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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 statuses are selected by default in new systems. For example, these are 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.

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.

Important: User login

Whenever you carry out changes in this menu and save the settings, other users will be logged out automatically and will need to log in again. This ensures that the changes will 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:

  1. Go to Setup » Orders » Settings.

  2. Carry out the settings as desired. Pay attention to the information provided in Table 1.

  3. Save the settings.

Table 1. Options in the Setup » Orders » Settings menu
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.
Example: a user-defined status [6.4] Outgoing items cancelled.
Select the status Last status if you do not need a specific status. This setting returns the status to what it was before outgoing items were booked.

Status of cancelled orders

Select the status range for cancelled orders.
Background: As soon as an order enters this status range, stock will no longer be reserved for the items included in the order. This means that the stock becomes available for other orders. Statuses can be excluded from this automatic function if necessary. For example, if you do not want item to be reversed if they have a particular status.
Important: Save the range of statuses in ascending order, e.g. [8.0] to [8.5].

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.
NO = Customers have to pay the shipping costs themselves even in case of a warranty. The shipping costs are not refunded to the customer.

Include shipping costs in credit note

YES = Customers receive a refund for the shipping costs of a credit note.
NO = Customers have to pay the shipping costs themselves even in case a credit note is created. The shipping costs are not refunded to the customer.

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.
a) a warehouse can be assigned for each order = Select this option if you only work with one warehouse or one logistics service provider.
b) a warehouse can be assigned for each stock unit = Select this option of you work with multiple warehouses or multiple logistics service providers.

Automatic warehouse selection

Choose the criterion according to which the warehouse is selected.
a) depending on the country of delivery = The warehouse that was saved for the country of delivery in the Setup » Orders » Shipping » Settings » Tab: Countries of delivery.
Tip: If you select this option, make sure to check which warehouse is assigned to the respective countries of delivery.
b) depending on the item’s main warehouse = The warehouse saved as the respective item’s main warehouse is selected.
Important: If no main warehouse has been saved for an order, the warehouse is selected according to the country of delivery.
c) depending on the highest stock level = The order is assigned to the warehouse with the highest stock for the order item.
d) depending on the warehouse priority and the highest stock level = The order is assigned to a warehouse according to the following criteria. The following information is checked one after another:
1) The priority of the warehouse (option available in the warehouse settings).
In case of sufficient or identical stock in all warehouses, the warehouse with the highest priority. This first criterion does not consider the actual amount of stock. Rather, it checks whether enough stock is available or not. Thus, a warehouse is not favoured because it has more stock than another, but rather because it has a higher priority. Conversely, if a warehouse does not have sufficient stock, it will not be selected.
2) Sufficient stock has to be available.
e) depending on the lowest stock level = The order is assigned to the warehouse with the lowest stock level for the order item.
f) depending on the warehouse priority and the lowest stock level = The order is assigned to a warehouse according to the following criteria. The following information is checked one after another:
1) The priority of the warehouse (option available in the warehouse settings).
In case of sufficient or identical stock in all warehouses, the warehouse with the highest priority. This first criterion does not consider the actual amount of stock. Rather, it checks whether enough stock is available or not. Thus, a warehouse is not favoured because it has more stock than another, but rather because it has a higher priority. Conversely, if a warehouse does not have sufficient stock, it will not be selected.
2) The warehouse with the lowest stock level is selected.
g) depending on the warehouse priority and the highest stock level (fallback: main warehouse) = First, the settings regarding warehouse priority are checked for the warehouse assignment. The second criterion is the stock level, assignment is to the highest stock level. If no warehouse fulfills these criteria, which means that all stock levels are insufficient, the main warehouse of the variation is assigned to the order.
h) depending on the warehouse priority and the lowest stock level (fallback: main warehouse) = First, the settings regarding warehouse priority are checked for the warehouse assignment. The second criterion is the stock level, assignment is to the lowest stock level. If no warehouse fulfills these criteria, which means that no warehouse has priority and stock levels are insufficient, the main warehouse of the variation is assigned to the order.

Deposit payment on production items

Select a value (in percent) 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.
YES = The quantities of bundle items and bundle components can be changed manually later in order processing.
Note: Changing quantities manually after the order is created does not automatically cause an adaption of the quantities of the bundle components or an adaption of the prices.

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].
Status [4] = In preparation for shipping
Status [5] = Cleared for shipping

Affected status section in status [4.x]

Place limits on the status section in case you have created individual variations of status [4].
Default setting: From [4] In preparation for shipping to [4] In preparation for shipping.

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].
Status [3.2] = In waiting position

Show inactive plugin payment methods

YES = Inactive plugin payment methods are displayed in drop-down lists as well as active ones.
NO = Only active plugin payment methods are displayed in drop-down lists.

Behaviour of shipping costs when splitting orders

Select from the drop-down list what happens with the shipping costs after spliting an order into two new orders.
Recalculate shipping costs for both orders (default) = The is the default behaviour. After splitting an order, the shipping costs are recalculated for both new orders.
Take over shipping costs to the first order, the second gets none = When splitting an order, you are asked how the order items are to be distributed. The order items not selected here are taken over into the first new order. The selected order items are taken over into the second new order. If you choose this option for the shipping costs, they are always taken over for the first new order. The second order does not get any shipping costs.
Take over shipping costs to the order with the highest item value, the other gets none = The shipping costs of the original order are taken over into the new order with the highest item value. The second order does not get any shipping costs.

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.
Delete original order (standard behaviour) = The standard behaviour is that 2 new orders are created and the original order is deleted after splitting. You can split orders when they are not locked, outgoing items are not booked yet, no child orders have been created (e.g. returns), no tax-relevant documents have been created and no payments have been assigned to the order yet.
Change of order status = By using this option, 2 new orders are created as well. But the original order remains and is assigned a new order status defined by you. Select this order status from the second drop-down list. We recommend an order status in the cancellation range so that reserved stock does not remain reserved. But depending on your order processing a different order status might be more fitting.
With this setting, it is also allowed to split orders with payments already assigned to it and for which tax-relevant documents (important: invoice as well as reversal document) have been created. The assigned payment as well as the documents remain with the original order and are not transferred to the split orders.

Copy orders to partial orders

YES = The order notes in the original order are copied to the new partial orders.
NO = The order notes in the original order are not 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.
Delete original order (standard behaviour) = The standard behaviour is that one new order is created and the original orders are deleted after grouping. You can group orders when they are not locked, outgoing items are not booked yet, no tax-relevant documents have been created, no payments have been assigned to the order yet and they have the same plentyID, order type, referrer, owner, contact, address, payment method, currency and exchange rate.
Change of order status = By using this option, a new orders are created as well after grouping. But the original orders remain and are assigned a new order status defined by you. Select this order status from the second drop-down list. We recommend an order status in the cancellation range so that reserved stock does not remain reserved. But depending on your order processing a different order status might be more fitting.
With this setting, it is also allowed to group orders with payments already assigned to it and for which tax-relevant documents (important: invoice as well as reversal document) have been created. The assigned payment as well as the documents remain with the original orders and are not transferred to the grouped order.

3. Authorising back end users to edit orders

To authorise users of the type back end to open orders, you need to save default statuses for returns and credit notes here. No status is saved here by default.
In addition, back end users must be authorised to edit orders. Back end users also need 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 status of these order types saved in the Setup » Orders » Settings menu.

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