Otto Order on the Marketplace Order Card
An Otto order is a Marketplace Order of merchantCENTRAL and opens on its Marketplace Order card – the same card as the orders of all other marketplaces. The Otto connector adds what only Otto knows: the Otto section with Otto order status, pipeline status, payment, delivery fee and the addresses as Otto delivers them, the Otto actions, and Otto columns and actions in the Order Lines. All of this appears only for Otto orders.
The card is read-only: Otto is the source of the order, and you work on it through the actions.
Opening the Page
- From the Otto Orders or the Marketplace Orders of merchantCENTRAL by choosing an order
- From the sales order, the posted shipment and the posted sales invoice of an Otto order → merchantCENTRAL action Show Marketplace Order, or by choosing the Marketplace Order No. field
- From the Otto shipment confirmations, returns, price reductions and receipts, and from the multiparcel items → action Show Marketplace Order
The Marketplace Order Card
The card is laid out and operated the same for all marketplaces. The title names marketplace and order: Otto and the Otto order number. General shows the Otto order number as External Order No., the Status in Business Central and the Sales Order No.; under Show more, External Reference holds the order ID under which the Otto API keeps the order. Errors appears for status Error or On Hold and gives in Error Message the reason why the order has no sales order. Next come the Order Lines, the Order Details with the total amount (positions that are not cancelled, plus delivery fee, incl. VAT), the currency, the delivery fee excl. VAT as Shipping Amount and the payment method as Otto reports it (e.g. PREPAYMENT – the payment mapping of the marketplace works with this value), then Shipping with the ship-to address as the sales order gets it, and Billing Address. The first action is Show Sales Order. All fields, the status colours and the merchantCENTRAL actions – Import Again, Import Without Unknown Items, Tracking Entries, Cancellations, Show Order JSON – are described in the help for the Marketplace Order card.
How an Otto order gets its sales order, and what Error and On Hold mean for Otto, is described under From Otto Order to Sales Order.
Otto Section
The section is in the Channel Details group.
| Field | Description |
|---|---|
| Otto Order Status | Status of the order at Otto, derived from its positions: Announced and Processable amber, Sent green, Returned, Cancelled by Partner and Cancelled by Marketplace grey. Otto itself only knows one status per position; the order shows that of the position that still needs the most work. It is cancelled only when all positions are cancelled. |
| Pipeline Status | How far the order has progressed in Business Central: Imported, Sales Order Created, Released, Shipped (shipment posted), Confirmed at Otto (shipment confirmation received by Otto). |
| Positions Not Released | How many positions Otto has not released yet (Announced). Amber as soon as there is one: until then merchantCENTRAL does not create a sales order, otherwise the position would be missing from it for good. |
| Payment Method | How the buyer paid at Otto, e.g. Prepayment, PayPal, Credit Card or Invoice (Single). |
| Suspected Fraud | Otto has flagged the order as possible fraud. Highlighted in red. |
| Delivery Fee | Delivery fees the buyer paid, incl. VAT. The sales order gets them excl. VAT as shipping costs (Shipping Amount on the card). |
| Delivery Fee VAT Rate | VAT rate of the delivery fee; for fees with different rates, the highest. Shown via Show more. |
| Last Modified at Otto | When Otto last changed the order. Shown via Show more. |
Delivery Address
Otto delivers the address in parts; the sales order gets it assembled (see Shipping on the card).
| Field | Description |
|---|---|
| Delivery Salutation / Delivery Title | Salutation and title (such as Dr.) of the recipient. Delivery Title via Show more. |
| Delivery First Name / Delivery Last Name | Recipient. The sales order gets both as the name. |
| Delivery Street / Delivery House No. | Street and house number, separate at Otto; the sales order gets both in one line. |
| Delivery Address Addition | Addition to the delivery address, such as c/o or the floor. |
| Delivery City | City in full length, as Otto reports it. |
| Delivery Phone / Delivery Email | Phone number and e-mail address of the recipient. |
Invoice Address
| Field | Description |
|---|---|
| Invoice Salutation / Invoice Title | Salutation and title of the buyer. Invoice Title via Show more. |
| Invoice First Name / Invoice Last Name | Buyer. |
| Invoice Street / Invoice House No. / Invoice Address Addition / Invoice City | Invoice address as Otto reports it. |
Otto Actions
The Otto actions follow Show Sales Order under Process, and the merchantCENTRAL actions under Navigate.
| Action | Description |
|---|---|
| Create Sales Order | Creates the sales order of this order now instead of in the next run. Only enabled as long as the order has no sales order, has the status New or Error and still has its buyer data. As long as Otto has not released a position, the action stops with a message naming the position. If merchantCENTRAL holds the order because of an unknown item, the message says so. |
| Refresh Order | Reads the order again from Otto: the status of its positions, shipment confirmations and cancellations at Otto. The action does not create a sales order. |
| Cancel Order | Cancels all positions of the order at Otto that have not been sent yet. You choose one of Otto's reasons and confirm the prompt. Only enabled as long as there is a position with status Processable. You cancel individual positions with Cancel Line in the order lines. See Cancellation and Sales Order. |
| Shipment Confirmations (Navigate) | Opens the Otto shipment confirmations of this order: which positions were reported to Otto as sent, with which tracking number. |
| Returns (Navigate) | Opens the Otto returns of this order. |
| Price Reductions (Navigate) | Opens the price reductions granted to the buyer of this order. |
| Receipts (Navigate) | Opens the receipts Otto issued to the buyer of this order. |
Import Again on the card is the merchantCENTRAL action and only enabled for On Hold: it creates the sales order of an order on hold as soon as the unknown item is assigned. You create an order with status Error immediately with Create Sales Order; otherwise the next run tries again.
Order Lines
Otto keeps every unit sold as a position of its own with its own status; each order line of an Otto order is such a position. The lines are read-only.
The merchantCENTRAL columns show for Otto:
| Field | Description |
|---|---|
| Line Type | Item for a position that was to be shipped at import (Processable) and goes into the sales order; Skip for one that gets no sales line – still announced, already sent, returned or cancelled. |
| Item No. | Item in Business Central that the import found for the position, see Item Unknown. |
| SKU | SKU of the position at Otto. |
| Description | The first 100 characters of the product title. |
| Quantity | Always 1 per position at Otto. |
| Unit Price / Line Amount | Price of the position excl. VAT – the price the buyer paid, converted with the VAT rate of the position; after a price reduction, the reduced one. |
Via Personalize you can show External Item No. (the SKU), External Line Reference (the position ID at Otto) and Sales Line No.
A line with the shipping costs is not a position; the Otto actions are disabled there.
Otto Columns
| Field | Description |
|---|---|
| Otto Position Status | Status of the position at Otto: Announced and Processable amber, Sent green, Returned, Cancelled by Partner (cancelled by you) and Cancelled by Marketplace (cancelled by Otto) grey. Placed directly after Line Type. |
| Product Title | Title of the product in full length, as Otto showed it to the buyer. Hidden; can be shown via Personalize. |
| Gross Price | Price of the position incl. VAT, as the buyer saw it at Otto. |
| Reduced Gross Price | Price incl. VAT after a price reduction. If it is set, the sales order uses it instead of the gross price. |
| VAT Rate | VAT rate of the product in percent; used to calculate the net price of the sales line. |
| EAN | EAN of the product. The import uses it to find the item if the SKU leads to none. |
| Otto Article Number | Article number Otto gives the product. |
| Expected Delivery Date | When Otto told the buyer the position would arrive. |
| Sent Date | When the position was reported to Otto as sent. |
| Tracking Number / Carrier | Tracking number of the parcel and the carrier the position was shipped with, as Otto knows it. |
| Cancellation Reason / Cancellation Date | Why the position was cancelled from Business Central, and when it was cancelled. |
| WEEE Pickup | The buyer requested the take-back of the old device (WEEE). |
Line Actions
The Otto actions of the lines are in the order lines under Channel.
| Action | Description |
|---|---|
| Cancel Line | Cancels this position at Otto. You choose one of Otto's reasons and confirm the prompt. Only enabled for a position that Otto has released for shipping and that has not been sent yet (Processable). See Cancellation and Sales Order. |
| Apply Price Reduction | Refunds part of the price of this position to the buyer through Otto, e.g. for damaged goods. Opens the Apply Price Reduction dialog. Only enabled for a position with status Sent. |
| Find BC Item | Searches the item of the position again: the item linked to the SKU on the Otto product, the item whose number is the SKU, or the item whose GTIN is the EAN. If the action finds one, it enters it as Item No.; otherwise a message names SKU and EAN. Only enabled as long as the position has no sales line. |
Cancellation and Sales Order
If the order has no sales order yet, the cancelled position gets no sales line. If all positions are cancelled before a sales order was created, the order gets the status Cancelled.
If a position is cancelled after its sales order was created, merchantCENTRAL takes it out of the sales order: the line is deleted or its quantity reduced. How this happens is set by Cancellation Handling on the merchantCENTRAL marketplace card: Automatic changes the sales order itself, Manual keeps the cancellation waiting in the merchantCENTRAL Order Cancellations until you apply it. Whatever cannot be done automatically stays there with status Action Required and the reason, and appears on the merchantCENTRAL dashboard. The Cancellations action on the card shows the cancellations of the order.
- Cancelled from Business Central (with Cancel Line or Cancel Order): merchantCENTRAL applies the cancellation to the sales order at once.
- Cancelled at Otto (by the buyer or by Otto): the next order import reads the cancellation and reports it to merchantCENTRAL, which then applies it to the sales order.
Data Protection
The buyer data of an Otto order is kept only as long as the work needs it. The nightly data protection run of merchantCENTRAL clears it with the periods set in the merchantCENTRAL setup (section Data Protection) for all marketplace orders; the Otto connector also clears the address fields of the Otto section:
| Order | Cleared after | Counted from |
|---|---|---|
| with status Shipped, Invoiced or Cancelled | Order Data Retention (Days) (default 30 days) | Order date |
| any other | Unfinished Order Retention (Days) (default 90 days) | Order date; without an order date, the import |
Cleared are names, salutations, titles, streets, house numbers, address additions, cities, phone number and e-mail address of the delivery and the invoice address. Order number, dates, amounts, status, countries and tracking numbers remain – these are business data. The run does not touch sales orders and posted documents in Business Central; the statutory retention period applies to them.
An order whose buyer data has already been cleared no longer gets a sales order – it would be created without an address.