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Setting up Kaufland.de

Kaufland.de  is one of the largest fixed price markets in Germany. You can sell items from various product categories on Kaufland.de. Kaufland.de also processes payments for you. In other words, you are neither charged with payment costs nor do you have to worry about debt collection.

1. Registering with Kaufland.de

In order to use the Kaufland.de interface, you have to register your Kaufland.de user account as a seller account. To do so, go to the Kaufland.de website  and save your VAT number in the Mein Konto (My account) area.

2. Setting up Kaufland.de in plentymarkets

Set up Kaufland.de in plentymarkets to offer items on Kaufland.de. In order to set up Kaufland.de in plentymarkets, you need your Kaufland.de interface access data. You can set up a Kaufland.de account for each plentyShop or client (store).

Setting up the access to Kaufland.de:

  1. Go to Setup » Markets » Kaufland.de » Settings.

  2. Open the submenu of the plentyShop that you would like to set up access for.

  3. Carry out the settings. Pay attention to the explanations given in Table 1.

  4. Save () the settings.

Table 1. Settings for the market Kaufland.de
Setting Explanation

Activate interface to Kaufland.de

  • Yes = Activate the interface to Kaufland.de.

  • No = Do not activate the interface to Kaufland.de.

API data

Client Key

Enter the client key that you received from Kaufland.de.

Secret Key

Enter the secret key that you received from Kaufland.de.

Order settings

Book incoming payment

This setting applies to the order import. Orders are imported either as paid or not paid. Regardless of this setting, items will immediately be cleared for shipping when they have sufficient stock. With the option open, you could also set the order to paid when the actual incoming payment from Kaufland.de is received. In this way, Kaufland.de can be tested.

Match shipping service providers

After the shipment has been confirmed, this option allows Kaufland.de to use the package number in order to send the customer an email with the correct tracking link.
Important: You have to assign each of your service providers to one of the service providers from the drop-down list.

Item settings

Activate item export

Select whether the item export to Kaufland.de should be activated.

Export only items with flags

  • All items = All items are exported.

  • All items with flag 1 or 2 = Only items with this flag are exported.

  • All items without flag 1 or 2 = Only items without this flag are exported.

  • Select one particular flag = Only items with this flag are exported.
    This setting applies to item data and order data.

Image position of the energy efficiency label

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

Add technical data to the item description

Select whether the technical data saved in the Texts tab of an item should be added to the item description for Kaufland.de. Yes is selected by default.

Generate item file

This option creates an item file. This file can be viewed via Item file preview.

Item file preview

Display the item file preview.
Note: If you have not fully set up the interface to Kaufland.de but want to take a look at the item file preview, then you have to activate the interface temporarily. Otherwise, the item file preview will be empty. In order to view the item file preview when the interface is not active, activate the interface and click on Item file preview (). Deactivate the interface immediately afterwards by selecting the option No for the Activate interface to Kaufland.de setting and saving the setting. This way, you can prevent items from being transferred too soon.

Send item file to Kaufland.de

Send the item file to Kaufland.de.

Offer settings

Activate offer update

  • Yes (default setting) = Offers are updated once per hour and once per day at Kaufland.de. Only if both this option and the option Activate interface to Kaufland.de are activated, the daily complete offer update and the hourly update for offers that were changed is executed.

  • No = The offer update is deactivated.

Generate cache file (Inventory)

Select Yes or No.

  • Yes = Stock is saved in the cache on a daily basis.

  • No = Stock is not saved in the cache.

Note: We recommend using the option Yes because bigger stock changes may result in errors.

Item quantity for items that are not limited to stock

Items for which no limitation has been selected in the Stock tab of an item are offered on Kaufland.de with the quantity entered here. As soon as an item has been sold, the quantity saved here is newly transmitted for sale at the next full hour.

Minimum price

Select a sales price for the minimum price to set up repricing (Tiefpreisautomatik) for Kaufland.de.
If other sellers offer the same product, your price is automatically reduced. Your price plus shipping is then always once cent cheaper than the prices of your competitors. As such, the minimum price is the lowest price that can be used to undercut the competition.
Note: For the minimum price, select a different price from the normal sales price that you set for Kaufland.de. The referrer Kaufland.de must be activated for the sales price that you select as the minimum price.
Activate the repricing by linking the sales price that you selected as the minimum price with the variation and entering the lowest possible price.
Important: The minimum price does not apply to item variations which have surcharges for attributes. In this case, deactivate this option. If you would like to use the minimum price, then create each variation as a separate item with a defined minimum price.

Comments on items

Set up free text fields for item comments here or assign this function to the Global item comment field.

Global item comment

Enter text. The entered text is displayed with every offer.

Linking shipping profiles

This option enables you to link the Kaufland.de shipping groups to the plentymarkets shipping profiles. If an item has more than one shipping profile, the shipping profile with the lowest category and the highest priority is exported. The category and the priority of a shipping profile are configured within Setup » Orders » Shipping » Settings » Tab: Shipping profiles in the Base tab of each shipping profile.
Important: If the shipping groups are changed on Kaufland.de, you can update them by clicking on Update shipping groups.

Linking warehouses

Warehouses located outside the EU have to be linked with a Kaufland.de warehouse. Use the setting Linking warehouses for this. Here, all of your warehouses of the type Sales are listed. Select your warehouses and link each of them to the correspondent Kaufland.de warehouse. This way, the stock of your warehouses is linked to the Kaufland.de warehouses. This setting is not relevant if your warehouses are within the EU.
= The warehouse is linked to the Kaufland.de default warehouse.
Do not export = The stock of this warehouse is not transmitted to Kaufland.de.

Export item availabilities

Select whether item availabilities should be transferred to Kaufland.de.

Match item availabilities

Match plentymarkets item availabilities with a minimum and maximum delivery time in working days.
Enter the minimum and maximum delivery time in working days into the Minimum delivery time (in working days) and Maximum delivery time (in working days) fields that match the plentymarkets item availability.
Note: Kaufland specifies Monday to Friday as working days.
The plentymarkets availability IDs 1-10 correspond to the item availabilities defined in the Setup » Item » Availability menu.

Generate offer file

This option creates an offer file. This file can be viewed via Preview offer file.

Preview offer file

Display the offer file preview.

Send offer file to Kaufland.de

Send the offer file to Kaufland.de.

Setting up Kaufland.de in plentymarkets allows for the following automatic processes to take place:

  • hourly stock and price synchronisation

  • daily item export (only for items which have been changed within the last 26 hours)

  • hourly order import

  • hourly transfer of the flag Sent to Kaufland.de
    Sent is transferred after the outgoing items have been booked.

  • export of surcharges for attribute values (item variations)

  • transfer of the description text saved in the Texts tab

  • transfer of the technical data selected in table 1

  • image export selected in the item’s Images tab

2.1. Deemed Supplier Model

On 01/07/2021, the new EU Digital Package came into force. This package results in changes to the regulations regarding VAT in EU countries. Due to these legal changes, Kaufland.de becomes a deemed supplier and is thus partially liable for VAT. Kaufland.de has reacted to this by introducing the Deemed Supplier model. The model is based on the location of the company, the location of warehouses and the value of a delivery. As such, the model is relevant for the following types of deliveries:

  • Deliveries sent from a location in the EU to a customer in the EU, even if the seller is not located in the EU.

  • Deliveries sent from a location outside the EU to a customer in the EU if the value of the delivery does not exceed € 150.

Some special rules for order processing and invoice creation apply for orders covered by the Deemed Supplier model:

  • During the import of Kaufland.de orders to your plentymarkets system, an automatic check determines if these orders are covered by the Deemed Supplier model. Information about these orders are provided to you by Kaufland.de via the seller portal, CSV reports and via the API.

  • In cases where not all order items of an order are subject to the model, the order is split. Both orders get an individual order ID and are simultaneously imported into your plentymarkets system. This ensures that the handling of individual orders and order items can proceed correctly.

Important: Kaufland.de is obliged to withhold and pay VAT for Deemed Supplier orders. As such, Kaufland.de issues invoices for these orders. As a result, you cannot create invoices for these orders.

Also note the required warehouse settings for warehouses outside of the EU. If items are delivered from outside the EU, the corresponding warehouses have to be linked to Kaufland.de warehouses. You do this via the setting Linking warehouses in the Setup » Markets » Kaufland.de » Settings menu.

3. Activating the order referrer

An order referrer tags an order with the sales channel on which the order was generated. You also need to activate the order referrer in order to link items, characteristics etc. with Kaufland.de. Go to Setup » Orders » Order referrer to activate the order referrer.

Activating the order referrer for Kaufland.de:

  1. Go to Setup » Orders » Order referrer.

  2. Activate the option Kaufland.de.

  3. Save () the settings.

Do not group Kaufland.de orders

During the order import, Kaufland.de orders are synchronised by the external order number. However, because the external order number does not exist any longer in a grouped order, grouping orders might result in orders being created anew when they are retrieved again.

4. Setting the variation availability

You need to activate the variations that you want to sell on Kaufland.de. This is done in the Availability tab of a variation within the Item » Edit item » [Open item] » [Open variation] menu.

Making a variation available for Kaufland.de:

  1. Go to Item » Edit item » [Open item] » [Open variation] » Tab: Settings.

  2. Open the variation that you want to sell on Kaufland.de.
    Tip: To sell all variations of an item on Kaufland.de, carry out the settings for the item’s main variation. This activates the availability of all variations of the item.

  3. In the Availability area, activate the option Active.

  4. Click on the Availability tab.

  5. In the Markets area, click in the selection field.
    → A list of all available markets is displayed.

  6. Activate the option Kaufland.de.

  7. Activate the option Web API.

  8. Click on Add ().
    → The market is added.

  9. Save () the settings.
    → The variation is available for Kaufland.de.

The variation group function allows you to edit several variations at once. You select the variations that you want to edit.

Making several variations available for Kaufland.de using the variation group function:

  1. Go to Item » Edit item.

  2. Set the filter Table type to Variations.

  3. Choose additional filters on the left if needed and click on Search ().

  4. Select () the variations to be edited from the overview on the right.

  5. Click on Variation group function.
    → The Variation group function window opens.

  6. Navigate to the area Market availability.

  7. Activate the checkbox to the left of the option Kaufland.de.

  8. Activate the checkbox to the right of the option Kaufland.de.

  9. Activate the checkbox to the left of the option Web API.

  10. Activate the checkbox to the right of the option Web API.

  11. Navigate to the area Availability.

  12. Activate the checkbox to the left of the option Active.

  13. Activate the checkbox to the right of the option Active.

  14. Click on Execute to apply the settings.

Batch processing allows you to edit several variations at once. You use filters to limit which variations are edited.

Making several variations available for Kaufland.de using batch processing:

  1. Go to Item » Batch processing.

  2. Click on the tab Variations in the upper left corner.

  3. Use the filters on the left to specify which variations should be processed.

  4. Navigate to the area Market availability.

  5. Activate the checkbox to the left of the option Kaufland.de.

  6. Activate the checkbox to the right of the option Kaufland.de.

  7. Activate the checkbox to the left of the option Web API.

  8. Activate the checkbox to the right of the option Web API.

  9. Navigate to the area Availability.

  10. Activate the checkbox to the left of the option Active.

  11. Activate the checkbox to the right of the option Active.

  12. Click on Apply to apply the settings to the variations.

5. Optional: Saving SKU

SKU are generated automatically when your variations are exported. However, you can also save market specific SKU for variations that you want to sell on this market instead.

  1. Go to Item » Edit item » [Open item] » [Open variation] » Tab: Settings.

  2. Click on the Availability tab.

  3. In the SKU area, click on Add ().
    → The New SKU window opens.

  4. Select the referrer Kaufland.de.

  5. Select the corresponding marketplace account.

  6. Enter the SKU.

  7. Click on Add ().
    → The SKU is saved and displayed.

Only the most important settings for the import are described here. Is this your first time working with the import tool? Then get familiar with how data imports work in plentymarkets first.
  • Create a CSV file with at least the columns described in Table 2.

  • Create an import with the following settings:

    • Select the type Item.

    • Select the matching field Variation ID.

    • Map the plentymarkets data fields as described in Table 2.

Table 2. Recommended columns of the import file
Column in CSV file Explanation plentymarkets data field for mapping

Variation ID

Enter the variation ID in this column.

Variation ID

Market ID

Enter the referrer ID 102 in this column.

SKU > Marketplace ID

Account ID

Enter the plenty ID of the client in this column.
Tip: To find the plenty ID go to
Setup » Client » [Select client] » Settings » Option: Plenty ID

SKU > Marketplace ID

SKU

Enter the SKU that you want to save for the variation for this market in this column.

SKU > SKU

6. Defining a sales price

Sales prices define the conditions under which a variation is sold at a specific price and on a specific sales channel. That means that to sell variations on Kaufland.de, you need a sales price in which the order referrer Kaufland.de is activated. The price that you save for this sales price is the price that will be shown on Kaufland.de.

Defining a sales price for Kaufland.de:

  1. Go to Setup » Item » Sales prices » [Open sales price].
    Tip: No sales prices? Then create a new sales price first.

  2. Open the Settings tab.

  3. Activate the referrer Kaufland.de.

  4. Save () the settings.

7. Defining the barcode

Proceed as described below to define a barcode for the order referrer Kaufland.de. This barcode is transferred to Kaufland.de for the variation.

Defining a barcode for Kaufland.de:

  1. Go to Setup » Item » Barcode.

  2. Open the barcode.

  3. Activate the referrer Kaufland.de.

  4. Save () the settings.

Afterwards, link the barcode with the desired variations if you have not done so.

8. Preparing variations

Kaufland.de specifies some mandatory information. That means that a variation only can be exported to the market if this mandatory information is saved for the variation. For a functioning export to Kaufland.de, the variation has to conform with the following requirements:

  • A EAN or an ISBN

If the information listed above is not saved, the variation is not exported.

9. Activating characteristics for the market

To use characteristics for Kaufland.de, each characteristic must be activated for the market.

Activating characteristic for the market:

  1. Go to Setup » Item » Characteristics.

  2. Expand the characteristic ().

  3. Activate the option Kaufland.de.

  4. Save () the settings.

  5. Repeat this for all characteristics that you need for the market.

9.1. Linking plentymarkets characteristics with Kaufland.de attributes

It is possible to overwrite attributes with plentymarkets characteristics or to add Kaufland.de attributes.
Important: In order for the plentymarkets characteristics to be correctly assigned during the Kaufland.de export, the internal name of the plentymarkets characteristic must be the same as the column header in the Kaufland.de Product.csv file.
The Kaufland.de attributes EAN, title, description, manufacturer and picture are mandatory entries for the item export. These attributes are transferred by plentymarkets by default. These attributes can only be overwritten by an attribute. Other attributes, such as "material_composition", "clothing_size" or "weight" can be added if a corresponding characteristic is created in plentymarkets.

Mandatory entries for the item export

The Kaufland.de attributes ean, title, description, manufacturer and picture are mandatory entries for the item export.

Creating a characteristic:

  1. Go to Setup » Item » Characteristics.

  2. Click on the New characteristic tab.

  3. Enter the name of the Kaufland.de attribute into the Name (internal) field.
    → The entered name is displayed in the item data record when linking characteristics.

  4. Enter a name in the Webshop field.
    → This name is used in the item overview of the plentyShop.

  5. Select the Characteristic type.

  6. Activate the option Kaufland.de.

  7. Save () the settings.

For further information about linking characteristics with Kaufland.de, refer to the Linking characteristics to attributes best practice page.

10. Linking categories

Link your plentymarkets categories to the Kaufland.de categories in order to display your items in these categories. Further items from the linked category are assigned automatically.

Linking categories:

  1. Go to Setup » Markets » Kaufland.de » Category link.

  2. Click on Search ().
    → The Select category window opens.

  3. Select the Kaufland.de category that best matches your plentymarkets category.

  4. Click on Apply.
    → The ID and category path of the Kaufland.de category are displayed.

  5. If you already know the ID of the Kaufland.de category, enter it directly into the Market category field to link it to your plentymarkets category.

  6. Save () the settings.

Subcategories do not have to be linked

In some cases, your subcategories may not match the Kaufland.de subcategories. In such cases, link your items with Kaufland.de’s corresponding main category. Kaufland.de automatically assigns your items to a subcategory. You should not transfer items to Kaufland.de that have not been assigned to a Kaufland.de category.

11. Activating the payment method

As soon as an active account for Kaufland.de exists, the payment method Kaufland.de Payment is automatically available in your plentymarkets system. No separate configurations are needed for this. You just need to permit the payment method in one or more customer classes.

Permitting the payment method in a customer class:

  1. Go to Setup » CRM » Classes.

  2. Open the customer class for which you want to permit the payment method.

  3. For the setting Permitted payment methods, activate the option Kaufland.de Payment.

  4. Save () the settings.

12. Editing the invoice

You have to modify the invoices for Kaufland.de. Two adjustments have to be made:

  • Enter a note for the payment method Kaufland.de Payment.

  • Your bank details must not appear on invoices for Kaufland.de.

How to carry out these adjustments is described below.

12.1. Entering a note for the payment method Kaufland.de Payment

The following note must appear on Kaufland.de invoices:

Note for Kaufland.de invoices
Achtung! Bitte veranlassen Sie keine Zahlungen auf unser Konto. Die Bezahlung erfolgt an die real,- Digital Payment & Technology Services GmbH. Sollten Sie per Klarna bezahlt haben, erhalten Sie eine separate Zahlungsanweisung von Klarna. Für weitere Informationen zu Klarna besuchen Sie link:https://www.klarna.com/de/[www.klarna.de^]{nbsp}icon:external-link[].

Entering a note for the payment method Kaufland.de Payment:

  1. Go to Setup » Client » Standard » Locations » Germany (standard) » Documents » Invoice » Tab: Template.

  2. In the Optional elements below stock unit table area, enter the note given above for the Payment instruction option for the payment method Kaufland.de Payment.

  3. Save () the settings.
    → The note only appears on the invoices for orders with the payment method Kaufland.de Payment.

12.2. Hiding bank details on Kaufland.de invoices

The payment is processed by Kaufland.de. To prevent customers from paying money directly to you, do not enter bank details on invoices for Kaufland.de.

If you use a PDF template to display your bank details on an invoice, then create another PDF template for Kaufland.de that does not contain bank details. You can also save the Kaufland.de logo for this PDF template. To save this PDF template for the payment method Kaufland.de Payment, go to Setup » Client » Standard » Locations » Germany (standard) » Documents » Invoice » Tab: PDF template. Your bank details are not displayed on invoices for Kaufland.de.

Displaying bank details with payment instructions

If you entered your bank details in the Setup » Client » Standard » Locations » Germany (standard) » Documents » Invoice » Tab: Template menu for the Payment instruction option, then you do not need to carry out any further settings. If you use this method, your bank details are not displayed on Kaufland.de invoices.

13. Automatically creating invoices

Set up an event procedure to automatically create invoices for Kaufland.de.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct Name for the event procedure.

  4. Select the Event according to Table 3.

  5. Save () the settings.

  6. Carry out the further settings according to Table 3.

  7. Activate the option Active ().

  8. Save () the settings.
    Note: The data is not transferred in real time when the event procedure is triggered. Instead, the data is registered in a queue. As such, transferring the data can take up to several minutes if a large number of jobs need to be processed. On the plus side, this means that several retries will be performed if the target server is throttled or not responding.

Status and filters for the event procedure

The status and filters listed in [creating-invoices-kaufland] only serve as an example for creating an event procedure. Select filters and statuses for the event procedure which best suit your workflow.

Table 3. Event procedure for automatically creating invoices for Kaufland.de
Setting Option Selection

Event

Status change: [7] Outgoing items booked

Filter 1

Order > Order type

Order

Filter 2

Order > Referrer

Kaufland.de

Procedure

Documents > Generate invoice

14. Automatically uploading invoices

Set up an event procedure to automatically upload invoices to Kaufland.de.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct Name for the event procedure.

  4. Select the Event according to Table 4.

  5. Save () the settings.

  6. Carry out the further settings according to Table 4.

  7. Activate the option Active ().

  8. Save () the settings.
    Note: The data is not transferred in real time when the event procedure is triggered. Instead, the data is registered in a queue. As such, transferring the data can take up to several minutes if a large number of jobs need to be processed. On the plus side, this means that several retries will be performed if the target server is throttled or not responding.

Status and filters for the event procedure

The statuses and filters in Table 4 only serve as an example for creating an event procedure. Select filters and statuses for the event procedure which best suit your workflow.

Table 4. Event procedure for automatically uploading invoices to Kaufland.de
Setting Option Selection

Event

Select an event, for example Order change: Status change.
Note: Select an event that is triggered when the invoice already exists. The event Order: Invoice generated is not recommended. This is because the event is triggered before the invoice generation is completed.

Filter

Order > Referrer

Kaufland.de

Procedure

Order > Upload invoice to Kaufland.de

15. Automatically sending cancellations

Set up an event procedure to automatically inform Kaufland.de of cancellations. Whenever you are dealing with cancellations, you need to send Kaufland.de a reason for the cancellation. Open the Setup » Orders » Status menu and create additional order statuses as needed. The following cancellation reasons can be transferred to Kaufland.de:

  • Exchange by customer

  • Cancellation by customer

  • Wrong delivery address

  • Wrong item description

  • Customer did not receive goods

  • Item out of stock

  • Wrong sales price

  • No delivery to this delivery address

  • Other reason

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct Name for the event procedure.

  4. Select the Event according to Table 5.

  5. Save () the settings.

  6. Carry out the further settings according to Table 5.

  7. Activate the option Active ().

  8. Save () the settings.
    Note: The data is not transferred in real time when the event procedure is triggered. Instead, the data is registered in a queue. As such, transferring the data can take up to several minutes if a large number of jobs need to be processed. On the plus side, this means that several retries will be performed if the target server is throttled or not responding.

Table 5. Event procedure for automatically sending cancellations to Kaufland.de
Setting Option Selection

Event

Status change: Status [8] Cancelled

Filter 1

Order > Order type

Order

Filter 2

Order > Referrer

Kaufland.de

Procedure

Order > Send cancellation to Kaufland.de

Select a reason.
Note: You can cancel individual order items for Kaufland.de. However, you cannot adjust the cancellation amount. As such, you can only refund the full sales price of an order item. You cannot grant discounts or reduce the price of cancelled order items.

Returns for Kaufland.de
Returns for Kaufland.de

Unlike other marketplaces, you cannot send returns to Kaufland.de with an event procedure via plentymarkets yet. Process returns for Kaufland.de directly in your Kaufland.de seller account.

16. Viewing the log

The Data » Log menu contains a history of processes that run via the Kaufland.de interface. Note that integrations and identifiers are only shown in the drop-down lists as filters after the process has run at least once.

For Kaufland.de, the following filters are recommended:

  • Identifier » Kaufland.de

Filtering and checking log entries
  1. Go to Data » Log.

  2. In the column to the left, select appropriate filters from the drop-down lists.

  3. Optional: Select filters for dates and/or times to only show entries from a specific period.
    Tip: For further information about the filters, refer to the Data log page of the manual.

  4. Click on Search ().
    → The results are shown.

  5. Check all entries for the levels warning and error.
    Tip: Click on the entry to see details.

Use the reference types and reference values listed in Table 6 to limit the search results:

Table 6. Reference types and reference values for Kaufland.de
Reference type Explanation Reference value

action

Filters by events.

Select a reference type to filter for specific events.

  • CancelOrder = Log entries for the event procedure Send cancellation to Kaufland.de

orderId

Filters by the order ID of the order in plentymarkets.

externalOrderId

Filters by the Kaufland.de order number of the order.

externalOrderItemId

Filters by the ID of the Kaufland.de order item.

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