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Subscription

Use the subscription module to generate orders that are automatically sent to your customers at preferred intervals you chose. By using the subscription, you do not have to create each order separately because the selected items are automatically and regularly sent to your customers. Thus, you can create individual subscriptions for customers and configure the settings as required.
You can conveniently create and edit subscriptions in an own section in the back end of your plentymarkets system. Orders that were generated by subscriptions are editable in the order overview, just like other orders. In this chapter, we explain how you create a subscription, how you set up and edit a subscription and which other options and functions are available to you.

1. Preparatory settings

You should take note of and decide on some preparatory settings. Having set those, you can work with subscriptions more conveniently. On the one hand, you can select default settings for subscriptions, so that these settings are preselected when you are creating a new subscription and do not have to be carried out every time. Deciding on those settings beforehand saves time when you create new subscriptions. On the other hand, you have to assign user rights if users of the type back end are to work with subscriptions as well. The default settings as well as the settings for assigning the required user rights are described in the following two chapters.

Moreover, tables are customisable. This means that you can decide which information is displayed in the table columns. To do so, proceed as follows.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move () the columns, so that they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

1.1. Determining default settings

Go to the menu Setup » Orders » Order types » Subscription to decide on default settings for your subscriptions. Thus, the settings chosen here are preselected for your new subscriptions and can accelerate your workflow if you regularly need the same settings for subscriptions. However, it is still possible to decide on different settings when creating a new subscription.

Proceed as described below to carry out the default settings:

  1. Go to Setup » Orders » Order types » Subscription.

  2. Carry out the settings. Take into account the explanations given in Table 1.

  3. Save () the settings.

Table 1. Subscription default settings
Settings Explanation

Automatically generate orders for any due subscriptions.

Select whether orders are automatically generated for subscriptions when they are due. These orders are then integrated in the order overview and can be edited there. Choose this option by placing a check mark.
Note that orders are not generated automatically and have to be triggered manually when you do not activate this setting.

Default status

Select a default status for subscriptions. This status is then preselected for new subscriptions, but can still be adjusted if required. Available are all statuses you have created in your plentymarkets system.

Default interval

You can optionally set a default time period at which the items of a subscription are shipped regularly. This interval is then preselected for new subscriptions, but can still be adjusted if required.

Default owner

Select a default owner. Make sure that the allocated owner has the required user rights for subscriptions. This owner is then preselected for new subscriptions, but can still be adjusted if required.

Default referrer

Select a default referrer. This referrer is then preselected for new subscriptions, but can still be adjusted if required.

Default client

Select a default owner. This client is then preselected for new subscriptions, but can still be adjusted if required.

Display of added items in the shopping cart

Select how items are added to the shopping cart. The default setting is As one order position, quantities of order items are increased.
As separate order positions = Same items are added separately as well, meaning that each item is displayed in a separate row.
As one order position, quantities of order items are increased = Same items are added as one order item, only the quantities are adapted.

1.1.1. Subscription run preview

The Subscription run preview is also available in the Setup » Orders » Order types » Subscription menu. Click on the button Subscription run preview and a new window with an overview of all Due subscriptions opens. These are sorted in ascending order by order IDs. Additionally, the duration of the subscriptions as well as the last and the next run are displayed.

The information which subscriptions are due is retrieved once a day by the system. The Subscription run preview does not only offer you an overview and the option to review due subscriptions, you can also trigger due subscriptions immediately. When doing this, take into account that all due subscriptions are triggered at once. A selection of individual subscriptions is not possible in this overview. How you can trigger manual runs for individual subscriptions in the detail view of each subscription is explained further below in the chapter Fulfilled orders: Runs.

So, when due subscriptions are displayed, click on Subscription run preview in the lower right hand corner of the overview to trigger an immediate manual run. Wait a moment after clicking on the button. The message Run executed is displayed after completion. You can see the orders generated by this in the Order overview as well as in the section Fulfilled orders of the detail overview of the corresponding subscription.

Using the Subscription run preview

Triggering the due subscriptions cannot be reverted. If required, you can cancel the generated orders in the order overview.

1.2. Assigning user rights

Back end type users can only see certain areas and menus in plentymarkets. This means they only have limited access to the system. If you want back end type users to see and edit subscriptions, you have to grant them the following rights:

  • Items > Item > Variation > Show

  • Items > Item > Variation > Price > Show

  • Items > Sales price > Show

  • Orders > Show

  • CRM > Message > Show

  • Setup > Tag > Show

Tip: How to grant rights

Note that only Admin users can grant rights.

Assigning rights:

  1. Go to Setup » Settings » User » Rights » User.
    → The overview opens.

  2. Select a user.
    → The Rights menu item containing the visibilities opens.

  3. Assign the rights for the respective area by ticking the check boxes indicated above.
    Note: You can either grant rights for complete areas or limit the rights you grant the user. To only grant limited rights in a certain area, expand the area.

  4. Save () the settings.

The Rights and Menu visibilities are linked. This means that if you grant a right in one of the two areas, plentymarkets automatically grants the corresponding rights in the other area.

Subscriptions can be edited with these user rights. In order for users to also create new subscriptions, the following rights have to be granted additionally.

  • CRM > Address > Show

  • CRM > Contact > Show

  • Setup > Property> Show

  • Setup > Tag > Tag relationship > Delete

  • POS > Show

2. Creating subscriptions

A new subscription is created via the contact overview. Therefore, to create a new subscription, you first have to go to the CRM » Contacts menu and then proceed as described below.

Creating a new subscription via the contact overview:

  1. Go to the CRM » Contacts menu.

  2. Search () for the required contact by means of the filter settings as described in the chapter Searching for a contact.
    → The contacts that match the search criteria are displayed.

  3. Click on Actions in the contact row.
    → A selection of the different options opens.

  4. Select New subscription.
    → You are automatically redirected to the editing options of the new subscription.

2.1. Carrying out the subscription settings

The calculations of the Net order value as well as the Gross order value are automatically carried out after the subscription is created. Additionally, the Last run of the subscription is displayed. Data are taken over from the contact data set of the selected contact. Among these are for example addresses or assigned payment methods. Basic settings of the subscription are explained in Table 2.

Table 2. Explanations of the subscription settings
Settings Explanation

Status

If you set a default status, it is preselected here. However, available are all statuses you have created in your plentymarkets system. If required, change the status by selecting another one from the drop-down list.

Tags

Available are all tags you have created in your plentymarkets system. Select the required tag from the drop-down list.

Invoice address

Select the invoice address of the selected contact from the drop-down list. Available are the addresses saved in the corresponding contact data record. The address ID is displayed as well to differentiate between addresses, if more than one is saved for a contact. If an address is selected as the primary invoice address, is is marked by a star.
This is a mandatory field.

Delivery address

Select the delivery address of the selected contact from the drop-down list. Available are the addresses saved in the corresponding contact data record.
This is a mandatory field. The address ID is displayed as well to differentiate between the addresses, if more than one is saved for a contact. If an address is selected as the primary delivery address, is is marked by a star.
This is a mandatory field.

Subscription interval

The interval chosen here determines the regularly recurrent times at which the items are sent to the customers. If you set a default interval, it is preselected here. The interval can be adapted by selecting a different one from the drop-down list.
This is a mandatory field.

Currency

Select a currency for the subscription. The system currency you set in the back end is preselected.

Start of subscription

Select the start date () for the subscription. Note that you have to select a start date that is earlier than the end date. If the start date is in the past, the first automatic run of the subscription will be on the chosen start date plus the selected interval. No automatic run will be executed before this date, but it is always possible to trigger a manual run.
This is a mandatory field.

End of subscription

Select the end date () for the subscription. The end date of the subscription has to be later than the start date. No more runs are executed for the subscription after the end date.
This is a mandatory field.

Subscription cancelled

Select a cancellation date () for the subscription, when it is cancelled. The cancellation date can be before the start date of the subscription but not later than the end date. No more runs are executed for the subscription after the cancellation date.

Payment method

Choose the payment method for the subscription. If a payment method is assigned to the contact in the contact data set, it is preselected here but remains editable.
This is a mandatory field.

Shipping costs

This field is available after the subscription has been created. If required, you can adapt the shipping costs afterwards. The Net and the Gross order value will automatically be calculated again and be displayed after the adaption.

Shipping method

This field is available after the subscription has been created. To edit the shipping method, click on Recalculate shipping profile combinations () after the subscription has been created and saved. The shipping method can now be edited. The Net and the Gross order value will automatically be calculated again and be displayed after the adaption.

Client

Select the client for the subscription. If you set a default client, it is preselected here.
This is a mandatory field.

Owner

If you set a default owner, it is preselected here. The owner can be adapted by selecting a different one from the drop-down list.

Referrer

Define the order referrer. The referrer Manuelle Eingabe is preselected. Only those referrers which are set to active in the back end are displayed here.
This is a mandatory field.

As soo as all of the mandatory fields in the Details area are filled on, items can be added to the subscription.

2.2. Creating order items

To complete the creation of the subscription, items have to be added. Only then will the subscription be saved and created. To do so, proceed as follows.

Adding items:

  1. Click on Add () in the section Order items.
    → You are redirected to the items.

  2. Set the filters for the search and also take the explanations given in [table-filters-item-search-redistribution] into account.

  3. Execute the search by clicking on Search

  4. If you want to delete the selected filters, click on Reset.

  5. Add the items in the required quantity to the shopping cart ().

  6. Save () the shopping cart ().
    → The subscription is created and you are redirected again to the settings of the subscription.

  7. Save () the subscription.
    → The subscription is successfully created.

Table 3. Available filters in the item search
Einstellung Erläuterung

Variation number

Enter the variation number to search for the variation with this number.

Variation ID

Enter the ID to search for the variation with this ID.

Item name

Enter the item data to search for the item with this name.

Item ID

Enter the ID to search for the item with this ID.

Barcode

Enter the barcode to search for the variation with this barcode.

You can use the filter bookmarks () to save selected filters in the UI. These filters are then preselected every time you open the menu. Every user can decide individually which filters to save.

Prices in the item overview

Note that different prices can be displayed in the item overview, depending on the selected contacts. This is related to the price settings you determined for your plentymarkets system. You can find more information on this in the manual pages about accounting as well as sales prices.

Customising the order items table

The table for adding order items is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the subscription menu:

  • Item name

  • Variation ID / no.

  • Attributes

  • Sales price original

  • Quantity

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation name

  • Variation ID

  • Variation number

  • Barcode

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move () the columns, so that they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

Customising the cart table

The cart table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Item name

  • Variation ID / no.

  • Attributes

  • Sales price

  • Quantity

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation name

  • Variation ID

  • Variation number

  • Barcode

  • Surcharges total = The sum of the order item properties surcharges.

  • Total amount = The item price plus the order item properties surcharges.

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move () the columns, so that they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

2.3. Order item properties

You can edit the order item properties in the shopping cart. Any changes made here only apply to the subscription in which they are edited. The properties themselves stay as they are configured in the system. Only the properties already created and configured in the system are available in the subscription.
If you want to create and edit properties or are not yet familiar with the structure of properties, refer to the manual chapter Properties first.

In order to link a property with an order item, the property has to be marked as Order property in the Options area of the property settings. Also set possible surcharges and VAT rates for the property in the options area. The values added here will be included on the calculations.

If a property is already linked with an order item, it will be displayed on the corresponding order item. The properties are displayed in a second row of the table underneath the corresponding order item. By clicking on , the second table row is displayed. There, you can find information about the Name, Value and Surcharge of the property. You can also delete () order item properties in the table. Deleted properties are not included in this subscription and the calculations.
To edit the properties or to add more already existing properties, click on Edit properties (). The editing window Edit properties of [selected order item with ID] opens and you can make further adaptations. The following information about order item properties can be found in the editing window :

  • Name = The name of the property is displayed.

  • Value = The value of the property is displayed. The value is editable. Depending on the property type, you can either make a selection, edit the value, add a value or upload a file. The changes are only valid for this subscription.

  • Surcharge = The surcharge of the property is displayed, if a surcharge is set for the property. The surcharge is editable. The changes are only valid for this subscription.

Moreover, some further editing options are available to you here. By clicking on Delete (), you remove the property from this order item. This property is then not included in the subscription and the order calculations.
You can also add more already existing properties. Select a property from the drop-down list Select property and add it to this order item by clicking on Add property ()
When you are done with all adaptations, click on Save properties. By clicking on Cancel, none of the changes are saved. The editing window is closed and you can edit the properties of other order items in the same way.

If you want to have the properties displayed on documents, you have to set this in the configurations of the property itself. Make sure that in the Visibilities area of each property the option

  • Display on documents from the Display everywhere drop-down list as well as

  • the correct clients from the drop-down list Clients are selected.

Where on the document the properties are displayed depends on each property and its configurations. Properties for which no VAT rate was set in the Options area of the configuration or for which the option Display as additional costs in the Order property drop-down list was selected are displayed underneath the totals. Other properties are displayed in the order item table.

Save () the shopping cart when you are done with editing the order item properties and the shopping cart. After saving, you are redirected to the detail view of the subscription.

2.4. Editing the item list

You can still edit the item list after the creation of the subscription. This is possible until the first order is generated by a run. After this, the editing options of the subscription are restricted.

Customising the items table

The items table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Item name

  • Variation ID / no.

  • Attributes

  • Price

  • Quantity

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation name

  • Variation ID

  • Variation number

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move () the columns, so that they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

When you click on Add (), you are redirected directly to the item search and can add items as described in Creating order items. The editing options explained below are available to you as well.

Or you can click on Edit () and be redirected directly to the shopping cart () of the subscription. The following editing options are available to you there:

Table 4. Editing options of the order items
Settings Explanation

Adding items

Add more items to the shopping cart () of the subscription. Proceed as described in Creating order items.

Delete items

Delete items from the shopping cart by clicking on Delete item ().

Change quantity

Change the quantity of an item in the shopping cart of the subscription by directly clicking on the line of the item in the shopping cart.

Change price

Change the price of an item in the shopping cart of the subscription. Note that the change of the price only applies to the price in the subscription.

Save () the shopping cart () after you edited everything you wanted to adjust. You are then redirected again to the settings of the subscription. The Net order value and the Gross order value are automatically recalculated and the recalculations are displayed after the adaption.

Additionally, you can edit the item name in the detail overview of the subscription. This change also only applies to the subscription.

Changes to items

The item changes only apply to the subscriptions they were made in. For permanent changes to items, the adaptions have to be made either in the menu Items » Edit item or the menu Setup » Item. Editing items is described in the Item chapter of the manual.

2.5. Editing the shipping method and the shipping costs

The Net order value as well as the Gross order value were automatically calculated after the order items were added and the subscription was saved. After saving, you can edit the shipping method and the shipping costs.

Proceed as follows:

  1. Click on Recalculate shipping profile combinations ().
    → During the recalculation, the editing options are briefly locked.

  2. Select a shipping method. All shipping methods already integrated in your plentymarkets system are available in the drop-down list.
    → The shipping costs are added automatically.

  3. Edit the shipping costs if required.

  4. Save () the subscription.
    → The Net order value and the Gross order value are recalculated automatically.

3. Further areas in the detail view

The detail view of a subscription also offers you the further areas Fulfilled orders, Messenger as well as the History. Access these areas either via the menu on the left or by scrolling down in the detail view.

Moreover, the detail view of a subscription provides info boxes with basic information about the subscription:

  • Net order value: The net order value of the ordered items is displayed. Grey means that the value is zero. Green means that the value is above zero.

  • Gross order value: The gross order value of the ordered items is displayed. Grey means that the value is zero. Green means that the value is above zero.

  • Last run: The date of the last executed run is displayed. If no date is displayed, no run has yet been executed.

3.1. Fulfilled orders: Runs

In this section, already fulfilled orders belonging to a subscription are displayed. These orders can be generated by either manual or automatic runs. Automatic runs are regularly carried out at the intervals you selected for the subscription. When the subscription has reached the end date or when it is cancelled, no automatic runs are carried out any more.

Additionally to the automatic runs you can trigger a manual run. Note that a manual run is always carried out immediately.

To trigger a manual run, proceed as follows:

  1. Go to Fulfilled orders in the detail view of the subscription for which you want to trigger the manual run.

  2. Click on Manual run.

  3. You are asked whether you want to skip the next automatic run.
    → When the next automatic run is executed depends on the selected interval.

  4. The manual run is executed.
    → The order generated by this is assigned an order ID and is displayed in the section Fulfilled orders as well as in the order overview.

Other information displayed in the section Fulfilled orders are for example the date of the order generation or the selected payment method. Moreover, you can also delete () individual orders of a subscription. When you delete an order here, it will also be deleted from the order overview in the Edit orders menu. Note that orders cannot be deleted when tax relevant documents have already been generated.

Skipping an automatic run

When you chose Skip the next automatic run while triggering a manual run, the next automatic run is also skipped when the order generated by the manual run is deleted.

Customising the fulfilled orders table

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move () the columns, so that they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

3.1.1. Locking and unlocking of subscriptions

After the first order is generated, the subscription is locked and the editing options in the detail view are restricted. Still editable are the end date as well as the date the subscription is cancelled. If the order is deleted, the subscription is unlocked. But note that as soon as tax relevant documents, e.g. an invoice, exist, orders cannot be deleted any more.

Moreover, you can unlock the subscription by clicking in Unlock (). All editing options are once more available then. It is documented in the history which user executed this step at and the time when it was done. The subscription is locked again by clicking on Lock (). If this is not done the subscription will automatically be locked again after the next run es executed. But it is recommended to lock the subscription again after editing because this too is entered in the history. This way, transparency and traceabilty are ensured.

3.2. Using the messenger

Use the messenger to create notes about your contacts in the back end. Notes are only visible in your plentymarkets back end and cannot be accessed by your contacts.

Proceed as follows to create a new note:

  1. Click on New message ().
    → A text editing window opens.

  2. Select one or more recipients.

  3. Enter a title.

  4. Enter text.
    → The editing window also offers you formatting options for the note.

  5. Optionally, attach a file with Attach files.

  6. Click on Send ().

You can open the note either in the Messenger section of the subscription detail view or you can view the note in the Messenger section of the contact. To see it there, go to the selected contact in the contact overview. You can find a more detailed explanation about the messenger and notes in the Managing messages with the messenger chapter of the manual.

Select whether you want to have the messages sorted in descending or ascending order by choosing the Sorting from the drop-down list accordingly.

3.3. History

The History offers you an overview over the executed steps and functions of a subscription. Included are for example updates of orders or the creation of new orders. These changes are sorted by date in this overview. The table includes information on when the step was executed, by which owner, what the step was and about the status of the subscription at that time.

4. Subscription overview

Go to Orders » Subscription to access the subscription overview. Displayed here are all created subscriptions, sorted in ascending order by the order ID. Additionally, you see the following information in the title rows of each subscription:

  • Order ID

  • Contact

  • Interval

  • Payment

  • Status

  • Start

  • End

  • Cancelled

  • Last run

If you want to change the status of a subscription, you can do so directly in the overview. Click on the status and select the required status from the drop-down list. For any other changes to the subscription, click on the title row of the subscription you want to edit. The detail view opens and you can edit the subscription. As long as there is no generated order, all editing options are still available to you. The editing options are restricted if an order has already been generated. However, even then you can still edit the end date and the cancellation of the subscription. You can also trigger a manual run.

Customising the overview table

Adapt the overview table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move () the columns, so that they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

4.1. Searching for subscriptions

You want to change the subscription of a specific customer or want to check all subscriptions without an initial run? Then execute a search () in the subscriptions overview.

Proceed as follows to search for subscriptions:

  1. Go to the Orders » subscription menu.

  2. Set the required filters for the search and also take the explanations given in Table 5 into account.

  3. Click on Search ().
    → The subscriptions that match the search criteria are listed.

Table 5. Searching for subscriptions
Settings Explanation

Order ID

Enter an ID, to search for the subscription with this ID. You can enter several IDs, separated by comma.

Interval

Select an interval to display all orders for which this interval was chosen.

No initial run yet

Activate this option if you are searching for subscriptions for which no run, neither manual or automatic, has been executed yet. When you select this option, the date picker is disabled because a date limitation is not needed for this search filter and there is this no possibility to combine these search filters.

Date

Select either start date, end date, cancellation date or date of last. In combination with from and to, all subscriptions are displayed for which the start date, end date or cancellation falls within the chosen period of time ().

from

Define in combination with to a period of time and select the type of date you want to use for the search. Those subscriptions are displayed for which the start date, end date or cancellation falls within this period of time ().

to

Define in combination with to a period of time and select the type of date you want to use for the search. Those subscriptions are displayed for which the start date, end date or cancellation falls within this period of time ().

Client

Select a client to show all subscriptions of this client.

Contact

Search for subscriptions of a specific customer via the contact ID. You can enter several IDs, separated by comma.

Owner

Select an owner and search for the subscriptions of this owner.

Status from

Define in combination with Status to a status range. The subscriptions with a status in this range are shown.

Status to

Define in combination with Status from a status range. The subscriptions with a status in this range are shown.

Payment method

Select a payment methodt. All subscriptions for which this payment method was selected are shown.

Search

Executes the search.

Reset

Resets all selected filters.

You can use the filter bookmarks () to save selected filters in the UI. These filters are then preselected every time you open the menu. Every user can decide individually which filters to save.

4.2. Group function: Manual run

The group function Manual run is available in the subscription overview. With this function, you can trigger a manual run for up to 20 subscriptions at the same time. Same as with triggering a manual run in the detail view of a subscription, the group function manual run is carried out immediately.

To use the group function, proceed as follows:

  1. Go to the Orders » Subscription menu.

  2. Search for those subscriptions for which you want to trigger a manual run.

  3. Select the required subscriptions.

  4. Click on Manual run.
    → A manual run is carried out for the selected subscriptions. If a manual run could not be carried out for one or several of the subscriptions, e.g. because a subscription has already ended, an error message is displayed.

4.3. Subscriptions in the order overview

Orders generated from subscriptions are displayed in the order overview in the Orders » Edit orders menu. The information to which subscription an order belongs can be found in the title row of the order. You are redirected to the detail view of a subscription when you click on the ID of the subscription. You can edit the subscription here.

Orders generated by a subscription can be edited in the order overview. A more detailed description of the editing options can be found in the Editing orders chapter of the manual.

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