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Generating documents

This page of the manual describes how you export the list of delivery addresses to your shipping service provider and then import the package numbers, which you receive from your shipping service provider, into your plentymarkets system. You can print shipping labels after you have registered your orders online with your shipping service provider. Furthermore, you learn how to set up address label templates and generate delivery lists.

How you set up all other documents that are available in plentymarkets, such as invoice, order confirmation or delivery note, can be found in the Orders area.

1. Exporting a list of delivery addresses

If you ship packages with a shipping service provider, you need a list of delivery addresses. This list is an export of shipping information that you have to hand over to your shipping service providers, so that they, in return, can provide you with valid shipping labels. This export allows to get larger quantities of packages ready for shipment quickly and easily. In the following, you learn how to export your orders' delivery addresses into a file, which you need for your shipping service provider’s software.

If you have questions about importing the file into the shipping service provider’s software or about using the software itself, please contact the provider.

Exporting a list of delivery addresses:

  1. Go to Orders » Fulfilment.

  2. Expand the area List of delivery addresses.

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

  4. Click on the gear-wheel icon.
    → You receive a file which you should save on your computer.

  5. Afterwards, import the file with your shipping service provider’s software.

Table 1. Settings in the Orders » Fulfilment » area: List of delivery addresses
Setting Explanation

Search filter

Order status

Select the order status.

Owner

Select the owner.

Payment method

Select the payment method.

Shipping method

Select the shipping method.

Incoming payment

Select the incoming payment.

Data format

Select the data format used in your shipping service provider’s software.
If multiple shipping service providers apply to the orders, repeat the export process for all of the relevant data formats.

Separator

Select the separator.
Also select this separator when importing the file into your shipping service provider’s software.

Procedure

Change order status

Select the order status that should be assigned to the orders during export process.

Data format UPS WorldShip 11

If you generate a list of delivery addresses with the data format UPS Worldship 11, the information contained in the Additional address information field is displayed in the columns Str2 and Str3. The columns can each contain 35 characters. Once the first column has been filled, the information continues in the second column. The additional address information is only displayed in the columns if they are empty. If the columns are not empty, the additional address information is not displayed.

2. Importing package numbers

Use the menu Orders » Fulfilment » Tab: Import of package numbers to easily edit large quantities of package numbers in your plentymarkets system.

The Import of package numbers tab is divided into the areas CSV import and List import. In the CSV import area, you upload a file of your shipping service provider in your plentymarkets system. In the List import area, you can manually enter the package numbers with the corresponding order IDs or you can import the package numbers and order IDs by using a barcode scanner.

2.1. Importing package numbers with a CSV file

Proceed as follows to import the package numbers with a CSV file. The CSV file that you import was generated by your shipping service provider.

Importing package numbers with a CSV file:

  1. Go to Orders » Fulfilment.

  2. Click on the Import of package numbers tab.

  3. Carry out the settings in the CSV import area as desired. Pay attention to the information given in Table 2.

  4. Click on Import.
    → The package number is imported into your plentymarkets system.

Table 2. Settings in the Orders » Fulfilment » Tab: Import of package numbers menu
Setting Explanation

Options in the drop-down list

Select the option from the drop-down list, e.g. Order ID. Select the column of the CSV file that should be used to identify the packages. For example, the column that contains the Order ID or a different option.
The order ID as well as the shipping package ID are generated by your plentymarkets system. The Customer reference is saved in the order’s Settings tab.
The following options are available:

* Order ID * Barcode order ID * Shipping package ID * Order and shipping package ID * Customer reference

Package number

Select the column of the CSV file that contains the package number.

Field separator

Select the separator.

File

Click on Browse and select the shipping service provider’s CSV file that you want to use for importing the package numbers.

2.2. Manually importing package numbers

In the Orders » Fulfilment » Tab: Import of package numbers menu in the List import area, you can manually enter the package numbers with the corresponding order ID. Alternatively, you can use a barcode scanner to scan these from the packing list. You find a description of how to use the barcode scanner in the next chapter.

2.3. Importing package numbers with the help of a barcode scanner

The outgoing items should be booked in plentymarkets once an order is finished being packed. Here, the Status [7] Outgoing items booked are saved for the order and the current date is saved as the date for the outgoing items. For example, this operation can be carried out by scanning the barcode on the invoice, delivery note, packing list or the address label. Pay attention to the correct configuration of your barcode scanner.

The following example describes the scanning process of the packing list.

Importing package numbers with the help of a barcode scanner:

  1. Go to Orders » Fulfilment.

  2. Expand the area Generating invoices.

  3. Generate one or multiple invoices. For further information, refer to the explanations on the Generating invoices page of the manual.

  4. Create a packing list from these invoices for all orders that need to be packed this time. For further information, refer to the explanations on the Packing list page of the manual.

  5. As soon as a package has been packed, mark this order on the packing list.

  6. Additionally, place another small sticker with the package number (light label) underneath the order ID’s barcode.

  7. Go to Orders » Fulfilment.

  8. Click on the Import of package numbers tab.

  9. Place the cursor in the first field in the List import area.

  10. First scan the order ID and afterwards the package number.
    → By clicking on Save, the package numbers is saved for all orders in the Settings tab.

Set up an event procedure in the System » Orders » Event procedures menu. Select the procedure Order > Book outgoing items for the event Order change > Package number. Furthermore, you can send your customers an email template including the package number and the link for tracking the package. For further information, refer to the Event procedures page of the manual.

3. Setting up the address label

In contrast to shipping labels, you can precisely define which information should be displayed for address labels in plentymarkets and where it should be positioned on the label. These address labels do not yet include the shipping charges or the shipment numbers, as they were not generated by the shipping provider. Using address labels is especially recommended in certain situations. For example, when shipping books, it is sometimes possible to write book mail on the package and ship it for a cheaper price than the weight of the package. In plentymarkets, you can configure the address label templates, generate a PDF file and use it to print labels.

When does it make sense to use the software of a parcel service?

Generate address labels in plentymarkets to send your items. If you would like to ship packages with a parcel service, we recommend that you use the software of the parcel service in order to print shipping labels.

If you have already created an address label template and saved a PDF template, continue with chapter Generating the address label.

3.1. Creating an address label template

Before being able to print address labels, you must create a template. Proceed as described below to create a new template.

Creating an address label template:

  1. Go to System » Orders » Documents » Address label.

  2. Click on the New template tab.

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

  4. Save the settings.

Positioning with coordinates

The content is positioned on a label by entering coordinates (X, Y). In doing so, the starting point is assumed to be the upper left corner of the label.

Table 3. Settings in the System » Orders » Documents » Address label menu
Setting Explanation

Layout title

Name of the address label template. This name is displayed in drop-down lists for selecting the template.

Character set

Select Unicode or ISO-8859-1. It may take longer to generate PDF documents if the character set "Unicode" is used.

Page

Enter values (in mm) for the width and height of the paper which you are going to use for the labels.

Margin

Enter values (in mm) for the left and the top margin on the page.
You also need to consider the right and the lower margin when printing. Usually, the spaces are the same as for the left and top margin. For this purpose, read the information provided for the label paper as well.

Label

Enter values (in mm) for the width and height of the paper which you are going to use for the labels.
The exact dimensions are provided with the label paper. Pay also attention to the margins as well as the dimensions of the printing paper if the paper that you print on is bigger than your label.

Lines per page

Enter the number of lines that are generated per page.

Columns per page

Enter the number of columns that are generated per page.

Order of town and postcode

Select the order from the drop-down list.

Display town and country in capital letters in delivery address

Select whether the town and country should be displayed in capitals letters in the delivery address.

Include country of online store in delivery address

Select whether the country of the online store should be included in the delivery address.

Further options, such as Delivery address, Invoice address, Name and Customer ID

Enter numbers for the positioning.

Item list

The item list controls how item data is displayed on the label. There are two different types: Default and Individual. For further information on this two types, refer to the chapter Item list.

Content of the order ID

Select between the Order ID of the main order and the Order ID of the delivery order.

Horizontal barcode

Enter the coordinates for positioning the barcode as well as its dimensions.

Info bar

The info bar contains all important information. Information is summarised in one line and looks like this:
IN:Invoice No. / PM: (Payment method) / TP: Total price / Date

Customer characteristics

Enter coordinates to position the customer properties. Select the property from the drop-down list. The text that was saved in the CRM » Contacts» Open contact » Area: Properties menu is displayed on the address labels.

Free text fields 1 to 10

Free text fields enable you to display any desired texts which you have entered for them.
Example: For example, one of the free text fields is frequently used to save the sender’s address.

Templates that you have already created can be selected and edited in the System » Orders » Documents » Address label » Tab: Templates menu in the drop-down list Template. You also have the possibility to display a template of the label and to directly print the template in preview mode. When you delete the template, the link to the PDF template is also deleted.

The section PDF template only becomes visible once you have saved a template. In this section, you can link a PDF as background template for a document. You find a description of how to save a PDF template in the next chapter.

3.2. Saving a PDF template

Once you have created an address label template, you are able to see the PDF template area above the Settings area in the menu System » Orders » Documents » Address label. You can save one PDF template per address label template. This is useful, for example, if you want to give your address labels a specific design.

Saving a PDF template:

  1. Go to System » Orders » Documents » Address label.

  2. Select the template.

  3. Click on Browse…​ next to the words Upload.

  4. Select the PDF file from your computer.

  5. Save the settings.

The next time you open the address label template, you are able to see the Display template link within the Template line. Click on this link to view the PDF template that is saved for this address label template. If you want to save a different PDF template, upload a new PDF file as described above. The existing PDF template is overwritten.

3.3. Item list

The item list controls how item data is displayed on the label. You can choose between the types Default and Individual.

Type: Default

If you select the option Default, you also need to enter the coordinates for the item list, the font size and the font style. This controls the position of the entire item list on the labels. In contrast to the option Individual, the text elements such as item ID or variation number, name and quantity are, however, positioned automatically.

Type: Individual

If you select the option Individual, additional options become visible. You are able to determine the positions on the label individually. You also need to enter the coordinates for the item list, the font size and the font style. This controls the position of the entire item list on the labels. Furthermore, you have to decide which text elements should be displayed on the labels and you have to position these elements. The text elements are Quantity, Name, Item ID or Variation No., Weight (kg), Value, Customs tariff number, Manufacturing country, Storage location and Limit. Use the X coordinate, the font style and the width to specify how the individual elements should be displayed in the item list. Use the option Width to determine up to which text width (in mm) the option is displayed.

3.4. Generating the address label

After you have created and saved a template for a label, you can print the label in the Orders » Fulfilment » Address labels menu.

Generating the address label:

  1. Go to Orders » Fulfilment.

  2. Expand the area Address labels.

  3. Carry out the settings. Pay attention to the information given in Table 4.

  4. Click on the gear-wheel icon.
    → The shipping label opens in a separate window and can be printed.

Table 4. Settings in the Orders » Fulfilment » area: Address label
Setting Explanation

Search filter

Label template

Select the template from the drop-down list.

Order status

Select the current status of the orders that you would like to generate address labels for.

Order ID

Enter one (or more) order IDs. Address labels are only generated for the specified orders. Separate multiple IDs with commas.

Customer ID

Enter one (or more) customer IDs. Address labels are only generated for the specified customers. Separate multiple IDs with commas.

Items

Enter one or more item IDs. Address labels are only generated for the specified items. Separate multiple IDs with commas.

Type

Select the type from the drop-down list. Select the option Order to generate address labels for orders only. Select the option ALL to generate address labels for all types of orders, e.g. also for credit notes and returns.

Shipping service provider

Select the shipping service provider from the drop-down list to generate address labels for one shipping service provider only. Select the option ALL to generate address labels for all shipping service providers.

Client (store)

Select the client (store) from the drop-down list to generate address labels for one client only. Select the option ALL to generate address labels for all clients.

Warehouse

Select the warehouse from the drop-down list to generate address labels for one warehouse only. Select the option ALL to generate address labels for all warehouses.

Start from line

Enter the number to determine which line the print should begin from.
This option can be helpful if you use label paper. For example, if your last printing job only required the first 3 lines on a piece of label paper, you could start the next printing job from line 4. This allows you to use the rest of the labels on the page.

Sorting

Determine the identifying feature that you would like to use for sorting the address labels that are generated. Alternatively, select the option NONE if you do not want to have the labels be sorted in any particular way.

Grouping

Determine which criterion you would like to use for generating and grouping the address labels. Select one of the following options:
Select one of the following options:*one label per order* = When the address label is generated in the order, only one label is generated for the entire order.
one label per order item = A label is created in the PDF for each order item.
one label per item = A label is created in the PDF for each item in the order.
one label per shipping package = A label is created in the PDF for each shipping package. These are the shipping packages of the order as they are displayed in the shipping centre.

Limit

Select how many orders should be edited at one time.
The maximum number that can be selected is equal to the maximum number of orders that can be edited at once. If the number of orders that you wish to edit is larger than the limit, the process has to be repeated multiple times. In order to ensure that the system performs as efficiently as possible. The lowest limit is set as the default setting in most of the submenus.

Procedure

Change order status

Select a new status that you would like to have assigned to the selected orders after the invoices were successfully retrieved.

Using the label printer

It is possible to use label printers. Label rolls are used most of the time. You can generate the necessary labels in the System » Orders » Documents » Address label menu. Enter 1 for the options Lines per page and Columns per page. This way, you end up with one label per PDF page. In this case, the label measurements would correspond to the page measurements.

4. Generating the delivery list

In the Orders » Fulfilment » Area:Delivery list menu, you carry out settings with which you define which packages should be on the delivery list that is generated next. For example, you can generate a delivery list for all orders that are in Status [6] Currently being shipped by selecting the correct search filter settings.

Generating the delivery list:

  1. Go to Orders » Fulfilment.

  2. Expand the area Delivery list.

  3. Carry out the settings for the search filters as desired. Pay attention to the information given in Table 5.

  4. Click on the gear-wheel icon to generate the delivery list.
    → A file containing the data that corresponds to the search criteria entered is listed.

Table 5. Settings in the Orders » Fulfilment » area: Delivery list menu
Setting Explanation

Order status

Select the status of the orders that you are searching for. Only the orders with this status are included in the delivery list.

Owner

Select an owner for the orders that you are searching for. Alternatively, select the option ALL.

Outgoing items

Click in the field to open the calendar. Select a date from the calendar or manually enter the date to narrow down the orders that are on the delivery list. The delivery list only includes orders which had their outgoing items booked that day. If no date was selected or entered, you search for orders where the outgoing items were not booked yet.

Shipping method

Select a shipping service provider for the orders that you are searching for. Alternatively, select the option ALL.

List number

Enter the number of the delivery list. This number is displayed on the generated delivery list. If you are generating a delivery list for the first time, number 1 is set in this field by default. Every time that you generate a delivery list, this number automatically increases by one.

Customer number

Enter the customer number. This number is displayed on the generated delivery list.

Title

Enter a title for the delivery list. The title is displayed on the generated delivery list.

Name

Enter the name. The name as well as the contact data (address, postcode and town) are displayed on the generated delivery list.

Address

Enter own address.

Postcode / town

Enter the postcode and town.

Display format

Select the format for the delivery list. The following options can be selected: PDF and CSV.

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