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Tracking changes

plentymarkets lets you track the entire life cycle of a data record, such as an item or an order. This is particularly important with regards to the obligation to retain records. The change history is composed of the following parts:

  • Search: Change records that are less than six months old can be searched live.

  • Archive: After six months, the data is moved to an archive. The data is still accessible there, but it can no longer be searched. The changes are archived for 11 years.

Protection against tampering

The change history is tamper-proof and trustworthy in the sense that users cannot modify or delete the entries. Changes can only be retrieved and searched.

1. Searching for recent changes

1.1. Setting search filters

  1. Go to Data » Change history.

  2. Choose search filters in the middle column. Note Table 1.

  3. Click on Search ().
    → The search results are displayed in an overview on the right.

How do the search filters work?
  • Auto-complete: Simply enter the first few letters of a keyword into the search field and you will see matching results.

  • Multiple selection: You can enter multiple keywords into a field. The keywords are displayed as so-called “chips”.

  • Dynamic filter values: The drop-down list only displays values that are relevant for the selected time period. For example, the value “Barcode” will only be displayed in the “Data record” filter if a barcode was actually modified during the selected time period.

History SearchFilters
Table 1. Available search filters
Search filter Explanation

From/To
(Mandatory fields)

Choose an interval. The changes made during this time period will be retrieved.

Data record

What type of data do you want to retrieve? Enter a keyword into this field, e.g. item, order, barcode, sales price etc.

Tip: Simply enter the first few letters of the keyword and then use the auto-complete function.

Unique IDs

This field is used to uniquely identify the data record.

  1. First, enter a keyword into the field. The keyword specifies the type of ID, e.g. a sales price ID, variation ID or language ID.

  2. Then enter the actual ID into the field further below.

Note: A data record may only become unique by combining two or more IDs. For example, you could enter the variation ID 1234 and the sales price ID 567. The results show you when sales price 567 was modified for variation 1234.

User

Do you want to search for changes that were made by a specific plentymarkets user account? Enter the first few letters of the user name and then use the auto-complete function.

Advanced filters

Click on this option to show advanced filters.

Search filter Explanation

Correlation

This field specifies which item, order, language etc. the data record belongs to.

  1. First, enter a keyword into the field. The keyword specifies the type of ID, e.g. a sales price ID, variation ID or language ID.

  2. Then enter the actual ID into the field further below.

Type of change

Limits the search results to data records that were created, modified or deleted.

Source

Do you want to search for changes that originate from a specific source? Enter the first few letters of the source name and then use the auto-complete function.

Examples: Changes that resulted from a cron-job, changes that were made manually in the back end or changes that can be traced back to the REST-API interface.

Note: Define the source even further by combining it with tags.

Tags

Tags define the source even further.

Example: A tag could be the ID of an import process. You can use this ID to limit the search results to changes that were made during the import process.

1.2. Working with the search results

Once you’ve searched for changes, you’ll see the results in an overview on the right. Expand a line in the overview () to see more detailed information. Each entry in the table answers the following questions:

  • Who changed the data record?

  • When was the data record changed?

  • What was changed?

    • Was the data record created, modified or deleted?

    • Which value did the data record have before and after the change?

    • Was the data changed manually or by a system process (e.g. import or REST-API)?

History Results
Should I group the results?

Imagine an employee opened an item data record, entered new transportation costs, new storage costs and then saved the changes.

  • Group the results = The table only includes one entry for the save. Once you expand the line you will see that both the transportation costs and the storage costs were changed.

  • Group the results = The table includes two separate entries for the save. The table shows you which data fields were changed.

1.3. Examples of use

Item was sold for the wrong price

Imagine you sold an item for 59 EUR a few days ago. But that can’t be right! The item’s purchase price is 82 EUR. Now you want to find out what went wrong.

The variation sold for the wrong price has the ID 123. You could set the search filters as follows:

Search filter Selected setting

Data record

Sales price of the variation

Unique IDs

Variation ID 123

The search results show various times when the sales price of variation 123 was changed. Expand a line in the results () to see more detailed information. For example:

  • which user changed the price

  • if the price was accidentally changed, e.g. via the REST-API or while importing a CSV file.

  • what the price was before the change

Checking the work of a new employee

Imagine you’re training a new employee. Today you gave him the task of updating several old product descriptions. At the end of the day, you want to make sure he did the job correctly and you want to fix any potential mistakes.

The new employee has a user account with the ID 17. You could set the search filters as follows:

Search filter Selected setting

From/To

Today

User

New employee (ID 17)

The search results list all of the changes that the employee made today. Expand a line in the results () to see more detailed information. For example:

  • what was the text before and after the change?

  • did the employee make a mistake? Simply click on the link to open the item data record and directly fix the problem.

2. Exporting change files

2.1. Downloading daily changes

Each day a summary of the changes is created. The file is available to download for 45 days.

  1. Go to Data » Change history.

  2. Click on Daily changes.

  3. Click on next to the desired file.
    → The file is exported in CSV format.

How long are files available in this menu?

Files are available to download in this menu for 45 days. So you can download information about changes that were made within the last 45 days. Older changes are not available in this menu.

2.2. Requesting and downloading an archive file

Change records that are more than six months old are moved to an archive. The data is accessible there, but it can not be searched.

  1. Go to Data » Change history.

  2. Click on Archive.

  3. Optionally, click on and select a month and year.

  4. Start the search.
    → Files that match the search criteria are displayed.

  5. Click on and confirm that you want to request the file.
    Note: This is subject to a fee. It can take up to 24 hours for the file to be made available. Afterwards, the file is available for download for approximately 2 days. It can be downloaded as often as needed.

  6. Click on next to the desired file.
    → The file is exported in TAR.BZ2 format.

How long are files available in this menu?

Files are available to download in this menu for 11 years. So you can download information about changes that were made within the last 11 years.

Results in costs

It costs money to request an archive file. Each request costs 1 euro. More about costs.

3. Configurability

You can customise the settings to meet your needs. Do you want to turn the archive on or off? Do you want to decide which data fields should be logged? Carefully weigh the pros and cons of your actions because archiving and logging data are necessary for GoBD compliance.

  1. Go to Data » Change history.

  2. Click on Settings and customise the options to meet your needs.

    1. Turn the option Activate the archive on () or off ().

    2. Select the data fields that should be logged ().

  3. Save () the settings. This may result in costs.

Activate all of the GoBD settings at once

Click on the upper button to simultaneously activate all of the settings necessary for GoBD compliance. This button activates the archive and all of the data fields marked with an asterisk.

4. Viewing your usage

You can see up-to-date information about your usage, i.e. your actual costs, any time. Simply:

  • set up a key figure.

  • display the data in the plentyBI dashboard.

Setting up a key figure for usage

  1. Go to Setup » plentyBI » Key figures.

  2. Click on Add key figure configuration ().

  3. Enter a unique name.

  4. Select the key figure Usage.

  5. Configure the remaining settings as needed.

  6. Save () the settings.

Displaying usage data in the dashboard

  1. Go to plentymarkets logo (Start) » Dashboard (Beta).

  2. Set up the dashboard as needed. For example:

  3. Save () the settings.

5. Frequently Asked Questions (FAQ)

I want to comply with GoBD regulations. Which data should be logged?

plentymarkets helps sellers comply with GoBD regulations as defined by the IDW PS 880 certification. One aspect of GoBD compliance is the ability to retain documents that have financial or tax relevance over a long period of time.

To meet this requirement:

  1. Go to Data » Change history.

  2. Click on Settings.

  3. Click on the upper button to simultaneously activate all of the settings necessary for GoBD compliance. This button activates the archive and all of the data fields marked with an asterisk.

  4. Save () the settings. This may result in costs.

What costs can be incurred?

The following costs are incurred depending on usage:

  • 15 cents per 10,000 logged changes.

  • 15 cents per 10,000 archived changes.

  • 1 euro for requesting a file from the archive.

So if you want to use plentymarkets in compliance with GoBD regulations - i.e. if you want to store relevant changes in plentymarkets for up to 11 years - then you will be charged 30 cents for every 10,000 changes. The cost of a data package is only billed in the month in which it was logged.

Example

On average, a system makes 177,000 loggable changes during one month. This corresponds to an average of 18 packages (177,000 / 10,000 rounded up). If the change history and archive are both activated, then the average cost per month is 18 * 0.15 * 2 = €5.40.

Can I view my usage?

Yes. You can see up-to-date information about your usage, i.e. your actual costs, any time. Further information.

Why don’t I see the menu?

People with back end access rights can only see this menu if an admin gave them access.

  1. Find someone who has administrator rights for the plentymarkets system.

  2. This person will need to open the menu Setup » Settings » User » Rights » User.

  3. Then he or she will open your user account and activate the necessary rights.

  4. Save () the settings.

  5. If the problem continues to exist, contact our supporters in the forum .

Menu visibilities

This area represents the menu structure in plentymarkets. Select the menus () that should be visible to the user. When you select a menu here, the corresponding REST rights will also automatically be selected under Authorisations.

Right Explanation

Data > Change history > Search

The right to see and use the live search.

Data > Change history > Daily changes

The right to see and use the daily changes.

Data > Change history > Archive

The right to see the archive and to request or download archive files for a fee.

Data > Change history > Settings

The right to see and modify the change history’s settings.

Authorisations

The REST rights that are needed for specific actions. When you select a menu under Menu visibilities, the corresponding REST rights are also automatically selected here.

Right Explanation

Data > Change history > Archive > Request

The right to request or download archive files for a fee.

Data > Change history > Archive > Show

The right to see the archive.

Data > Change history > Settings > Update

The right to modify the change history’s settings.

Data > Change history > Settings > Show

The right to see the change history’s settings.

Data > Change history > Search > Show

The right to see and use the live search.

Data > Change history > Daily changes > Show

The right to see and use the daily changes.

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