Scheduler

Orders » Scheduler

The scheduler is a subscription module. This module allows your customers to subscribe to certain items in your online store. The scheduler menu is only visible in your plentymarkets system if you booked this module.

Tip

Go to Start » Service Center » Tab: Contract to book the module.

1. General information about the scheduler

The scheduler is a subscription module. This module allows your customers to subscribe to certain items in your online store. The module is an additional add-on and only visible in your plentymarkets system if you booked this module. In the System » System settings » Orders » Scheduler menu, you can configure the scheduler module for your online store. After configuring the module, the Orders » Scheduler » Scheduled orders menu provides you with an overview of your subscriptions.

Not for items with order characteristics

The scheduler module is not for items with order characteristics.

2. Carrying out the basic settings

First, you determine which basic settings are to be valid for this module.

Carrying out the basic settings:

Go to System » System settings » Orders » Scheduler.
Pay attention to the explanations given in table 1 and carry out the settings as desired.
Save the settings.

The following table explains the settings in the System » System settings » Orders » Scheduler menu:

Setting

Explanation

Intervals

Select the intervals for the subscription function. Press Ctrl+C or cmd+C for multiple selection. The intervals which you select here will be available for customers in the online store. During the order process, this will allow the customer to select the intervals that they want to receive the item in. In order to have the options displayed in the online store, you have to insert the corresponding template variable (section 4).

Number of orders

Determines how often the subscription is to be processed. Select all of the options that should be available for customers to choose. Press Ctrl+C or cmd+C for multiple selection. The values which you select here will be available for selection in the online store. During the order process, this will allow the customer to select how often they want to receive the item. In order to have the options displayed in the online store, you have to insert the corresponding template variable (section 4).

Permitted payment methods

Select the payment methods that you want to make available for the subscription function. Press Ctrl+C or cmd+C for multiple selection.

Changes to items

Select whether changes concerning the order options, e.g. the quantity, should be permitted during the order process.

Item number per interval

Select which quantity of the item is to be delivered in the interval. This is an optional setting which can be used to compensate for missing items. For example, if an item quantity only suffices for one week, yet the customer selected an interval of two weeks, then you could enter 2 as the item number per interval. Of course, this is assuming that you are certain the customer will agree to receiving the corrected quantity.

Minimum runtime

Select a minimum runtime for the subscription function. It is only possible to subscribe to the item for this period of time or longer. The minimum runtime is optional.

Maximum runtime

Select the maximum runtime for a subscription. The maximum runtime is optional.

Order referrer of generated orders

Determine the order referrer for subscriptions.

Table 1: explanations of the scheduler module’s settings

3. Carrying out settings for subscription items

First, carry out the settings for your subscription items. Integrate the subscription items into your stock. Then activate the subscription function. To do so, proceed as follows.

Sales price setting Subscription Interval not functional

The scheduler does not take into account the option Subscription Interval of the sales price. It is possible to create sales prices for different subscription intervals. However, the scheduler ignores all intervals except None.

3.1. Categorizing subscription items

You have different options for integrating subscription items in your stock. It is recommended that you create a category for subscription items only and link all items desired to this category. Another option is that you create the items again as item bundles so that they are linked to the main item. This is important for reasons of stock-keeping.

3.2. Activating the subscription function

The subscription function first needs to be activated globally and then separately for each item that you wish to offer as a subscription item. The global activation makes it possible for customers to place subscription orders in general. The activation for individual items defines which items customers are allowed to order as subscriptions. In order to activate the subscription function globally, proceed as described below.

Globally activating the subscription function:

Go to System » System settings » Client » Select client » My Account » Settings.
Select the setting activated for the option Subscriptions.
Save the settings.

Now activate the subscription function for each item that the customer should be allowed to order as a subscription.

Activating the subscription function for individual items:

Go to Item » Edit item.
Open the item.
Click on the Gobal tab.
Select the setting Yes for the option Subscription.
Save the settings.

Deactivating the subscription function

Set the global function to deactivated and set the function within individual items to No if you do not want to use the subscription function anymore. Remove the code from your online store’s layout (section 4).

4. Inserting template variables into the online store’s layout

Before customers can select the subscription function in the online store, you have to insert the template variables and code into your store’s layout.

Inserting template variables:

Go to CMS » Web design » Layout » ItemView » ItemViewSingleItem.
Insert the template variables and code (example further below) between $FormOpenOrder and $FormCloseOrder.
Save the settings.

The following table explains the template variables needed to insert the subscription function into the online store:

Template variable

Function

$IsSubscriptionItem

Returns a boolean value (TRUE or FALSE depending on the item’s setting). Use this template variable for an IF query in the layout. This will determine whether or not an item is a subscription item. Otherwise the subscription function will be displayed for all of the items instead of only for those items that are actually subscription items. An example with an IF query can be found underneath the table.

$SchedulerDateSelector

Inserts a calendar selection box, which customers can use to select the date of the first delivery.

$SchedulerInterval

Inserts a drop-down list for selecting the interval for the subscription. Here you can select the intervals that were saved in the settings (section 2).

$SchedulerRepeating

Inserts a drop-down list for selecting the number of deliveries. Here you can select the options for the number of orders that were saved in the settings (section 2).

Table 2: explanations of the scheduler module’s template variables

The following code is an example of how to arrange and name the template variables:

{% if $IsSubscriptionItem %}
<!--  Box Filter -->
<div class="ff01_pagenav" style="margin-top:5px;"<h2Subscription</h2></div>
First delivery: $SchedulerDateSelector<br />
Interval: $SchedulerInterval<br />
Deliveries: $SchedulerRepeating<br />
<!--  End Box Filter -->
{% endif %}

5. The subscription function displayed in the online store

After you have configured the settings described on this page, subscription items are displayed in your online store. The purchaser can customize the timing of the first delivery, the interval and the number of deliveries before placing the item in the shopping cart. If needed, these settings can be changed during the order process and before the order is sent.

6. Scheduled orders

The overview displays your subscriptions, including detailed information about the customers and orders. Use this menu to search for, edit and delete scheduled orders.

It is also possible to generate an order from the subscription. This is done by clicking on the gear-wheel icon. You have to generate an order from the subscription. Otherwise the order will not be included in the order overview. This is carried out manually.

6.1. Searching for scheduled orders

In the Filter tab, you can search for scheduled orders according to specific filter criteria. The scheduler data that was found will then be displayed in the Scheduler tab.

Searching for scheduled orders:

Go to Orders » Scheduler » Scheduled orders.
Enter the search term in the search field or set the desired filter options in the drop-down lists. The filter options are described in table 1.
Click on Search.
→ The scheduled orders that correspond to the search criteria entered will be listed.

The following filter options are available:

Setting	Explanation
Search	Click on this button to carry out the search. The scheduled orders that were found will then be displayed in the Scheduler tab.
Reset	Resets the filter criteria that was entered.
Scheduler ID	Each scheduler data record automatically receives a consecutive and exclusive ID. The ID is always a real number (e.g. "00521" or "ADF8354" are invalid).
Customer ID	Search by the customer ID.
Item ID	Search by the item ID of the item that is included in the scheduled order.
Customer name	Search by the name of the customer. You can search by the customer’s first and last name.
Start	Select which starting dates you want to search for. You can select: All = No filter No starting date = Searches for scheduled orders that do not have a starting date. Starting date in the future = Searches for scheduled orders that have a starting date in the future. Starting date in the past = Searches for scheduled orders that have a starting date in the past. In the last 7/14/30/80/90 days = Searches for scheduled orders that have a starting date that is a certain number of days in the past.
End	Select which ending dates you want to search for. You can select: All = No filter No ending date = Searches for scheduled orders that do not have an ending date. Ending date in the future = Searches for scheduled orders that have an ending date in the future. In the future or no ending date = Searches for scheduled orders that do not have an ending date or that have an ending date in the future. Ending date in the past = Searches for scheduled orders that have an ending date in the past. In the last 7/14/30/80/90 days = Searches for scheduled orders that have an ending date that is a certain number of days in the past.
Run	Select one of the following filter options for the run: Never = Searches for scheduled orders in which the run was not carried out. This month = Searches for scheduled orders in which the run was carried out this month. Last month = Searches for scheduled orders in which the run was carried out last month.
Active	Choose between the options Yes, No and ALL if you want to search for all scheduled orders.
Owner	Select a user to search for the scheduled orders of this owner. The owner must be saved within the customer data.
Referrer	Select the scheduled order’s referrer.
Interval	You can choose between the option All and the intervals that were selected under System » System settings » Orders » Scheduler.
IBAN	If you select the setting Available, then you will only search for scheduled orders that belong to customers who have an IBAN saved in their bank data.
Direct debit mandate	Searches for customers who have given you a SEPA direct debit mandate or for those who have not given you this form.
Client (store)	Select a client to only display scheduled orders that correspond to this client. Important: Variable users can only select those clients that they have a right to access. Variable users are given rights under System » System settings » Settings » User » Accounts » Tab: Right.

Setting

Explanation

Search

Click on this button to carry out the search. The scheduled orders that were found will then be displayed in the Scheduler tab.

Reset

Resets the filter criteria that was entered.

Scheduler ID

Each scheduler data record automatically receives a consecutive and exclusive ID. The ID is always a real number (e.g. "00521" or "ADF8354" are invalid).

Customer ID

Search by the customer ID.

Item ID

Search by the item ID of the item that is included in the scheduled order.

Customer name

Search by the name of the customer. You can search by the customer’s first and last name.

Start

Select which starting dates you want to search for. You can select:
All = No filter
No starting date = Searches for scheduled orders that do not have a starting date.
Starting date in the future = Searches for scheduled orders that have a starting date in the future.
Starting date in the past = Searches for scheduled orders that have a starting date in the past.
In the last 7/14/30/80/90 days = Searches for scheduled orders that have a starting date that is a certain number of days in the past.

End

Select which ending dates you want to search for. You can select:
All = No filter
No ending date = Searches for scheduled orders that do not have an ending date.
Ending date in the future = Searches for scheduled orders that have an ending date in the future.
In the future or no ending date = Searches for scheduled orders that do not have an ending date or that have an ending date in the future.
Ending date in the past = Searches for scheduled orders that have an ending date in the past.
In the last 7/14/30/80/90 days = Searches for scheduled orders that have an ending date that is a certain number of days in the past.

Run

Select one of the following filter options for the run:
Never = Searches for scheduled orders in which the run was not carried out.
This month = Searches for scheduled orders in which the run was carried out this month.
Last month = Searches for scheduled orders in which the run was carried out last month.

Active

Choose between the options Yes, No and ALL if you want to search for all scheduled orders.

Owner

Select a user to search for the scheduled orders of this owner. The owner must be saved within the customer data.

Referrer

Select the scheduled order’s referrer.

Interval

You can choose between the option All and the intervals that were selected under System » System settings » Orders » Scheduler.

IBAN

If you select the setting Available, then you will only search for scheduled orders that belong to customers who have an IBAN saved in their bank data.

Direct debit mandate

Searches for customers who have given you a SEPA direct debit mandate or for those who have not given you this form.

Client (store)

Select a client to only display scheduled orders that correspond to this client.
Important: Variable users can only select those clients that they have a right to access. Variable users are given rights under System » System settings » Settings » User » Accounts » Tab: Right.

Table 1: search options in the Filter tab

6.2. Manually creating a scheduled order

Proceed as described below to manually create a scheduled order.

Manually creating a scheduled order:

Click on the gear-wheel icon on the right in the line of a scheduled order.
→ The Create new scheduled order window will open.
Click on the Create order button.
→ You will receive a success message once the order was created.

Once a scheduled order was manually started, you will see the date of the last run within the Last run column. An order will be created in the Orders menu.

Tip: The operation could not be carried out successfully: Check the settings

Check the settings of the subscription. One possible error could be, e.g. that the starting date is in the future. In this case, adjust the starting date accordingly. Another possible error could be that the payment method was not included in the scheduler’s settings. Check the scheduler’s settings. You will also receive an error message if an order was already generated for this scheduled order.

7. Editing an existing subscription

Editing a subscription:

Go to Orders » Scheduler » Scheduled orders.
Find the scheduled order that you want to edit and click on its pencil icon.
→ The scheduled order will open and can be edited.

The editing window is divided into 3 tabs. The settings that are found in the Base tab will be described in table 2. The settings in the Item tab relate to the subscribed items. The Customer tab includes information about the customer from the Customers menu.

7.1. Tab: Base

The following parameters of a subscription are displayed in the Base tab:

Setting	Explanation
Invoice address	The address that the invoice is sent to.
Change customer	Click to change the customer. Either enter the customer ID or the name of the customer. You will see matching results once you have entered at least 3 characters.
Delivery address	Contains the delivery address if it was saved in the customer data.
Change the delivery address	If delivery addresses were saved for the customer, then they can be selected here. However, a new delivery address can not be created.
Scheduler ID	The system automatically assigns the subscription ID. It can not be edited.
Active	The scheduled order is activated if a check mark has been placed. Remove the check mark and click on the save icon to deactivate the scheduled order.
Number of orders	The values that you saved in the Settings menu are displayed. You can change the number of shipments. The number of sent orders is displayed to the left of the forward slash.
Start; End	Specify the duration of the scheduled order by selecting a starting and ending date. A calendar opens to help you configure the settings. The date that is initially displayed can thus be changed.
Start item; End item	Searches for scheduled orders with a starting and ending date that matches the selected options, e.g. starting date in the last seven days.
Last run	Displays the date of the last order. In other words, this is the date when the most recent order was sent. You can use this date to determine when the next scheduled order should be sent. This is useful if you want to manually send the order.
Interval	You can change the interval for this scheduled order as needed. The values that were saved in the Settings menu are available to select here.
Coupon	You can see whether or not a coupon was used for the scheduled order.
Currency	The currency for the scheduled order. Select a different currency from the drop-down list if needed.
Shipping costs	The shipping costs. Enter a different amount if needed.
Shipping method	The shipping method for the scheduled order. Select a different shipping method from the drop-down list if needed.
Payment method	The payment method for the scheduled order. Select a different payment method from the drop-down list if needed.
Client (store)	The client (store) for the scheduled order. Select a different client (store) from the drop-down list if needed. The client that is selected determines which VAT rates will be available in the Item tab (see below).
Owner	The owner for the scheduled order. Select a different person from the drop-down list if needed.
Referrer	The referrer for the scheduled order. Select a different referrer from the drop-down list if needed.

Setting

Explanation

Invoice address

The address that the invoice is sent to.

Change customer

Click to change the customer. Either enter the customer ID or the name of the customer. You will see matching results once you have entered at least 3 characters.

Delivery address

Contains the delivery address if it was saved in the customer data.

Change the delivery address

If delivery addresses were saved for the customer, then they can be selected here. However, a new delivery address can not be created.

Scheduler ID

The system automatically assigns the subscription ID. It can not be edited.

Active

The scheduled order is activated if a check mark has been placed.
Remove the check mark and click on the save icon to deactivate the scheduled order.

Number of orders

The values that you saved in the Settings menu are displayed. You can change the number of shipments.
The number of sent orders is displayed to the left of the forward slash.

Start;
End

Specify the duration of the scheduled order by selecting a starting and ending date.
A calendar opens to help you configure the settings. The date that is initially displayed can thus be changed.

Start item;
End item

Searches for scheduled orders with a starting and ending date that matches the selected options, e.g. starting date in the last seven days.

Last run

Displays the date of the last order. In other words, this is the date when the most recent order was sent.
You can use this date to determine when the next scheduled order should be sent. This is useful if you want to manually send the order.

Interval

You can change the interval for this scheduled order as needed. The values that were saved in the Settings menu are available to select here.

Coupon

You can see whether or not a coupon was used for the scheduled order.

Currency

The currency for the scheduled order. Select a different currency from the drop-down list if needed.

Shipping costs

The shipping costs. Enter a different amount if needed.

Shipping method

The shipping method for the scheduled order. Select a different shipping method from the drop-down list if needed.

Payment method

The payment method for the scheduled order. Select a different payment method from the drop-down list if needed.

Client (store)

The client (store) for the scheduled order. Select a different client (store) from the drop-down list if needed.
The client that is selected determines which VAT rates will be available in the Item tab (see below).

Owner

The owner for the scheduled order. Select a different person from the drop-down list if needed.

Referrer

The referrer for the scheduled order. Select a different referrer from the drop-down list if needed.

Table 2: settings in the Base tab

7.2. Tab: Item

The Item tab is divided into two submenus. In the Scheduler item tab, you can see the items that are currently included in the scheduled order. Here you can edit the quantity, price and other information about the items. The VAT rates that are available here depend on the client that was selected in the Base tab. You can choose from the VAT rates that were saved for the client under System » System settings » Client » Select client » Locations » Select location » Accounting.

If you change the item description within the Item description field, then this change will not go into effect for the actual item itself.

The Add item tab displays the overview of items. This lets you select from your entire catalog of items.

The Start and End options are nearly identical to those for the scheduled order (table 2). The only difference is that the duration can be chosen separately for each individual item. This makes it possible, e.g. to offer different items at different times or to offer one item after another in a subscription.

7.3. Tab: Customer

By clicking the tab Customer, the contact data record in the CRM » Contact menu opens.

8. Creating a new subscription

Proceed as follows to create a new subscription.

Creating a new subscription:

Go to Orders » Scheduler » Scheduled orders.
Click on New.
Pay attention to the explanations given in table 2 and carry out the settings as desired.
Click on the save icon to save the settings.
→ The new subscription will be created.

9. Run

Upcoming subscription sales orders will be displayed in this menu. Here, you can start multiple subscription sales orders at one time. This is especially helpful if you need to edit and monitor several subscriptions.

10. Starting the run function

After clicking on one of the two start run icons, you will be able to see which subscription IDs have sales orders pending for them.

Selecting and starting subscription sales orders:

Select filter options or leave each setting on ALL if you would like to have all of the currently pending subscription sales orders be displayed.
You can start the run function by clicking on one of the icons (see green arrows).
→ The subscription sales orders will be created. Afterwards, they will no longer be displayed in the run menu.