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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 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.

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.

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

Users of the type back end can only access limited sections and menus in the plentymarkets back end. Thus, their access to the system is restricted. If users of this type should be able to work with subscriptions, a user of the type Admin has to assign at least the rights listed in Table 2 to those users. Subscriptions can be edited with these user rights. In order for users to also create new subscriptions, the rights in Table 3 have to be assigned additionally.

Assigning user rights for back end users:

  1. Go to Setup » Settings » User » Rights » User.

  2. Use the search function and open the user that should be edited.

  3. In the Authorisations section, activate the rights as listed in Table 2.

  4. Save () the settings.

Required user rights to see and edit user rights:

Table 2. User rights for editing subscriptions
Settings Explanation

Items > Item > Variation > Show

Authorises the back end user to see variations.

Items > Item > Variation > Price > Show

Authorises the back end user to see prices of variations.

Items > Sales price > Show

Authorises the back end user to see sales prices.

Orders > Show

Authorises the back end user to see orders.

CRM > Message > Show

Authorises the back end user to see messages.

Setup > Tag > Show

Authorises the back end user to see tags.

In order for users to also create new subscriptions, the following rights have to be assigned additionally to the rights in Table 2.

Table 3. User rights for creating subscriptions
Settings Explanation

CRM > Address > Show

Authorises the back end user to see addresses.

CRM > Contact > Show

Authorises the back end user to see contacts.

Setup > Property> Show

Authorises the back end user to see properties.

Setup > Tag > Tag relationship > Delete

Authorises the back end user to delete tag relations.

POS > Show

Authorises the back end user to see POS.

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. Basic settings of the subscription are explained in Table 4.

Table 4. 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. This is a mandatory field.

Delivery address

Select the delivery address of the selected contact from the drop-down list. 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

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

Start of subscription

Choose 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

Choose the end date () for the subscription. Note that you have to select a start date that is earlier than the end date. This is a mandatory field.

Subscription cancelled

Entering a date () is only possible after the subscription has been created. The date is entered manually and displays the time of the cancellation of the subscription.

Payment method

Choose the payment method for the subscription. All payment methods already integrated in your plentymarkets system are available in the drop-down list. 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. Otherwise the client Standard Shop is preselected. 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.

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.

Adding items:

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

  2. Add the items in the required quantity to the shopping cart (). To do this, you can use the item search ().

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

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

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.

2.3. 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.

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 5. 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.

2.4. 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.

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.

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. Use Attach files to attach a file, if required.

  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.

4.1. Searching for subscriptions

Use filters to search () for subscriptions in the subscription overview.

Proceed as follows to search for subscriptions:

  1. Go to the Orders » subscription menu.

  2. Enter search terms in the search fields or set filter options. Pay attention to the explanations given in Table 6

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

Table 6. Searching for subscriptions
Settings Explanation

Search

Execute the search by clicking on the search icon (). The respective subscriptions are listed in the overview.

Reset

Resets the selected filter criteria ().

Order ID

An exclusive and continuous order ID is automatically assigned to every subscription. The ID is always a real number.

Interval

Select an interval from the drop-down list 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 underneath 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 run from the drop-down list. 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 customer via the contact ID.

Owner

Select an owner from the drop-down list and search for the subscriptions of this owner.

Status from

Define in combination with Status to a status range from the drop-down list. The subscriptions with a status in this range are shown.

Status to

Define in combination with Status from a status range from the drop-down list. The subscriptions with a status in this range are shown.

Payment method

Select a payment method from the drop-down list. All subscriptions for which this payment method was selected are shown.

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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