# Order documents

This page of the manual describes how to set up and edit document templates and how to transfer settings from one template to another.
Before generating order documents and sending them to your customers, set up document templates for each document. Location-based documents as well as fulfilment documents are available in your plentymarkets system. In addition, learn how to save your business letterhead in the form of a PDF template and link it to a document template. The creation of numbering systems is explained as well.

 Orders with tax relevant documents In accordance with fiscal regulations, orders for which tax relevant documents have been created cannot be deleted any more. These documents include invoices, reversal documents, credit notes as well as correction documents.

## 1. Setting up location-based documents

The following documents are set up and managed in the Documents area in the Setup » Client » Select client » Locations menu:

Setting up a location-based document:

1. Select a location in the Setup » Client » Select client » Locations menu.

2. Select a location.

3. Click on the menu item Documents.

4. Select the template you wish to edit, e.g. Invoice.

5. Select a Language from the drop-down list, e.g. en for English.

6. Carry out the settings as described on this manual page.

7. Save () the settings.

8. Click on Preview () to display a preview of the document.

## 2. Setting up fulfilment documents

The following document templates are set up and managed in the Setup » Orders » Documents menu:

Setting up a fulfilment document:

1. Go to Setup » Orders » Documents.

2. Select the template you wish to edit.

3. Select a Language from the drop-down list.

4. Carry out the settings as described on this manual page.

5. Save () the settings.

6. Click on Preview () to display a preview of the document.

## 3. Setting up a document template

Some settings are already available by default once you open one of the menus described above. You can edit those settings and carry out additional settings. If no settings are available by default, you can apply settings from a default document template. Furthermore, you can add notes that are automatically included in documents based on certain options and settings made. Separate templates have to be set up for each language. Select the language at the top of the document menu.

 Defining a language for a document template If no document in the required language is found for a location, the system automatically searches for appropriate document templates in the following order: Default language of the client System language Default location of the client System language of the default location of the default client

### 3.1. Basic settings

Carry out the basic settings for the document according to the information provided in Table 1.

Table 1. Basic settings for documents
Setting Explanation

Font

Select one of the standard fonts Arial /Helvetica, Times New Roman or Courier.
Within the font group Extended alphabets, you can choose between the options East Asian, Arabic and Cyrillic if you wish to set up document templates for languages such as Chinese or Russian.

Character set

Select whether the character set ISO-8859-1 or Unicode should be used. Keep in mind that generating PDF documents takes longer if you select the Unicode option.

Document template

Select whether the document template is only displayed on the first page or on the subsequent pages of the document as well.

Page break

Select whether paragraphs should be continued on subsequent pages or whether there should be a page break.

Select the elements that should be included in the invoice and delivery address and in which order these elements should be positioned.
Activate the option Contact person if the information on the contact person saved in the contact data should be included in invoice and delivery addresses.
Activate the option Title if the title saved in the menu point Adresses in the contact data should be positioned in front of the contact name.

Currency of the document

Select whether the standard currency of your plentymarkets system or the Order currency, i.e. the currency saved with the order, is used.

 Mandatory settings for characters To set up document templates containing Chinese or Cyrillic characters, use the language setting on top of the menu to select the correct language, for example cn for Chinese or ru for Russian, for which you would like to set up a document template. In addition, select the correct Font in the basic settings for the document. Select East Asian to display Chinese characters, or Cyrillic for Russian characters. Furthermore, enter the correct characters in the text field for each option so that they are properly displayed when generating documents later.

### 3.2. Margins

Carry out the settings for the page margins of the documents in this area. The margins are important for automatic page breaks and the positioning of mandatory elements in the document. Pay attention to the information provided in Table 2.

Table 2. Margins of a document
Setting Explanation

Top

Enter a value (in mm) for the top margin on the page. 44.0 mm are set by default. To avoid overlapping elements, make sure to leave enough space to display a header containing the logo of your company.

Left

Enter a value (in mm) for the left margin on the page. 20.0 mm are set by default.

Bottom

Enter a value (in mm) for the bottom margin on the page. 30.0 mm are set by default. For fulfilment documents, the bottom margin defined here is only displayed on pages linked to a PDF template. Depending on the settings made for the option Document template in the Basic settings area, this applies to either only the first or to all pages of a document.

### 3.3. Positioning the mandatory elements

Mandatory elements are elements that have to be included in every document. The positioning of mandatory elements is determined by entering coordinates. Values for the most important parameters are already set up by default. However, these values can be changed. Add any missing entries.
Table 3 explains the mandatory elements for documents, using the invoice document as an example.

The values are based on a coordinate system with an x-axis and a y-axis. The X-axis runs from left to right and the Y-axis from top to bottom. Thus, the zero point is located on the upper left corner of the page.

 Examples for positioning The address field is a field that is usually positioned in the upper left area of the pag. In the invoice document, the standard coordinates for the address field are X = 21 (mm), Y = 54.5 (mm). When positioning fields, use the upper left corner of the document as a point of orientation and pay attention to the margins. In addition to the date, the order ID as well as the customer ID are fields that are typically positioned on the right. The ID’s mentioned above have the following standard coordinates on the X-axis: X = 150 (mm) for the field name and X = 173 (mm) for the value. The Y-coordinates differ so that fields and values do not overlap. The page number is a field that is often positioned on the bottom of the page. In the invoice document, the standard coordinates for the page number are X = 21 (mm), Y = 286 (mm). Thus, the page number is located in the lower left corner of the page on invoice documents.
Table 3. Mandatory fields of a document
Setting Explanation

Positions the field containing the address of the customer.

Document name/number

Enter a name, such as Invoice or Invoice no.

Date

Displays the current date on the document.

Ordered on

Displays the date on which the order was placed.

Currency

Enter a name. The currency itself is taken from the basic settings (see above).

Order ID

ID of an order

Order ID (2)

For returns, credit notes and delivery orders, the ID of the main order is displayed here.

Customer ID

ID of the customer

Referrer

Referrer of the order

Customer reference

Displays the data saved in the corresponding field in the order settings.

Customer class

Customer class ID

Order responsible

Displays the name of the owner of the order.

Account for financial accounting

Displays the debitor saved in the debitor account area in the customer data

Internal customer number

Displays the customer number saved in plentymarkets (not the customer ID).

VAT number

The VAT identification number of the customer

Own VAT number

Displays the VAT ID of the seller.

Pick list ID

An ID is assigned to a pick list as soon as such a document is generated. The pick list ID is saved with all orders included in the pick list. Use the option ID pick list to display this ID on PDF documents. For example, this makes sense with delivery notes.

Page number

Displays the page number on each page of the document.

### 3.4. Customer characteristics

This area is only displayed if properties have been saved for the language of the document template in your system. You can then name the properties using the text fields and position them in the document with the help of the coordinates.

### 3.5. Columns stock units

Use the area Columns stock units to position the entries in the header of the table containing the order items. Enter a field name for each available column. The field name is a name that is displayed in the header. Field names are only displayed if a value is selected in the respective Pos drop-down list. If Pos is selected, the column is not displayed on the document. Use these settings to determine the order in which the field names are displayed in the header. The available columns differ from document to document.

The column Item name will automatically wrap the text, if necessary. All other columns do not have this function. Thus, make sure to select an appropriate value for the with of the columns. Enter the column width in mm.

Use the check box to activate further parameters for the Item name column. In the document, the parameters will be displayed next to the item name in the same column. The activated parameters are only displayed in the document if information on the respective parameter have been entered and saved in the item data beforehand.

### 3.6. Totals

On all documents except for the delivery notes, sums such as the subtotal and the total invoice amount are listed below the list of items. Only sums for which a field name has been determined are displayed.
Table 4 explains important settings in the Totals area.

Table 4. Important settings in the Totals area
Setting Explanation

Value of items (net)

Net value of the items (excluding VAT) In addition, select whether the value of items is displayed summed up for all VAT rates, summed up per VAT rate or per VAT rate if B2B.
Summed up for all VAT rates = only one total is displayed on the invoice, regardless of how many VAT rates are used in the order.
Per VAT rate = A separate total is displayed for each VAT rate used in the order.
Per Vat rate if B2B = if a VAT number of the customer is used for the order, a total is displayed for each VAT rate. If no VAT number is used, only one total is displayed for all VAT rates.

Subtotal (net, total)

Displays the net total value of the order items at the end of the invoice document. In addition, select whether the subtotal of order items is displayed summed up for all VAT rates, summed up per VAT rate or per VAT rate if B2B.
Summed up for all VAT rates = only one subtotal is displayed on the invoice, regardless of how many VAT rates are used in the order.
Per VAT rate = A separate subtotal is displayed for each VAT rate used in the order.
Per VAT rate if B2B = if a VAT number of the customer is used for the order, a subtotal is displayed for each VAT rate. If no VAT number is used, only one subtotal is displayed for all VAT rates.

Subtotal (net, each page except for the last one)

Displays the net subtotal value of the order items on each page. On documents with several pages, the accumulated subtotal of all listed order items is displayed on all pages except on the last page.

Subtotal (margin scheme)

Only adds sums that are subject to the margin scheme.
Important: The margin scheme setting in plentymarkets is an older customized implementation. The tax rate will be applied to the entire amount of the order items that the margin scheme applies to. In other words, the tax rate will not be applied to the difference between sales price and purchase price.

Coupon amount (net) and Coupon amount (gross)

These fields display the net or gross amount that has been covered by one or more coupons. Make sure to enter a field name in case you offer coupons in the online store. Otherwise, the coupon amount is not displayed on the invoice. Whether the coupon amount is net or gross depends on the kind of coupon and the kind of invoice.

### 3.7. Optional elements

In this area, you select optional elements. Barcodes and the cash on delivery note are examples for this. These elements are described below in more detail.

#### 3.7.1. Barcode

The option Barcode can be created from the Order ID or from the document number. In addition, you can choose between EAN13 and Code128 as coding methods for the barcode. If you select the option EAN13 and your order ID consists of 6 digits, the missing numbers are added automatically. Leading zeros and a 1 are added at the beginning of the barcode so that the order ID is turned into an EAN13. If the order ID should be used exactly as it is, select the option Code128. In addition, choose if the digits are displayed below or within the barcode or if they should not be displayed at all.

#### 3.7.2. Cash on delivery note

The cash on delivery note is only displayed on invoices belonging to orders with the payment method Cash on delivery. The default note is CASH ON DELIVERY plus the invoice amount. The option is activated with YES. Alternatively, enter a Name to submit an individual name instead of the default name CASH ON DELIVERY.

### 3.8. Optional elements below stock unit table

In the Optional elements below stock unit table area, you choose which elements appear below the list of order items in the document. Table 5 explains these elements, using the invoice document as an example.

Table 5. Optional elements below stock unit table
Setting Explanation

Font size

Select the desired font size for the optional elements below the list of order items.

Column width

Select a column width for all optional elements listed below. These optional elements are positioned below the list of items on the document.

Delivery date

Select whether the Current month, the invoice date, the date of outgoing items or no delivery date should be displayed.

Payment due

Select one of the options YES or NO to determine whether the option is displayed on the document. If you select YES, you also have to indicate a Payment due date in days. When carrying out the setting, keep in mind that the payment due date saved in the customer data takes priority over this setting. If no payment due date is saved in the customer data, the payment due date saved for the customer class takes priority.

Incoming payment

The date is only displayed if the amount of the incoming payment is complete.

Do you want to use the new payment terms?

Select Yes if you want to switch to the new logic for the payment terms. Make sure that you transfer your settings before you switch to the new logic.
Select No if you want to use the old logic. Note that the old logic is switched off on 1st Jan. 2021. Therefore, we recommend switching to the new logic as soon as possible.

Payment terms (new logic)

This field is only displayed if you are using the new logic for payment terms. The old logic will be switched off 1st Jan. 2021. Therefore, we recommend switching to the new logic as soon as possible.
The values saved in the payment terms of the corresponding order are used. The values can be adapted on the order, if necessary.
Important: The payment terms will only be displayed on documents if the corresponding order was paid with the payment method invoice. If you want to use value date and early payment discount, you must enter a payment due. If there is nothing or the value 0 entered for payment due, the payment terms will not be transferred to documents.
Display: Select if the payment terms are displayed on the document. Enter a Title in the free text field for this.

Value date/payment due/early payment discount (old logic)

Attention: This field is only displayed if you are using the old logic for payment terms. The old logic will be switched off on 1st Jan. 2021. Therefore, we recommend switching to the new logic as soon as possible.
The template variables are filled with the values saved in the customer data. Pay attention to sample terms of payment on the Managing contacts manual page.
If a value for value date is saved for the customer data, this value is used for the document. Otherwise, the value saved for Payment due or the value saved in the customer class is used. The last possibility is to use the number of days entered for the Payment due option for the document.

Payment due (old logic)

Attention: This field is only displayed if you are using the old logic for payment terms. The old logic will be switched off on 1st Jan. 2021. Therefore, we recommend switching to the new logic as soon as possible.
Select one of the options YES or NO to determine whether the option is displayed on the document.

Early payment discount (old logic)

Attention: This field is only displayed if you are using the old logic for payment terms. The old logic will be switched off on 1st Jan. 2021. Therefore, we recommend switching to the new logic as soon as possible.
Select the amount in % and the payment due date in days. The following template variables are available: [Date1], [Date2], [Amount1], [Amount2], [Percent].
Use the setting Value date/payment due/early payment discount if you wish to display the early payment discount saved in the customer data on the invoice. Note: The option Payment due has to be set to YES so that the early payment discount entered in this field is displayed on the invoice.

Payable (cash on delivery)

Enter texts for Field name left and Field name right that are displayed on invoices belonging to orders with the payment method Cash on delivery.

Show payment method

Select one of the options YES or NO to determine whether the payment method of the order is displayed.

Designated use

Select one of the options YES or NO to determine whether information on the designated use of the payment is displayed on the document.

Shipping method

Select one of the options YES or NO to determine whether the shipping method of the order is displayed on the document.

Shipping costs

Select one of the options YES or NO to determine whether the shipping costs saved with the order are displayed.

Select one of the options YES or NO to determine whether the payment method of the order is displayed.

Copy missing contact details from the invoice address to the delivery address

Select one of the options YES or NO to determine whether contact data missing in the delivery address should be copied from the invoice address of the customer.

Select one of the options YES or NO to determine whether the invoice address saved with the order is displayed.

External order number

Select one of the options YES or NO to determine whether the external order number of the order is displayed on the document.

External customer number

Select one of the options YES or NO to determine whether the external customer number is displayed on the document.

Print customer wish

Customers can enter specific wishes for their order in the My account area of the online store. Select one of the options YES or NO to determine whether these customer wishes are displayed on the document.

Date/Signature

Select one of the options YES or NO to determine whether a text field for entering a date and signature is displayed on the document.

Tax note 1

Select the desired font size. Select one of the options Normal or Bold for the font style. Enter the desired tax note in the text field.

### 8.2. Export shipments

Export shipments are deliveries to a country outside the EU. Invoices for export shipments are also created with net prices. For this purpose, a note containing tax information has to be displayed as well.

The data field Tax note 2 is available.

The required tax notes vary from case to case. Consult your tax advisor on the appropriate wording.

## 9. Margin scheme for order items in documents

There are two settings for displaying order items and sums that are subject to the margin scheme on invoices, dunning letters and credit notes:

1. Subtotal for order items to which the margin scheme applies

2. Note on order items to which the margin scheme applies

For these settings to take effect and be displayed on documents, go to Setup » Client » Select client » Locations » Select location » Accounting » Tab: VAT rates and select one of the 4 VAT rates for the option Margin scheme for the default country. The margin scheme setting in plentymarkets is an older customized implementation. The tax rate will be applied to the entire amount of the order items that the margin scheme applies to. In other words, the tax rate will not be applied to the difference between sales price and purchase price.