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Basic settings

Use the System » Orders » Settings menu to choose 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, 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 System » Orders » Order status and create a new 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 System » 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 configuration.

Important: User login

Whenever you carry out changes in this menu and save them, 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 in advance.

2. Carrying out basic settings

To carry out the basic settings, proceed as described below.

Carrying out basic settings:

  1. Go to System » Orders » Settings.

  2. Carry out the settings according to Table 1.

  3. Save the settings.

Table 1. Options in the System » 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 return

Select which status should automatically be set for returns. The status can be changed when creating the return.

Standard status for credit note

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-invoice

Select which status should automatically be set for multi-invoices.

*Standard status for multi credit note

Select which status should automatically be set for multi credit notes.

Standard status for reversal

Select which status should automatically be set for reversals.For example, a user-defined status [6.4] Outgoing items canceled.
Select the setting Last status if you do not need a specific status. This setting returns the status to whatever it was before the outgoing items were booked.

Status of canceled orders

Select the status range for canceled orders.
Background: As soon as an order enters this status range, stock will no longer be reserved for the items included in the order. In other words, the stock will become available again for other orders. Statuses can be excluded from this automatic function if necessary. For example, if you don’t want items 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 reservation

As soon as an order reaches this status, stock will automatically be reserved for the items included in the order. You can set 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 you do not want stock to be reserved for unpaid orders.

Include the shipping costs in the warranty

YES = The customer will receive a refund for the shipping costs.
NO = The customer is required to pay the shipping costs even in case of a warranty. The shipping costs will not be refunded.

Show in the order/order overview

Select whether the invoice address or the delivery address should be displayed in the order overview.

Display of item prices

Select whether gross or net prices should be displayed in the order.

Assignment of warehouses

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

Automatic warehouse selection

Choose which criterion should be used to select the warehouse.
a) depending on the country of delivery = The warehouse that was saved for the country of delivery in the menu System » Orders » Shipping » Settings » Tab: Countries of delivery.
Tip: If you select this option, then be sure to check which warehouse is assigned to each country of delivery.
b) depending on the item’s main warehouse = The warehouse that was saved as the particular item’s main warehouse will be selected.
Important: If an item does not have a main warehouse, then the warehouse is selected according to the country of delivery.
c) depending on the stock level = The order will be assigned to the warehouse with the highest stock for the stock unit.
d) depending on the warehouse priority and the stock level = The order will be assigned to a warehouse according to the following criteria. The following information is checked:
1) Sufficient stock has to be available.
2) According to the priority of the warehouse (option among the warehouse settings).
In case of sufficient or identical stock in all warehouses, the warehouse will be selected according to priority. The 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 favored because it has more stock than another but rather because it has a higher priority. Conversely, if a warehouse does not have sufficient stock, then it will not be chosen.

Deposit payment on production items

Select a value (in percent) for the deposit or select the option do not offer deposit.

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 was booked, the order status changes from [4] to [5].
Status [4] = In preparation for shipping
Status [5] = Cleared for shipping

Affected status section in status [4.x]

You can place limits on the scope of the status if you have created your own 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 because of partial payment. If a partial payment was made, then the order will automatically be given this status instead of status 4. If the item is in stock, then the order will switch again to status 3.3.
Status [3.2] = In waiting position

3. Authorising variable users to edit orders

To authorise variable users to open orders, you need to save default statuses for returns and credit notes here.
Variable users also need to be given the right to edit orders. Go to System » Settings » User » Accounts and open the particular user account. Then click on Tab: Right » Tab: Menu » Area: Orders. Furthermore, variable users can only create returns, warranties and repairs if they are also authorized to work with the standard statuses that are saved for these types of orders under System » Orders » Settings. Variable users are given the right to work with statuses in the Tab: Visibility in their user profile.

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