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Sathena: how does it work?

In plain words: from the ERP's Excel file to the work order at Sathena, and what to do when something goes wrong.

Updated 3 Oct 2026·Reading time 1 minbeginnermodule

Orders come out of the ERP and go through Nexym to Sathena, with the right service code on them. Sathena then plans the delivery.

Excel → Nexym → rules → Sathena

Three words you will see a lot:

  • Run: one round of fetching or sending.
  • Rule: if this is true, then that.
  • Service code (dienstcode): Sathena’s code for the job.

1. The ERP drops a file

  1. The ERP (SIMAR, for example) makes an Excel file of orders, such as sathena.xls.
  2. It puts that file on Nexym’s SFTP dropbox, in the folder upload/order/.
  3. One row is one article. Rows with the same order number become one order. Which column holds the order number (the group column, usually the reference number) is set on the SFTP connection under What to sync → File.

2. Nexym reads the file

  1. Nexym looks in the folder on a fixed schedule: every 15 minutes by default. The real schedule is on the SFTP connection’s What to sync.
  2. Nexym reads the whole file and puts the orders in Nexym.
  3. Then the file moves to successful/ (worked) or failed/ (did not). Is a file with the same name already there? Then the new one gets the date and time in front, such as 20260928_143000_sathena.xls. Nothing is ever lost.

3. Files: what happened to the file?

The Sent tab, under Files, lists every file, with a status:

  • Processed or Failed.
  • Waiting: it is ready for the next run.
  • Not picked up: the file name does not fit, or the import is off. Nothing reads it.
  • Deleted.

Per file you see how many orders were new, updated, unchanged, skipped and failed, and why. Click the file name to see what is in it (the first 200 rows).

Buttons (only with manage rights):

  • Process now: read a waiting file now, and only that file.
  • Process again: put a processed or failed file back and read it again.
  • Delete: remove the file. What was already read from it stays.

4. Does an order come in again?

The ERP sometimes sends the same order again, with a correction for example. What Nexym does then is chosen on the SFTP connection’s Credentials: Update existing orders when a file offers them again.

  • Off (default): an order already in Nexym stays as it is. Is it different in the file? Then it counts as skipped.
  • On: Nexym updates the order where the file differs. Did you change something in Nexym yourself that has not gone out yet? That stays.
  • Want a field never to be overwritten, such as the delivery date agreed with the customer? Open Mapping for orders on the SFTP connection, expand the field and tick Do not overwrite on update. A new order still gets the field from the file.
  • Is the order exactly the same? Then it is unchanged and nothing happens.

Switching it reads nothing again and sends nothing. It applies from the next file.

5. The service code: which job is it?

Sathena wants an agreed code on every service. No code, or an unknown one? Then Sathena refuses the whole order and nothing is planned.

A code is group × service:

  • Group: what kind of appliance is it? A dishwasher or a fridge, for example. The rules on Settings, under Rules, decide that.
  • Service: what happens on the day? Delivery over the threshold, a Wadden island, or lift only, for example. The rules on Delivery services decide that, once per order.

Rules are read top to bottom. The first rule that fits wins. So put a precise rule above a general one.

The other tabs:

  • Overview: what went to Sathena in the chosen period (7, 30 or 90 days), how many articles have a code, and what needs attention.
  • Code list: every code agreed with Sathena. Switch off what you do not sell.
  • Coverage: which article got which code, and why. This is also where you pin one article by hand. A pin beats every rule.

The settings on Settings (the last tab, with Save settings at the bottom):

  • Default service: the service when no rule on Delivery services fits.
  • Sequence repeated services as staffel: when the same service is on one order twice, the second gets the -STAFFEL code. Sathena wants it that way.
  • Send by hand: on, orders go to Sathena only when somebody presses Send to Sathena (see Orders for Sathena below). The schedule still reads the orders and applies the rules, so they stand ready. Off: the schedule sends them itself.
  • Mark a line with a code as a service line: so Sathena knows that line is a service and not a loose article.

New articles get their group as they come in. Every night around half past four Nexym checks the articles without a code. Changed a rule? Click Apply to products.

6. To Sathena: the Sent tab

Nexym sends orders to Sathena on the Sathena connection’s schedule (every 10 minutes by default). The Sent tab shows, under Work orders:

  • Sent to Sathena, with the number Sathena gave (S…).
  • Held back by a rule: a rule on the Sathena connection (What to sync → Rules) did not let the order through. Why held says which. That is not an error: it is the rules working.
  • Refused: Sathena said no. Open the order: the reason is on it.
  • Still queued: the order fits, and goes with the next run.

Change a rule, and older orders do not go by themselves. Sent then says how many older orders fit now, with the button Also send these.

Orders for Sathena (the overview dashboard)

You share the dashboard only with a username and password (or a Nexym account): an open link is not possible, because it holds names, addresses and buttons that send to Sathena. Behind that login every field shows.

The Sathena · Overview dashboard has a table Orders for Sathena: every order for Sathena with a delivery date from today on, per delivery day, the nearest day first.

  • Not sent yet: the order fits and stands ready. Send to Sathena sends it now; Send day sends every order of that day that stands ready. You tick what goes first.
  • Sent: when Sathena got it, and by whom: the name of who pressed the button, via link for somebody on the shared link, or Automatically when the schedule sent it.
  • Under the services: how many products the order has. A product without a service code is counted in amber: 1 without a service code. Add it with Edit….
  • The search box above the table searches order, customer, city and services.
  • The second tab, Send log, is for looking back: what was sent to Sathena, newest first, per day it was sent.

After pressing send, the dashboard shows the order as sent at its next refresh (every 10 minutes).

Changing an order for Sathena

Open a row and click Edit…. You change what goes to Sathena: delivery date, floor, lift, the note for the driver, the amount still open, name and address, phone and the lines (quantity, description, order, another service code by clicking the code, a product or service added or removed). The order in the shop, the ERP and Nexym stays as it is.

  • A changed field shows ● changed with a button to put just that field back; point at it to see the original value. Below, the changes that go to Sathena are listed.
  • Save only keeps the change without sending. Save & offer again sends it at once. If Sathena already had the order, Sathena makes a new work order (version 2, 3 …); cancel the old one in SathenaPortal.
  • A delivery date on a Sunday or in the past, a postcode that is not one or an order without lines cannot be sent.
  • History shows every version: who, when, old → new, what was sent and what Sathena answered (a refusal too, word for word). You put an earlier version back there, or discard an unsent change. Back to the original puts everything back to what came from the order and the rules. Versions are kept for 2 years.
  • Once an order is changed, Nexym sends the changed version from then on. A later change from the ERP does not come along by itself; put the original back or change it again.

Belgian postcodes outside the service area

In Belgium Sathena delivers to part of the postcodes only. The Sathena connection says which: Accepted Belgian postcodes (first digits) — the first digits, comma-separated (by default 20–26, 29, 31–39 and 91). A Belgian order with another postcode is not sent; Sent shows it as Not accepted (outside service area). That is a notice, not an error. Empty the field to send every Belgian order and let Sathena decide.

Cash on delivery (rembours)

Does the driver have to collect money, such as a remaining amount the customer pays by card at the door? Then Nexym sends a reimbursement with the order: an amount, a currency and a note for the driver.

  1. On the SFTP connection’s Mapping, map the column with the amount to Reimbursement — amount collected at the door. For example a column Rembours, Remboursement, COD or Restbedrag. In SIMAR it is usually NogteBet (still to pay) — but only if the driver really has to collect that amount.
  2. Optional: a column for the currency (empty = EUR) and one for the note (max. 255 characters).
  3. Nothing mapped, or an amount of 0 or empty? Then no reimbursement goes with the order. Sathena then says no reimbursement.

An amount like 250,00, € 250 or 1.250,50 is read correctly and rounded to cents. A currency that does not exist (such as EURO)? Then Nexym does not send the order: Sathena would refuse the whole order. On Sent it is under Refused, with the reason. Correct the currency or leave it empty, and the next run sends it.

When Sathena takes the reimbursement, the order says reimbursement: the driver collects at the door.

7. Changed after sending

Sathena can only make new work orders. Nexym cannot change or cancel anything at Sathena.

  1. Does an order change after it was sent? Then Nexym holds it. It is called Changed after sending.
  2. Sent lists those orders.
  3. Offer again sends the order once more. Sathena then makes a second work order. The first one stays planned!
  4. Cancel the old work order in Sathena yourself. Nexym keeps the old number: Sent shows Second work order with was S…, and the old work order is listed under Old work orders to cancel. Tick Cancelled at Sathena there once you cancelled it.

For one order click Offer again. For more at once tick them and choose Offer again to Sathena in the black bar.

Nothing to do for a changed order or old work order? Click Ignore. Nothing goes to Sathena. An ignored order only comes back when it changes again. Under Ignored you can Put back anything.

8. Offer again automatically

The Sathena connection’s Credentials has Offer changed orders again automatically. It is off by default.

  • On: an order that changes after it was sent goes again with the next run, by itself. Once per change. Each time that is a second work order. The old number is kept.
  • Switching it on asks for a confirmation: tick the box, or type the connection’s name.
  • Switching it on sends nothing by itself. Orders that were already waiting keep waiting. On Sent they are then called older changed orders — Offer again. You send those by hand.
  • Even with this on: cancel the old work order in Sathena.

9. Test or live

There are two switches, and they do different things:

  • The module (in the Toolbox): Off, Test or On. In Test Nexym works out the service codes and shows them, but does not send them. Orders then go to Sathena with their plain article codes. Only in On do the service codes go along.
  • The connection: a test connection can have Anonymise personal data on (the connection’s menu in Connections & sync). Sathena then gets invented names and addresses, and the order number gets -TEST after it. Postcode, city, date and service codes stay real.

What do I do when…

…an order is missing?

  1. Check on Files whether the file arrived. Waiting? Wait for the next run, or click Process now. Not picked up? Then the file name is wrong, or the import is off.
  2. Open the file. Is the order among the records not imported, or skipped? The reason is next to it.
  3. Check Sent: is it held back, refused or still queued?
  4. No file at all? Then the ERP did not deliver it. Ask whoever runs the ERP.

…a file shows 0 orders, or Failed?

  1. Open the file on Files. Why it failed gives the reason, for example that the order number column is missing.
  2. Click the file name and check the columns.
  3. Have the ERP fix the file, or change the group column on the SFTP connection (File).
  4. Click Process again.

…a service code is wrong?

  1. Find the article on Coverage. Why shows which rule chose it.
  2. Fix that rule on Settings, under Rules, or move a precise rule up. Is the service wrong (Wadden island, floor)? Look at Delivery services.
  3. One exception? Pin the article on Coverage.
  4. Click Apply to products.
  5. Orders already at Sathena do not change with it. Fix that work order in Sathena.

…a customer moves the delivery date?

  1. Have the ERP put the order with the new date in a file again.
  2. Is Update existing orders when a file offers them again on? Then Nexym updates the order. Is it off? Then it is skipped and nothing changes.
  3. Was the order already sent? Then it is on Sent under Changed after sending. Click Offer again, or wait if offering again automatically is on.
  4. Cancel the old work order in Sathena.

…there is a duplicate work order?

  1. Find the order on Sent. It shows Second work order with was S….
  2. The new number is the right one. Cancel the old number in Sathena yourself.
  3. Does this happen often without anyone wanting it? Check whether Offer changed orders again automatically is on.