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Order confirmation

Send order confirmations for incoming orders to your customers. In plentymarkets, you can generate order confirmations as PDF files, for example if you want to print them or send them to your customers as an email attachment.

1. Setting up a document template for order confirmations

Before generating order confirmations, you have to set up a document template. Go to Setup » Client » Select client » Locations » Select location » Documents » Order confirmation to set up the template.
Further information and instructions on setting up the document template are available on the Order documents page of the manual.

2. Generating a single order confirmation

You can generate order confirmations directly in an order. To do so, proceed as follows.

Generating a single order confirmation:

  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 order confirmation.

  3. Open the required order.

  4. Go to the Receipts tab.

  5. Select the document Order confirmation from the Create receipt drop-down list.

  6. Carry out the settings according to Table 1.

  7. Save () the settings to generate the order confirmation.
    → A PDF file of the just generated order confirmation opens.

Table 1. Settings for order confirmations in Create receipt menu
Setting Explanation

Date

Enter a date to be displayed on the order confirmation. The present date is set by default.

Number

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

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

Attention: This field is only displayed if you are using the old logic. The old logic will be switched off on 01.01.2020. Therefore, we recommend to switch to the new logic as soon as possible. Select by choosing YES or NO whether value date, payment due or early payment discount are displayed on the order confirmation.
Note: In order for these information to be displayed correctly on the order confirmation, they have to be deposited for the corresponding customer in the Account area in the CRM » Contacts menu.

Payment due (old logic)

Attention: This field is only displayed if you are using the old logic. The old logic will be switched off on 01.01.2020. Therefore, we recommend to switch to the new logic as soon as possible. If this information is not already deposited in the customer data, enter a number of days in this field to define the payment due date which is displayed on the order confirmation.

Early payment discount from X % if paid within X days (old logic)

Attention: This field is only displayed if you are using the old logic. The old logic will be switched off on 01.01.2020. Therefore, we recommend to switch to the new logic as soon as possible. If this information is not already deposited in the customer data, enter a percentage and a number of days in these fields to define the early payment discount conditions.

Book outgoing items

Select by choosing YES or NO whether outgoing items should be booked when the order confirmation is generated.

Change order status to status

Choose an order status to which the order is to be changed after the order confirmation is generated. If you don’t want the order status to change, select No change .

Comment

The text entered here is displayed below the order items. The entry of a text is optional.

3. Automating generating and sending order confirmations

You can set up event procedures to automate generating and sending order confirmations. This way, you don’t have to have an eye on incoming orders at all times and don’t have to generate each order confirmation manually. Instead you can create an easier workflow by automating these events. As a first step, set up an event procedure for generating the document. Then, set up a second event procedure to send the generated order confirmation to your customers. To do so, proceed as follows.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event listed in Table 2.

  5. Save () the settings.

  6. Carry out further settings as described in Table 2.

  7. Place a check mark next to the option Active.

  8. Save () the settings.

Table 2. Setting up the event procedure Generate order confirmation
Setting Option Selection

Event

Order generation » New order

Filter

Order > Order type

Order

Procedure

Documents » Generate order confirmation

If needed, activate the options Payment due or Early payment discount or enter a Comment that will be displayed blow the order items on the generated invoice.

If you want to send the order confirmation to your customers as a PDF attachment in an email directly after the generation, we recommend the event procedure described in Table 3.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event listed in Table 3.

  5. Save () the settings.

  6. Carry out further settings as described in Table 3.

  7. Place a check mark next to the option Active.

  8. Save () the settings.

Table 3. Setting up the event procedure Send order confirmation
Setting Option Selection

Event

Documents » Order confirmation generated

Filter

Order > Order type

Order

Procedure

Customer > Send email

Click on Add () to add the corresponding email template for sending the order confirmation for the selection Customer (e.g. "Send order confirmation as PDF").

You don’t see the corresponding email template?

You don’t see the corresponding email template for the event procedure "Send order confirmation"? That’s probably because you haven’t created it yet. You can do this in the Setup » Client » Select client » Email » Templates menu. Click on New email template () and create the template according to your requirements. The name you enter here for the email template is then displayed in the event procedures. For further information about setting up email templates, refer to the Sending emails page of the manual.

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