows:

  1. Open the menu Setup » Orders » Events in your plentymarkets back end.

  2. Click on Add event procedure ().

  3. Enter the name, e.g. Automation Outbound.

Triggering event

  1. From the Event drop-down list, select the option Order change > Status change.

  2. From the Status drop-down list, select the option Cleared for shipping status.

  3. Save () the settings.

Filter criteria for orders

  1. Click on Add filter ().

  2. Select the filter Order > Order type.

  3. Click on Add.

  4. Activate the option Order.

  5. Activate the option Delivery order.

  6. Click on Add filter ().

  7. Select the filter Order > Order warehouse.

  8. Click on Add.

  9. Activate the option eBay Fulfillment Sales.

  10. Click on Add filter ().

  11. Select the filter Order > Payment method.

  12. Click on Add.

  13. Activate all payment methods except Cash on delivery.

  14. Click on Add filter ().

  15. Select the filter Shipping > Country of delivery.

  16. Click on Add.

  17. Activate the options Germany, Austria, Italy, Belgium, Netherlands and UK.

Executing procedure

  1. Click on Add procedure ().

  2. Select the procedure Order > Change status.

  3. Click on Add.

  4. Select the previously created status eBay Fulfillment Outbound from the drop-down list.

  5. Place a check mark next to the word Active to activate the event procedure.

  6. Save () the settings.

2.6.5. Setting up an event procedure for outgoing items

If eBay Fulfillment is able to process the order, the package number will automatically saved in the order. To then book the outgoing items and send the package number to eBay so that your customer can use the tracking service, set up another event procedure.

Setting up an event procedure for outgoing items:

  1. Open the menu Setup » Orders » Events in your plentymarkets back end.

  2. Click on Add event procedure ().

  3. Enter the name, e.g. eBay Fulfillment outgoing items.

Triggering event

  1. From the Event drop-down list, select the option Order change > Package number.

  2. Save () the settings.

Filter criteria for orders

  1. Click on Add filter ().

  2. Select the filter Order > Order warehouse.

  3. Activate the option eBay Fulfillment Sales.

Executing procedure

  1. Click on Add procedure ().

  2. Select the procedure Order > Book outgoing items.

  3. Click on Add.

  4. Place a check mark next to the word Active to activate the event procedure.

  5. Save () the settings.

2.6.6. Setting up an event procedure for cancellation notification of the inbound order

Set up an event procedure that automatically sends a cancellation notification of the inbound order to eBay Fulfillment. eBay Fulfillment will then inform Fiege about the inbound cancellation.

The email that will be sent has the following content:

Subject: Open advice note: Cancellation {XXXXX-XXXXX}

  • Note: The variable will be automatically filled with the first 5 characters of the system EBFSKU and the plentymarkets order ID.
    Example: {123AB-45678}

Content: Account {ebay user ID} has cancelled their PO.

  • Note: The eBay user ID will be automatically filled.

Setting up an event procedure for the cancellation notification:

  1. Open the menu Setup » Orders » Events in your plentymarkets back end.

  2. Click on Add event procedure ().

  3. Enter the name, e.g. Inbound cancellation.

Triggering event

  1. From the Event drop-down list, select the option Order change > Status change.

  2. Select from the drop-down list Status the newly created status for inbound cancellation notification.

  3. Save () the settings.

Filter criteria for orders

  1. Click on Add filter ().

  2. Select the filter Order > Order type.

  3. Click on Add.

  4. Activate the option Order.

  5. Click on Add filter ().

  6. Select the filter Order > Referrer.

  7. Click on Add.

  8. Activate the option Manual entry only.
    Important: Do not activate any other options here.

Executing procedure

  1. Click on Add procedure ().

  2. Select the procedure Plugins > Send cancellation notification of inbound to logistics partner.
    Note: This procedure is only available if you have installed and deployed the eBay Fulfillment plugin.

  3. Place a check mark next to the word Active to activate the event procedure.

  4. Save () the settings.

Important

In order that the cancellation notification can be sent to the fulfilment service provider, it is required that the login details of the email inbox from which you want to send the emails are saved in the plentymarkets back end.
How to proceed is described in the following chapter Saving the email server’s login details.

2.7. Saving the email server’s login details

In order that the cancellation notification can be sent to eBay Fulfillment, it is required that the login details of the email inbox from which you want to send the emails are saved in the plentymarkets back end.

Saving the email server’s access data:

  1. In the plentymarkets back end, go to System » System settings » Client » Select client » Email » Login details.

  2. Carry out the settings. Note the explanations in [tabelle-ebay-fulfillment-e-mail-server-zugangsdaten].

  3. Save () the settings.

Table 1. Saving the login details of the email server

Setting

Explanation

Test mode

Active = The test mode is activated. All emails are only sent to the saved email address. This allows you to test the settings before switching to the live mode.
Inactive = The live mode is activated.
Important: The test mode is only applied to this online store. The settings for additional clients (stores) are carried out in the client’s menu.

Name of sender

Enter your name or the name of the online store. This name is displayed to the recipient. Avoid using special characters in order to allow for correct display.

Email address

Enter the email address as it is listed in the email program.

Outgoing mail server/SMTP server

Enter the outgoing mail server as specified by the provider (usually smtp.domain.co.uk or mail.domain.co.uk).

User name

Enter the user name that matches the email address.

Password

Enter the password that matches the user name and email address.

*Port

Enter the value 465 if SSL is used as encryption method.
Enter the value 25 if no encryption is used.
Note: Otherwise, ask your provider about the correct port.

Encryption

Select SSL, TLS or No encryption.

2.8. Settings in the eBay Fulfillment plugin

Now carry out the settings in the eBay Fulfillment plugin. The following screenshot serves as an example:

eBay Fulfillment activate plugin
Figure 10. Settings in the eBay Fulfillment plugin (example)
  1. In the plentymarkets back end, go to System » System settings » Orders » Fulfilment » eBay Fulfillment » Settings.

  2. In the General settings area, carry out the following settings:

    • from the Environment drop-down list, activate the productive option

    • activate the Item master data option

    • activate the Stock movements option

    • from the Sales warehouse drop-down list, select the eBay Fulfillment Sales option

    • from the Other warehouse drop-down list, select the eBay Fulfillment Exception option

    • from the Barcode drop-down list, select the EBFSKU option.

  3. The option Automatic assignment to the eBay Fulfillment warehouse is activated by default. If a new eBay order is imported in your plentymarkets system, it is checked whether stock is available in the eBay Fulfillment warehouse. If stock is available, the eBay Fulfillment warehouse is automatically assigned for the order items.
    Note: Remove the checkmark if you do not want the eBay Fulfillment warehouse to be automatcally assigned.

  4. In the Order settings area, select the order statuses that you have just created according to the statuses in the drop-down lists.

  5. Save () the settings.

Now link the eBay shipping profile to the plentymarkets shipping profile.

  1. In the plentymarkets back end, go to System » System settings » Orders » Fulfilment » eBay Fulfillment » Shipping profile link.

  2. Click on Add mapping.

  3. In the eBay shipping profile area, click on Find shipping profile ().
    → All shipping profiles available for eBay Fulfillment are displayed.

  4. Select the shipping profile from the list.

  5. In the plentymarkets shipping profile area, click on Find shipping profile ().
    → All shipping profiles available for plentymarkets are displayed.

  6. Select the shipping profile from the list.

3. Item activation and inbound

3.1. Setting up items and obtaining the EBFSKU

Set up the items that you would like to send via eBay Fulfillment. By activating the item, the EBFSKU is automatically transmitted to plentymarkets.

Hourly check of the EBFSKU

The EBFSKU is checked automatically once an hour. Thus, after setting up the items, it can take up to one hour for the EBFSKU to become visible in the item data.

Setting up items:

  1. In the plentymarkets back end, go to Item » Edit items.

  2. Open the variation that you would like to send via eBay Fulfillment.
    → The main variation opens.

  3. In the area Sales prices, enter the desired sales price.

  4. Click on the Availability tab.

  5. In the area Markets, activate the options eBay, eBay Fulfillment and WEB API.

  6. Click on the plus sign to activate the markets.

  7. Save () the settings.

  8. Go back to the Settings tab.

  9. In the Availability area, place a checkmark next to Active.

  10. Save () the setting.
    → The item is activated and the EBSFKU is automatically transmitted to plentymarkets.

Availability and eBay sales price must be saved

Item master data is only transmitted from plentymarkets to eBay Fulfillment when the availability and the eBay sales price are set.

3.2. Setting up item packages (bundles)

A bundle, a so-called item package, consists of several items. The bundle price may be lower than the sum of the individual prices.

If you have already set up item packages in your plentymarkets system, there are still 2 setting options for the items that you must make so that they can be processed by eBay Fulfillment.

3.2.1. Bundle of several items as a unit

The bundle consists of several items that form a unit. This means that the bundle is offered as such a unit and is sent to eBay Fulfillment in a single package. An EBFSKU is assigned to the complete package.

Example of a bundle of several Items as a unit:

A somewhat abstract example of a "fixed" bundle is a car. The car is sold as a unit and it is not planned, for example, to just remove the steering wheel and then sell it, although the steering wheel can still be a single items.

3.2.2. Bundle of several individual items

The bundle consists of several individual items. This means that you must set the availability in each component of this package as described in chapter Setting up items and obtaining the EBSFKU. This means that each item in the package has its own EBFSKU. When submitting an order to eBay Fulfillment, each component of the item package is treated like an individual item order.

Example of a bundle of several individual items:

You sell dining room chairs and dining room tables. You also offer a combination of the items as a bundle (1 dining room table and 4 dining room chairs). In contrast to the individual prices, the bundle price is as follows:

Table 2. Example calculation of a bundle

Item

Unit price

Total price

Dining room chair

EUR 59.99

Price x 4 = EUR 239.96

Dining room table

EUR 299.99

EUR 299.99

EUR 539.95

Bundle price = EUR 499.99

eBay Fulfillment item overview
Figure 11. Overview in the Item » Edit items menu
eBay Fulfillment bundle tab stock
Figure 12. Variation in the Stock tab

3.3. Setting up the labels

Now set up item labels. An item label is a note that you stick to the item or item packaging later.

Setting up the label:

  1. Open the Setup » Item » Barcode menu in your plentymarkets back end.

  2. Expand the New template area.

  3. Enter the name EBFSKU Item Labels.

Note that the following values are only given as an example. It might therefore be necessary to adjust the values to your label printer.

  1. For the page, enter 80 and 40.

  2. For the margin, enter 10 and 5.

  3. For the label, enter 70 and 35.

  4. For Lines per page, enter the value 1.

  5. For Columns per page, enter the value 1.

  6. For Item ID, enter the value 25 under X and the value 32 under Y. Select 5px and Normal from the drop-down lists.

  7. Make the following settings in the GTIN Barcode line:
    → e.g. for the coordinates and the mm specifications: X = 3, Y = 2, 25 mm, 25 mm (these are example values; here you must then check whether the distances for label printing fit visually)
    → from the GTIN drop-down list, select the EBFSKU option
    → from the drop-down list Format, select the option CODE128
    → place a check mark next to the option Display GTIN

  8. Save () the settings.

Furthermore, you have the possibility to determine in the same menu, which item-related information you want to add to the label. Also in this case, you have to make sure that the position needs to carried out according to the settings of your label printer.

Possible selection fields ([bild-etiketten-vorlage]) are:

  • Language

  • Item ID

  • Variation ID

  • Variation no.

  • Variation name

  • External variation ID

  • Model

  • Main variation ID

  • Item name

By activating the option Hide title, you determine whether the title of the field should also be displayed (e.g. “Language: English”).

eBay Fulfillment label template
Figure 13. Settings in the Setup » Item » Labels menu

3.4. Inbound

3.4.1. What does inbound mean?

Inbound means that you supply eBay Fulfillment with items that they then deliver to your customers. The term inbound covers 2 aspects:

  1. first, it describes the transmission of data to eBay Fulfillment in the form of an advice note (goods delivery announcement)

  2. on the other hand, it is the process of physical goods receipt that you transfer from your warehouse to the warehouse of eBay Fulfillment

Note that following the given order is absolutely necessary for the correct processing with eBay Fulfillment.

3.4.2. Creating an inbound order

By deploying the eBay Fulfillment plugin, a contact record of eBay Fulfillment (e.g. Fiege) is automatically created in the menu CRM » Contacts.

Create an inbound order with the recipient address of your fulfilment service provider. To create an order manually, search () for the contact in the menu CRM » Contacts.

Enter the name in the Name field (e.g. Fiege). Open the contact record and create a new order by clicking on New order on the left side.

Add the items to the order that you want to send to your fulfilment service provider and set the item price to 0 EUR. Save the order.

eBay Fulfillment item price zero
Figure 14. Example of how to set the item price to 0 EUR in an inbound order

If the order contains all items as desired, set the order status to eBay Fulfillment Inbound. The automatic status change to eBay Fulfillment Inbound sent informs you that you can book the outgoing items in the respective order in the Orders » Settings menu.

eBay Fulfillment book outgoing items
Figure 15. Booking outgoing items after the status change to eBay Fulfillment Inbound sent
Do not create the delivery note at the order

Do not create the delivery note at the order, but as described in chapter Inbound packages. Otherwise, the fulfilment service provider cannot stock the items.

3.4.3. Generating and applying labels

Now create the EBFSKU labels in the order in the Receipts tab. Then print the labels and stick them on the items. To do so, proceed as described below.

Generating the label:

  1. In the plentymarkets back end, go to Orders » Edit orders.

  2. Open the order that you want to send to eBay Fulfillment.

  3. Click on the Receipts tab.

  4. Select an option from the Item labels drop-down list.
    → The label is created.

  5. Save () the label on your computer.

Then print the label using a suitable label printer and stick the label on the order items you want to send to eBay Fulfillment.

3.4.4. Sending advice notes to the fulfilment service provider

To automatically send the advice notes (goods delivery notification) to eBay Fulfillment, you must manually change the status of the order. To do so, open the order and change the status to [5.3] eBay Fulfillment Inbound.

3.4.5. Inbound packages

  1. In the plentymarkets back end, go to System » System settings » Orders » Shipping » Fulfillment » eBay Fulfillment » Inbound Packages.

  2. Enter the order ID.

  3. Click on Search ().

  4. Click on URL in the line of the order.
    → A file is generated and downloaded.

  5. Print the file and put it into the package.

Once you have carried out all the settings, there’s nothing to stop your items from being stored in the eBay Fulfillment warehouse. To ensure a smooth transition, note that the notified quantity of items corresponds to the actual quantity of items shipped to the eBay Fulfillment warehouse.

4. Outbound

4.1. What does outbound mean?

The term outbound describes the sales and distribution process that the fulfilment service provider takes over for you: It packs the items, stores them temporarily and then sends them to your customers.

4.2. Sending the first item

As soon as stock was booked in the warehouse of eBay Fulfillment, the stock in the eBay Fulfillment warehouse will automatically be updated in your plentymarkets system. From this moment on and on condition that all settings in your plentymarkets system were carried out correctly, it is possible to transmit the first order to eBay Fulfillment.

If you have received orders for the same item that you sold from your own warehouse in the past, the plentymarkets system does not transmit an order to eBay Fulfillment. Only does the transmission take place when eBay Fulfillment updates the stock for the corresponding warehouse.

If you have already decided to send the eBay Fulfillment outbound orders automatically, nothing stands in the way of processing eBay Fulfillment orders. If you prefer sending the orders manually, proceed as described in the following steps.

4.3. Manually sending an outbound order to eBay Fulfillment (standard process)

After receipt of an order in your plentymarkets system and payment of the order, the order is automatically set to status [5] Cleared for shipping, provided the items have sufficient stock. From here, you can manually forward the orders to eBay Fulfillment as follows:

  1. In the plentymarkets back end, go to Orders » Edit orders.

  2. Filter in the left area under Warehouse according to the eBay Fulfillment distribution warehouse you have named, e.g.: eBay Fulfillment Sales.

  3. Click on Search ().
    → An overview of all orders that you process via eBay Fulfillment is displayed.

  4. Open the order by clicking on the order ID.

  5. Select in the Overview tab in the Status area the previously created status eBay Fulfillment Outbound from the drop-down list.
    → The order moves from here to the status eBay Fulfillment Outbound sent or eBay Fulfillment Outbound not sent.

Note: If the order could not be sent, check the settings or have a look in the chapter FAQ/Troubleshooting.

4.4. Order splitting

Initial situation: An order contains 2 items A and B. Item A is in an own warehouse and item B is in the eBay Fulfillment warehouse.
→ The items are split into different delivery orders.

4.4.1. Splitting the delivery orders according to the item availability

Go to System » System settings » Orders » Settings and select from the line Assignment of warehouses the setting b) a warehouse can be assigned for each stock unit and in the line Automatic warehouse selection the setting d) depending on the warehouse priority and the highest stock level.

  1. Open the menu Setup » Orders » Events in your plentymarkets back end.

  2. Click on Add event procedure ().

  3. Enter the desired name for the event procedure, e.g. eBay Fulfillment splitting.

Triggering event

  1. From the Event drop-down list, select the option Order change > Status change (shipping preparation).

  2. Save () the settings.

Filter criteria for orders

  1. Select the filter Order > Order type.

  2. Click on Add.

  3. Activate the option Order.

  4. Click on Add filter ().

  5. Select the filter Order > Order warehouse.

  6. Click on Add.

  7. Activate the option Several warehouses per order in the filter.

Executing procedure

  1. Click on Add procedure ().

  2. Select the procedure Order > Generate delivery orders.

  3. Click on Add.

  4. Place a check mark next to the word Active to activate the event procedure.

  5. Save () the settings.

5. FAQ/Troubleshooting

Contact the eBay Customer Support in the following cases

Please contact the eBay Customer Support when the following causes occur:

  • Orders that have already been transmitted to Fiege should be cancelled

  • Package number is not visible in the order

  • Stock differences
    (If you have determined that more/less stock is available in the warehouse than stated in the plentymarkets back end, then you can contact eBay that they ask Fiege about the current stock level.)

  • Returning goods

  • Labelling service

  • General questions about the eBay Fulfillment contract

5.1. No EBSFKU saved in the item

Possible causes for this are listed in the following:

5.1.1. The item is not activated for eBay Fulfillment

Go to Items » Edit item and search () for the item. Open the item and check if the options eBay Fulfillment and WEB API are activated under Availability. After this is done, it might take up to an hour until the EBFSKU will be automatically saved in the item.

5.1.2. Check the token

Check whether the token/your accounts are activated. If not, update the token in the menu Setup » Markets » eBay » Accounts and in the menu Setup » Markets » eBay » OAuth2. Afterwards, go to Plugins » Plugin overview and save the plugin set once again. Select the active set and save the settings.

The EBFSKUs will be automatically saved in the item after approx. 1 hour.

5.1.3. Password changed

If you have changed your eBay password, it is required that you update your eBay account and the eBay OAuth2 account in plentymarkets as well.

5.1.4. Pay attention to version updates

Pay attention if version updated are available and update the plugin in the Plugins » Plugin overview menu.

5.2. Negative stock or stock differences

To avoid negative stock or stock differences in your plentymarkets system, make sure that your basic warehouse settings are correct.

5.2.1. Unilateral sale

Your warehouse in the listing is the warehouse eBay Fulfillment Sales. With this setting, you make sure that this eBay item is only sold via the warehouse eBay Fulfillment Sales.

5.2.2. Multi-Channel

If you sell this item also via other platforms, you can define your warehouse settings according to your individual requirements. To do so, use the warehouse selection and warehouse priorities.

Select as warehouse in the listing the option Use basic settings. The basic warehouse settings are carried out in the System » System settings » Orders » Settings menu.

A correct selection of the stock dependency in the eBay listing is also required for an ideal warehouse selection. For further information, refer to the chapter Creating listings in the plentymarkets quick start.

Important note: If you would like to exclude markets for eBay Fulfillment, do this by deactivating the referrers in the warehouse settings. To do so, go to System » System settings » Stock » Warehouse » Select warehouse » Settings.

5.3. Common inbound mistakes

Possible causes for this are listed in the following.

5.3.1. Not possible to add items to the inbound order

If items cannot be found in the search when creating an inbound order, check whether the referrer Manual entry is activated for the price linked in the item.

Go to System » System settings » Items » Sales price here price for eBay to carry out the settings.

eBay Fulfillment sales price
Figure 16. Activating the manual referrer at the sales prices

5.3.2. Warehouse selection for inbound order

When manually creating an order for the fulfilment service provider, please do “NOT” select eBay Fulfillment Sales or eBay Fulfillment Exception as warehouse.

These warehouses are only managed by eBay Fulfillment.

Select for the order the warehouse from which you want to take and book the items for shipment to the fulfilment service provider.

5.3.3. Order is stuck in status "eBay Fulfillment Inbound"

A possible cause for this pending change of the status Inbound to Inbound sent or Inbound not sent is a missing standard shipping profile. This is saved in the System » System settings » Client » Standard client » Orders menu.

eBay Fulfillment select standard shipping profile
Figure 17. Select the standard shipping profile

The user must also have the necessary editing rights. You find this setting in the System » System settings » Settings » User » Rights » User menu. Enter the search criteria, open the corresponding user name and in the area Rights, click on the small grey arrow next to Orders. Activate the rights as you can see as an example in the following image.

eBay Fulfillment activate user rights
Figure 18. Activating user rights

5.3.4. Inbound not sent

All items/variations of the order must be active and must have an EBFSKU. Otherwise, the inbound order cannot be sent.

5.3.5. Not possible to transfer inbound order

Check whether you subsequently made changes to the items in the order and/or whether further items were subsequently added to the order.

If the shipping packages have already been created - order search in the shipping centre with filters that apply also to the inbound order -, subsequent changes to the order cannot be applied automatically for the shipping packages, e.g. items could be “missing”.

Therefore, it is necessary that you delete the shipping packages for this order in the shipping centre. In case of a new search or when updating the search, the shipping packages are again generated automatically with the current data from the order.

If no subsequent changes were made to the order, check whether shipping packages were manually added to the order via the shipping centre or via a process. These cannot be filled with items automatically; empty shipping packages, however, are rejected by the API.

If you should require further shipping packages to register the inbound order with a fulfilment service provider, you can do this after transmission of the inbound order to the fulfilment service provider. This is possible because currently only the “total content” spread on the packages is decisive. Empty shipping packages are not allowed.

If this solution is not suitable for you, the package content list would be useful for this purpose since you can fill the packages according to your needs. Thus, you can exactly determine how many packages should be used and which number of items may be contained in the packages.

However, you must ensure that no shipping packages were generated automatically beforehand. This is due to the fact that the automatic generation cannot work smoothly in line with the package content list. Delete the shipping packages that have already been created in the shipping centre, if necessary. This allows you to generate new shipping packages via the package content list. As soon as one shipping package at least was created via the package content list, the automatism for the generation of shipping packages in the shipping centre does no longer apply for the order.

5.3.6. Sales figures

Remember to set the item prices in the order to 0.00 EUR. By doing so, you make sure that the inbound orders do not have an influence on your sales figures.

5.3.7. Stock maintenance

Once the inbound order was sent, you can manually book the outgoing items in the order or have them booked via an event procedure.

Important note: If you change the settings in your system and manually change the status of the inbound order, e.g. to move the order again to the desired status after having made a correction in the order to control whether a possible error could be solved by means of the settings changes, then please note the following:

By manually changing/moving the order status, the automated events may no longer apply. Therefore, it could be the case that an event procedure that should book the outgoing items automatically does no longer apply. Therefore, you must manually book the outgoing items in the order.

5.3.8. Not possible to change the status

If it is not possible to change the status, the outgoing items might have been already booked (status ≥ 7). Or the required user rights are not activated (see chapter Order is stuck in status "eBay Fulfillment Inbound").

The outgoing items booked can be reset in the order in the Settings tab in the area Outgoing items by clicking on Reset. After having carried out this setting, the order can again be set to status 5 and afterwards to the status eBay Fulfillment Inbound. The order then moves to status Inbound sent automatically.

5.3.9. Inbound: Difference between advice note and physical shipment

Under-delivery:

You have sent an advice note (goods delivery announcement) with your plentymarkets system to eBay Fulfillment. In this notification, you transfer a delivery of 15 pieces of a certain item. Actually, you only send only 13 pieces, however.

In order that the quantity is correct in the warehouse of eBay Fulfillment and that you can avoid deficiencies on your side, you simply forward the missing items to the warehouse of eBay Fulfillment. → In this case, 2 pieces.

Over-delivery:

If you have sent more items to the warehouse of eBay Fulfillment than notified before, send an advice note with the difference amount to your fulfilment service provider in order to synchronise the difference in the system.

5.4. Common outbound mistakes

5.4.1. Was the shipping release transmitted to Fiege?

Open the Orders » Edit orders menu. Search () for the order and open it. In the order, click on the Properties tab. If there is a value for EbayFiege: Outbound Order ID (e.g: PL-XXXXX-123456), then the outbound order has been successfully transmitted.

If you have any questions afterwards, please contact the eBay CS (Customer Support).

5.5. Outbound not sent

5.5.1. Token no longer valid

See chapter Check the token.

5.5.2. User rights not activated

5.5.3. Tracking by means of logs (example: Packstation)

If the status of an order changes to eBay Fulfillment Inbound not sent or eBay Fulfillment Outbound not sent, you can have a look in the log for further details:

  1. In the plentymarkets back end, go to Data » Log.

  2. In the filter area on the left side, enter the plugin name EbayFiege in the field Integration.

  3. Enter the log level Error in the field Level.

  4. Click on Search ().

After you have carried out the search, all events that were carried out on the system as well as their results will be listed. With the help of the timestamp when the status change was carried out in your order, you can find the corresponding log in the overview. When clicking on the desired log, a pop-up window opens where you can see the first details. By clicking on Expand all or on the arrow next to the last line, further details are displayed. In the last line of this report, you obtain the information that led to the status change.

Example:

You have transmitted an outbound order to eBay Fulfillment and the address contains a packstation, this outbound order will be refused automatically after the transmission since eBay Fulfillment does not deliver to packstations. The status of this order changes to eBay Fulfillment outbound not sent. By means of the time when the status was changed in the order, you can have a look in the list and search for the corresponding log entry. After clicking in the line of the log entry, the following information is displayed:

eBay Fulfillment log entry
Figure 19. Log entry

In the last line that opens by clicking the arrow, you obtain detailed information that the outbound order could not be sent since the stated destination address is not supported by eBay Fulfillment.

5.5.4. Change or cancel outbound

If the outbound has already been sent to eBay Fulfillment, the order should not be changed, for example to send the shipment by yourself. In order to obtain the editing status from the fulfilment service provider or to stop the order from being edited, contact the eBay Customer Support.

Currently, it is not possible to cancel the outbound order via the interface. Therefore, this has to be discussed with the eBay CS. Cancelling the outbound order in the system does not result in the order being cancelled with Fiege.

5.6. Order transmission to eBay Fulfillment is delayed

If the transmission of order to eBay Fulfillment is delayed, this could be caused by the settings of incoming PayPal payments.

Therefore, check the following points:

5.6.1. Time zone

Log in to your PayPal account and check whether the time zone is correctly set. To do so, open this PayPal link. The time zone should display (CET01:00) Central European Time (Berlin, Paris, Rome).

5.6.2. Immediate Payment Notifications

Log into your PayPal account and use this Link to check if Immediate Payment Notifications are activated. If the function is activated, enter the URL of your plentymarkets system there.

The URL is structured as follows:

https://www.MEINE-SHOP-ADRESSE.de/plenty/api/payment_notification.php?payment=PayPal

Replace www.MY-PLENTYSTORE.co.uk with your own domain.

Once you have saved these settings, completed payments are immediately transmitted to your system by PayPal and some transactions can be shipped considerably faster in the future.

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