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Entry certificates

In plentymarkets, you can generate entry certificates (German: Gelangensbestätigungen) as PDF files, for example if you want to print them or send them to your customers as an email attachment.
An entry certificate is required with deliveries from Germany into another EU country. Recipients confirm receipt of the incoming items in the respective EU country e.g. by signing the entry certificate and sending it back to the sender.
Thus, an entry certificate is not only a document that accompanies export deliveries, but may also be a receipt relevant for taxes and accounting.

1. Setting up a document template for entry certificates

Before generating entry certificates, you have to set up a document template. This is done in the menu Setup » Client » [Select client] » Locations » [Select location] » Documents » Entry certificate (Gelangensbestätigung).
For further information and instructions on setting up the document template, refer to the Order documents page of the manual.

2. Generating a single entry certificate

In plentymarkets, you can manually generate a single entry certificate directly in the order.

Generating a single entry certificate:

  1. Go to Orders » Edit orders.
    → The order overview opens.

  2. Use the filters to search () for the order for which you want to generate an entry certificate.

  3. Open the required order.

  4. Go to the Receipts tab.

  5. Select the document Entry certificate (Gelangensbestätigung) from the Create receipt drop-down list.

  6. Carry out the settings according to Table 1.

  7. Save the settings to generate the entry certificate.
    → A PDF file containing the generated entry certificate opens.

Table 1. Settings for entry certificates in Create receipt menu
Setting Explanation

Date

Enter a date to be displayed on the entry certificate. The present date is set by default.

Number

The document number is assigned automatically. No entry is required in this field.

Book outgoing items

Choose whether outgoing items should be booked after generating the entry certificate by selecting one of the options YES or NO.

Change order status to status

Select a status that should be applied to the order after generating the entry certificate. Choose the option No change if a status change is not desired.

Comment

Enter a text that is displayed below the item list on the entry certificate. This step is optional.

3. Generating multiple entry certificates

If you wish to generate several entry certificates at once, use the search filter in the Orders » Fulfilment menu to determine the orders for which entry certificates should be generated. In addition, a status change can take place after the entry certificates have been generated.

Generating several entry certificates:

  1. Go to Orders » Fulfilment » Generate entry certificate (Gelangensbestätigung).

  2. Carry out the settings according to Table 2.
    Note that the settings comprise Search filters as well as Procedures.

  3. Click on the gear-wheel () to generate the entry certificates.
    → A PDF file containing the entry certificates for the previously selected orders opens.

Table 2. Options for Generate entry certificate (Gelangensbestätigung)
Setting Explanation

Order status

Select the status of the orders from the dropdown-list for which entry certificates should be generated.

Owner

Select the owner of the orders from the dropdown-list for which the entry certificates should be generated. Select ALL if entry certificates should be generated for all owners.

Location

Select a location from the dropdown-list for which the entry certificates should be generated.

Warehouse

From the dropdown-list, select one of the warehouses or select the option ALL.

Payment method

From the dropdown-list, select a payment method or select the option ALL.

Sorting

Determine how the generated entry certificates are sorted. The options Order ID, Customer ID and Item ID are available for different sorting methods.

Limit

Determine the maximum number of entry certificates generated at a time. The maximum is 200.

Change order status

Choose an order status to which the orders are to be changed after the entry certificates are generated.
The status change is an important tool to make sure that the process is not carried out twice for orders that have already been processed.

Comment

Enter a text that is later displayed below the order items on all entry certificates. This step is optional.
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