Basic settings
Use the Setup » Orders » Settings menu to select which settings should automatically be set for orders and applied under certain conditions and statuses. For example, define the standard settings for the referrer and the status of orders.
1. Important prerequisites
Standard values are selected by default in new systems. For example, status [9] for returns and status [11] for credit notes. These settings can be changed by selecting a different status. Alternatively, go to Setup » Orders » Status and create a new order status. Statuses that are created there are displayed in the Basic settings menu and can be selected as standard statuses.
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Saving the basic settings
The basic settings in the Setup » Orders » Settings menu have to be saved once when the system is first set up. The settings will not go into effect until they have been saved. Thus, save the settings even if you have not made any changes, i.e. even if you want to use the default settings. |
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Important: User login
Whenever you carry out changes in this menu and save the settings, other users are logged out automatically and have to log in again. This ensures that the changes also apply to the other user profiles. Therefore, it is recommended that you announce changes to other users of your system in advance. |
2. Carrying out the basic settings
To carry out the basic settings for order processing, proceed as described below.
Carrying out basic settings:
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Go to Setup » Orders » Settings.
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Carry out the settings according to Table 1.
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Save () the settings.
| Setting | Explanation |
|---|---|
Default referrer |
Select a provider, a market or the Online store. This referrer will automatically be set by default for all orders. Select Manual entry if you do not want to use a default setting, i.e. if you want to individually save each order referrer. |
Standard status for returns |
Select which status should automatically be set for returns. The status can be changed when creating the return. |
Standard status for credit notes |
Select which status should automatically be set for credit notes. |
Standard status for repairs |
Select which status should automatically be set for repairs. |
Standard status for multi-orders |
Select which status should automatically be set for multi-orders. |
Standard status for multi credit notes |
Select which status should automatically be set for multi credit notes. |
Standard status for reversals |
Select which status should be automatically set for reversals. |
Status of cancelled orders |
Select the status range for cancelled orders. |
Status for order reservations |
As soon as an order enters this status, stock is automatically reserved for the items included in the order. You can set up a status up to and including status [6.9]. You can also choose whether the setting should apply to all orders or to paid orders only. For example, select the option Paid orders only if stock should not be reserved for unpaid orders. |
Include shipping costs in warranty |
YES = Customers receive a refund for the shipping costs of a warranty. |
Include shipping costs in credit note |
YES = Customers receive a refund for the shipping costs of a warranty. |
Show in the order/order overview |
Select whether the invoice address or the delivery address is displayed in the order overview. |
Display of item prices |
Select whether gross or net prices should be displayed for the items included in the order. |
Assignment of warehouses |
Select the method according to which the warehouse is assigned. |
Automatic warehouse selection |
Choose the criterion according to which the warehouse is selected. |
Deposit payment on production items |
Select a value (in per cent) for the deposit or select the option do not offer deposit. |
Allow quantity change for bundle and bundle components |
NO = The quantities of bundle items and bundle components cannot be changed manually later in order processing. To adjust the quantity manually, the required bundle has to be added to the order again in the appropriate quantity. This setting is preselected. |
Status changes to [4] instead of [5] if stock is missing |
Set this option to YES if an order should only be cleared for shipping when there is enough stock in the warehouse. As soon as enough stock has been booked into the warehouse, the order status is changed from [4] to [5]. |
Affected status section in status [4.x] |
Place limits on the status section in case you have created individual variations of status [4]. |
Status [3.2] is also affected |
Status [3.2] indicates that the item is in a waiting position due to outstanding partial payments. The order automatically enters this status instead of status [4] as soon as a partial payment is made. If stock is available, the order changes to status [3.3]. |
Show inactive plugin payment methods |
YES = Inactive plugin payment methods are displayed in drop-down lists as well as active ones. |
Behaviour of shipping costs when splitting orders |
Select from the drop-down list what happens with the shipping costs after splitting an order into two new orders. |
Behaviour of original order after splitting |
Select from the drop-down list what happens with the original order after it is split into two new orders. |
Copy order notes to partial orders |
YES = The order notes in the original order are copied to the new partial orders. |
Behaviour of original orders after grouping |
Select from the drop-down list what happens with the original orders after they are grouped into a new order. |
Prefix for bundles |
Define which prefix is to be used in names of bundles. Note that a blank space should be added behind the prefix. |
Prefix for bundle components |
Define which prefix is to be used in names of bundle components. Note that a blank space should be added behind the prefix. |
3. Property transfer
You can determine which order information (properties of an order) are transferred to another order. For example, properties are copied when you create delivery orders or returns. Properties are information that are part of an order, e.g. the shipping profile, the payment status or the document language. Properties can belong to an order or to an order item.
Note: The properties in this menu are not the variation properties you create yourself, as e.g. the order properties.
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Default for transferred properties
All needed properties are transferred by default from one order type into another order type. You don’t have to change any of the settings in this menu. Therefore, if you adapt these property settings, then only after careful consideration. |
Use the menu Setup » Orders » Property transfer to determine which properties are to be copied. You determine this individually for different combinations, e.g. for the combination order (source) to delivery order (target). Not all of the properties are available for copying. The table column Source displays where a property comes from. Internal means that the property is a system property. Interface means that the property was created via a plugin or REST.
When opening the menu, some filters are preset. Adapt these as described below if they don’t meet your requirements.
Activating properties for transfer:
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Go to Setup » Orders » Transfer property.
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Open the search filters ().
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Select for the filter Order type source the order type from which the properties are to be transferred.
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Select for the filter Order type target the order type to which the properties are to be transferred.
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Execute the search.
→ The properties are displayed in the table. -
Activate or deactivate the properties you want to transfer in the column Transfer order property.
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Activate or deactivate the properties you want to transfer in the column Transfer order item property.
→ The activated properties are transferred from now on.
In addition, the following filters are also available to you in the search ():
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Only display transferable properties = Select Yes if only the properties that can be transferred from one order type to another are to be displayed in the table. Select No if all properties are to be displayed in the table, those that cannot be transferred as well.
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Property ID = Enter a distinct property ID for which you want to search. Only one ID at a time can be entered.
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Source = If you don’t select anything, the properties from all sources are displayed. If you select Internal or Interface, only the properties from the respective source are displayed.
4. Authorising back end users to edit orders
To authorise users of the type back end to open orders, you have to save default statuses for returns and credit notes here. No status is saved here by default.
In addition, back end users have to be authorised to edit orders.
Back end users also have to be authorised to create orders of the type return, warranty and repair. For this, back end users have to be authorised to edit these default statuses of these order types saved in the Setup » Orders » Settings menu.
Moreover, define what users are allowed to see in the system. To do so, determine visibilities, for example for warehouses and order statuses.