Please note: Depending on your country and on your selected xentral package, the availability of modules and features differs - thus, the features described in this article might not be part of the xentral product you are using.
Table of Contents
- Workflow with connected online shop
Workflow with connected online shop
Import of orders from Shopware
- Master data → Import/Export Central → Import (Online Shop) (until version 21.1: Management → Import/Export Central → Import (Online Shop))
- All shops that you have connected to Xentral are listed here
- Click on the "Import all" tab or alternatively on "Import" for one of your connected shops
This will take you to the following interface, where all orders are listed that have the order status "open" in your online shops
With the colour coding, you can see a lot here at a glance:
- If the Internet order number is red: This order has already been imported once
- If the name, street, e-mail address, postcode, and town are purple/red: The customer was identified as an existing customer on the basis of his e-mail address (or if this is not transferred by the shop) on the basis of his name, street, postcode, and town. However, if the transferred customer number does not match the customer number from their master data, you should investigate.
- If the above information is green: The customer could be clearly assigned to an address from the master data based on the transferred information. The customer number is therefore taken from the master data.
- You can now select for each individual order how it is to be handled, whereby 3 options are available to you
- Import: The job is imported
- Later: The order remains in the system, you postpone the decision on what to do with it until later, i.e. until you go to the next order import.
- Rubbish: The order is discarded, which has no effect on the order status in your online shop; accordingly, the order will be listed here again the next time it is imported, unless you have edited it directly in the shop or deleted it, for example.
As of version 18.4, the last line is a total line. The total amount is displayed in this line and the procedure can be changed for all orders.
Order processing with the help of the auto dispatch
To process your orders with batch processing, i.e. auto dispatch in Xentral, first navigate to the interface "Sales → Order", where you will find an overview of all orders in the system.
Behind each order, you will see live monitoring, where the orders are checked with regard to different criteria using the traffic light system: Item availability.
- The stock of at least one item is insufficient
All items are available in sufficient quantities in the warehouse.
- Postage check
- Either you have set up your logistics process so that no postage check is required or a postage item is in the order so that postage can be calculated (as intended)
- The calculation of the postage was forgotten, i.e. no postage item was inserted
- VAT ID check
- Either no check is necessary, e.g. because it concerns the order of a private customer in the EU area, or the check has already been carried out by you.
- The check has either failed or must still be carried out by you and confirmed in the order
- Receipt of payment
- Payment for an order with the payment method prepayment has already been received
- The order was to be paid in advance, but the payment has not yet arrived
- Cash on delivery charge
- The C.O.D. charge was calculated as intended or is not necessary
- The calculation of the C.O.D. charge was forgotten
- Release for the logistics process
- Approved for logistics processes
- Blocked for logistics processes (only manual continuation possible)
- Client review
- You have set that a manual check is necessary, e.g. because proof of age or similar is to be checked and this check has already been carried out or no such check is necessary.
- Client review has not yet been carried out
- Date check
- Either it is a scheduled delivery that should be sent now or no check is necessary
- Delivery date is still in the future
- Credit limit
- Either no credit limit has been set in the customer's master data or the credit limit has not yet been exceeded.
- Credit limit exceeded (based on current unpaid invoices)
- Delivery block
- There is no delivery block here, i.e. delivery is permitted
- You have set a delivery block
As soon as you now click on the "Calculate Auto Dispatch" tab, you start the first step of the batch processing.
You jump to the "Dispatch Centre" tab
- All orders that have been released for dispatch by the order light are listed here
- At this point, you will also see how many parts are required for each order ready for dispatch.
- Here you also have the opportunity to exclude orders if you would like to send them at a later date.
- Then click on "Start auto dispatch", which transfers the orders to dispatch
Depending on which logistics processes are stored in your projects, the downstream workflow differs, whereby one of the advantages of auto dispatch is that you can also process different logistics processes with batch processing.
Logistics process "Delivery note with storage location + automatic stock write-off + print immediately".
In the following, it is assumed that you have set up your logistics process in such a way that, in addition to the delivery note, an invoice is also printed and a tracking email is to be sent to the customer - When the "Start Auto Dispatch" button is pressed, both the delivery notes and invoices are generated:
- The delivery notes with the storage bins printed on them are printed automatically
- Stocks are updated
- You can now start packing the items for your deliveries
- After you have finished packing your consignments to the extent that only the invoices are missing, switch to the view Warehousing & Logistics → Dispatch centre
Here you can either scan your delivery note, type in the delivery note number, or click on the grey arrow to jump to a specific order. Thereupon:
- The corresponding invoice is printed so that you can enclose it with your parcel...
- and the parcel label is printed out on the corresponding printer.
Now you can scan your parcel tag or type in the parcel number so that a tracking email is sent to your customer if set accordingly
- At this point, you also have the opportunity to print out another parcel label and another delivery note, e.g. because your order has to be distributed over several parcels.
This completes your order, changes the order status in your online shop, updates your warehouse and you have sent the correct invoice, delivery note, and tracking email to your customer.