Linnworks getting started_guide

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Getting Started Guide
Version 1.7
Table of contents
1. Introduction........................................................................................................................................................ 4
2. System Requirements ......................................................................................................................................... 4
3. Plans and Pricing................................................................................................................................................. 5
3.1 Plans and Pricing for Linnworks Anywhere packages.................................................................. 6
4. Installing Linnworks Anywhere .......................................................................................................................... 7

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5. Overview of the Program Interface.................................................................................................................... 8
5.1 Synchronization........................................................................................................................... 8
5.2 Order Book .................................................................................................................................. 9
5.3 Dashboards ...............................................................................................................................10
5.4 Inventory Control .....................................................................................................................11
5.5 Settings......................................................................................................................................12
6. Integrating a channel ....................................................................................................................................... 13
7. Managing orders in Linnworks......................................................................................................................... 16
7.1 Creating new orders.................................................................................................................. 17
7.2 Processing Open Orders ............................................................................................................ 17
7.2.1. One-by-one via Process Order screen................................................................................19
7.2.2. Despatch Console..............................................................................................................20
7.2.3. Using Packing Lists..............................................................................................................22
7.2.1. Batch Processing ................................................................................................................22
7.2.2. Batch Processing ................................................................................................................22
7.3 Processed Orders.......................................................................................................................23
7.4 Post-sale Functionality ..............................................................................................................24
7.5 Useful Tips & Links .................................................................................................................... 26
8. Managing Inventory in Linnworks..................................................................................................................... 27
9. Creating new inventory items in Linnworks...................................................................................................... 29
10. Extracting Inventory Directly from Channels .................................................................................................. 29
11. eBay Inventory Import .................................................................................................................................... 30
12. CSV Inventory Importing................................................................................................................................. 33
13. Purchase Orders.............................................................................................................................................. 36
13.1 Useful Tips & Links ...................................................................................................................38
14. Courier Integration ......................................................................................................................................... 39
15. LinnLive 2 Bulk Lister....................................................................................................................................... 39
16. Support ........................................................................................................................................................... 40
16.1 Forum Support ........................................................................................................................40
16.2 Limited Support........................................................................................................................41
16.3 Standard Support .....................................................................................................................41
16.4 Extended Support.....................................................................................................................41
16.5 Priority Support........................................................................................................................42
16.6 One-on-one remote training sessions......................................................................................43
16.7 Technical Documentation.........................................................................................................44

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16.8 Video Tutorials .........................................................................................................................44
16.9 Linnworks Community Forums ................................................................................................44
16.10 Other Useful Links ..................................................................................................................44
17. That’s all folks! ................................................................................................................................................ 44

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1. Introduction
Thank you for choosing Linnworks – an established and technologically proven automation
solution suited for businesses of all shapes and sizes.
Linnworks is a cloud-based and feature-rich online business software package that integrates and
automates the entire order management process for all of your selling venues – putting all the
information and tools you need in one place.
Our experience in the sphere of business automation has allowed us to develop an innovative solution
that completely eliminates the manual tasks from online selling.
This guide will help you better understand the Linnworks system and its capabilities. It features easy-
to-follow configuration steps and advices you on the best way to automate processes, optimise
workflow and maximise profits.
It is recommended to use this guide in conjunction with our self-learning documentation, video
tutorials and webinars, which you can access under the Help & Support menu-bar option on our
website at Linnworks.com .
Alternatively, for further information about our solution and its capabilities please refer to the Useful
Tips & Links section in this user guide.
We hope you’ll enjoy your Linnworks experience!
2. System Requirements
Minimum System Requirements:
 Windows Vista/7/8
 2GB RAM
 32-bit / 64-bit machine
 2MB Internet Connection

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Recommended System Requirements:
 Windows 7/8
 4GB+ RAM
 64-bit machine
 8MB+ Internet Connection
3. Plans and Pricing
Linnworks has 6 options available for use on our Anywhere platform.
Linnworks Anywhere Express is our free package, which doesn't include access to our primary support
methods, only the forums. The other packages, Basic, Standard, Professional and Enterprise, include
access to the appropriate support methods, as detailed on the Plans and Pricing page on our website.
Corporate is our bespoke package based on Linnworks Anywhere Enterprise for larger customers.
Why Linnworks Anywhere?
 With Linnworks Anywhere, your data is stored on our cloud servers, and we take responsibility
for backup and maintenance. If you have a local failure of a PC, your data will be safe.
Wherever you are in the world, if you have a PC with Linnworks installed and an internet
collection, you should be able to connect to your database.
 If you have an issue with Linnworks, our Technical Specialists are able to replicate the issue on
our test system with your data, to ensure that we identify the problem and cause as quickly as
possible, so that it can be addresses.
 We fully believe our current mix of a local client program, cloud database and cloud based
listing management tool offer the best mix of features, performance and security for our
customers.

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3.1 Plans and Pricing for Linnworks Anywhere packages
We believe in a transparent prices at Linn Systems and have create simple packages, without limits on
the core services. No hidden costs, no commissions – no catch.
For pricing information please visit our pricing page.
Linnworks packages
Express plan (Free) includes
Concurrent Users: 1
Product Limit: 200
Support: Forums API Access is available
LinnLive Listing Tool
Basic plan includes
Concurrent Users: 2
Product Limit: 1000
Support: Limited
API Access is available
Autonomous Synchronization
Standard plan includes
Concurrent Users: 5
Product Limit: Unlimited
Support: Standard
Training can be purchased for £70+VAT/€80/$110 USD per session
API Access is available
Amazon Repricing Tool
Express Basic Standard Professional Enterprise Corporate
Free Price Page Price Page Price Page Price Page Enquire

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Professional plan includes
Concurrent Users: 10
Support: Extended
3 one-on-one remote training sessions
API Access
Linnworks Analytics
Enterprise plan includes
Concurrent users: Unlimited
Support: Priority
6 one-on-one remote training sessions
API Access
Linnworks Analytics
Access to cloud database
4. Installing Linnworks Anywhere
The Linnworks Anywhere application is simple to install on any computer.
Start by heading to your account management system log in screen:
http://acc.linnworks.com
Once logged in, click on the Download the Installer button to download the client.
First, you will need to log in using your Linnworks credentials, and then click ‘Create New’ to create a
new Linnworks Database for your account.
Updates:
Updating Linnworks is an important task to do and should be performed whenever prompted –
normally at the rate of 1-2 updates a week; Linnworks is constantly adding small features and bug
fixes. If anything major is updated this user guide will be updated and resupplied.
Updates normally will take no longer than 1-2 minutes to apply.
Logging In:
User details should be kept in a secure location, and consist of a user name and a password. You can
select the option to Keep Logged In, if you are on a secure computer that is used by you only. This
will store your details so you can log in again with ease.

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If you forget your password contact your IT representative, or alternatively please use the “Forgot
password” section on our web-site.
5. Overview of the Program Interface
The Linnworks user interface is split into Tabs. These tabs hold buttons that, when clicked, open the
associated screen.
Depending on what plan you are on, you can have multiple Linnworks Users accessing the software at
the same time. An admin can restrict certain users from seeing certain buttons and screens. If you do
not see a certain button, this may be because you do not have user access.
5.1 Synchronization
Synchronization is the process that keeps all of your integrated selling channels up-to-date.
This can include any of the following:
 Synchronise inventory levels between Linnworks and selling channels
 Download new orders from selling channels
 Submit fulfilment data
 Mark orders processed in Linnworks as despatched
 Dynamically end and relist items based on current stock levels
 Run import/export routines
 Execute any external programs
The synchronization functionality is very flexible and can be configured to only submit the
information you find necessary. You can configure your channels to only synchronise stock levels, or
to only submit shipping details back to channels, or even to use any combination of these processes
and more.
The system will only synchronize with your selling channels when you tell it to, by clicking the Sync
button under the Synchronization tab.

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Certain Linnworks plans have an auto-synchronization feature that allows you to periodically
synchronise the system at set intervals, ranging from 10 to 120 minutes.
Email Outbox
Will show you all emails waiting to be sent – You can use this screen to scan through messages before
sending. This feature also has the option to send emails automatically, which means that there will
never be a message in outbox for more than a few seconds.
Sent Mail
These are all of the emails that have been sent from your instance. Here you will find features available
to search and filter emails.
5.2 Order Book
This is the second available tab and has the function to look at open and processed orders, manage
despatch and shipping services and log manifests.
New Order
This screen allows you to create a new direct order. These orders are classed as being created directly
from the system and once saved will appear in the ‘Open Orders’ screen.
Open Orders
This screen displays all open orders; here you have the option to search through orders by search term
or by filtering options.
On this screen you can easily print labels and invoices for one or many orders, process the order, add
courier details, and add notes and several other order management functions.
Also when an exchange or return is booked you will have an additional folder appeared making it easy
to keep an eye on these as well.

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Processed Orders
Here you can view orders that have been processed by specifying a view type of either order received
date or order processed date. You can easily export this information as well or mark products for a
return or exchange. Notes and audit history can be viewed here.
Returns Refunds
Allows dealing with post-sale processes such as returns and refunds.
Postage Manifest
View manifests, showing despatched parcels and their chosen courier.
Manifest Editor
Edit existing package details.
5.3 Dashboards
This is the third available tab and has the function to view dashboard and various reports.
Linnworks Analytics
This tool allows you to build your own reports and manipulate the data to get the answers you are
looking for.
Primary Dashboard
Has a basic overview of a number of facts and figures – displayed in a mixture of visual graphs and
text tables. This information becomes more useful the longer Linnworks is deployed.
Stock Consumption
Shows stock consumption rate of individual products over month, quarter or year.
Scrap Report
This screen displays a detailed report of scrapped products.
Products Sold
A breakdown of products sold altogether or individually on each channel.

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Sales Spread
This screen shows detailed sales values, tax and postage for orders through specified channels for a
given year.
Query Data
Offers over forty custom reports – can also be used by developers to create scripts.
Inventory Dashboard
once location and categories have been set up, this area allows you to view different categories and
their stock worth in different locations.
5.4 Inventory Control
This is the fourth available tab and has functions to deal with inventory, channel linking, stock delivery
and ordering.
My Inventory
This screen shows an overview of all products and their current stock figures.
Scrap Item
When an item has been found or returned damaged and needs to be taken from saleable stock, you
can use this screen to tell Linnworks you have scrapped the item.
Stock Item History
Look at specific products and their history in terms of stock adjustments and orders placed.
Stock In
This screen acts as terminal for booking in new stock deliveries and item returns. It includes features
to complete purchase orders and print all orders waiting for stock.
Stock Count
Manages stock counts in groups, and in a separate location so that stock is updated as a whole after it
is completed - can be combined with a PDA and Linnworks Mobile instance.
Reorder Low Stock

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This screen displays a list of all suppliers with details for items that are low or out of stock currently. It
also features a streamlined purchase order creating process.
Purchase Orders
This screen is used to create and manage purchase orders. You can use filters to sort your orders, as
well as edit certain orders before they are sent to the supplier.
Supplier Register
This screen allows you to add new and manage existing suppliers. The more information you give
Linnworks about a supplier, the better Linnworks can handle a Purchase Order.
Inventory Linking
This is an overview of linked items across various selling channels.
Product Category
This area is where different products can be grouped together for ease when creating reports or stock
value figures.
Locations
This screen allows new locations to be added into the system. These could be warehouse Locations, or
fulfilment centres.
5.5
Settings
This is the fifth available tab and should generally only be used by senior members of staff. Mistakes
here can have implications on the functionality of Linnworks.
Channel Integration
The following screen is designed to help you integrate your desired platforms, such as eBay, Amazon
and your web-site.
Import/ Export Automation
This screen allows you to set up automated imports and exports of inventory or order information’s.
For example, you could use this feature to export open orders from Linnworks to a fulfilment centres
FTP site.

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Macros
This is an area to code for developers to automate certain task by creating macros.
Application Settings
Consists of important configuration processes, should only be used by senior members of staff.
User Management
This feature allows resetting of passwords, creation of new accounts and setting up account
restrictions.
Postal Services Methods
This is where you set up and modify Postal Service methods for shipments. (24 hour, 1st
class mail,
etc.).
Shipping Management
Managing the connection Linnworks has with different couriers (bespoke, Royal Mail, etc.).
Email Notification
Location of all email shots, conditional emails and transactional emails.
Template Designer
The template designer is used to manage invoice, pick list, packing list and label templates.
6. Integrating a channel
Channel integration process is the most vital aspect of our system – whether it’s an eBay account or
your web-site, without having it integrated Linnworks will not be able to automate any for your daily
routines.
For that, you first need to integrate it. Good news is that it’s a very easy process which should not take
longer than 5 minutes of your time.

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Let’s take eBay marketplace integration as an example and see how long it’s going to take us to
integrate it.
eBay integration allows the system to:
 Extract inventory data from eBay (majority of the fields apart from description)
 Automatically download new orders from eBay
 Mark items as despatched on eBay
 Send out confirmation emails to eBay registered customers
 End listings on eBay if you run out of stock
 Automatically re-list items which are linked to your stock levels
 Revise listing to adjust quantity available
 Download product pictures from eBay
The very first step is to go to Settings > Channel Integration tab. From this screen you can add, delete
and modify selling channels that you wish Linnworks to integrate with.
Once there, click on Add new channel button on the right of the screen to bring up the New Channel
selection screen. Now select eBay from the list and click Integrate.
You will be presented with the eBay Account Setup screen, which will walk you through the process of
integrating your eBay account with Linnworks.

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Simply select the site location and enter your eBay user name before pressing the Authorize through
eBay button.
Your default browser will direct you to the eBay sign in page where you can grant Linnworks access to
your eBay account.
Log in with the account you wish to integrate and after reading through the terms and conditions click
I agree (If you agree) to allow Linnworks to communicate with your account.
Warning! Make sure you login with the correct account details.

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Great, your eBay account should now be integrated. For more information about configuration
options that available to you, please refer to our documentation section on our web-site.
7. Managing orders in Linnworks
One of Linnworks' core features is order management (fulfilment and shipping of orders). The system
features a complete order management cycle from an order being placed to despatch and beyond.
Basics
 An order can either be raised directly in the system (by clicking on New Order screen under
Order Book tab) or downloaded from a selling source.
 All new orders will be placed in Open Orders screen. From here onwards we shall refer to
such orders as Open Orders.
 Open orders must be processed in order to be marked as despatched on the channel.
 Order processing in the context of order management workflow involves steps like picking,
packing, invoice printing, label printing and finally shipping.
 Once an order is processed, it is assumed you have completed all order processing steps.
 Once an order is processed it will be moved to the Processed Orders screen.
 An order cannot be unprocessed (e.g. its status cannot be reverted back to its original
status). It is, however, possible to resend an order or to create a return entry for a processed
order.
 The system will not submit updated shipping order information to selling sources until it’s
processed. Such submission is performed during the synchronisation process.

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7.1 Creating new orders
New orders can be manually raised in the system. Linnworks refers to these orders as DIRECT,
meaning they are created internally within the system. Such orders can be telephone sales, re-
orders or several external orders merged into one.
To create a new order, simply click on New Order button under Order Book tab information.
This will display the New Order screen, where you will be able to enter the customer's details, order
statutes, date of the order, order reference number, order items and shipping information.
Once a direct order is raised, it will be moved to Open Orders screen.
7.2 Processing Open Orders
The Open Orders screen is the most used screen in Linnworks, designed to handle all order
processing routines. Its flexibility allows you to configure it to your specific liking, without feeling
limited in any way.

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The Open Orders screen can be found under Order Book tab.
Basics
It is designed to perform the following tasks:
 Process orders – either manually or in bulk
 Print invoices, either by using one-by-one method or in a batch
 Print labels, either manually or in a batch
 View order details and review transaction details
 Edit order details
 Add order notes
 Search and filter orders by set of parameters (e.g. status, source, flags, shipping service,
geography, stock level, etc.)
Below you will find a range of order processing methods designed to suit various business
requirements.
7.2.1. One-by-one via Process Order screen
This method is suited for smaller businesses where the job of managing online orders is delegated
to one person (or two who work side by side). And if you have mixed postage methods (e.g. USPS,
Royal Mail, FedEx, DHL, etc.), this is also a useful process as each postage label can be printed
automatically when you enter the Process Order screen.

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The Process Order screen acts as a mandatory confirmation screen each time an order is about to
be processed.
7.2.2. Despatch Console
The Despatch Console is designed to be used in conjunction with barcode scanners.
Its functional flexibility allows businesses to perform the following scanning activities:
 By Order Id – The process assumes you will be picking the order items from an order using
printed invoice. This method is particularly useful if you have a dedicated member of staff who picks
orders working in the warehouse and all order management aspects are carried out in the office.
You can print invoices for all orders in one place and give them to the staff to pick. Once picked
and packed the Order Id printed on the invoice can be scanned into the system to mark the
order as despatched.
Below is the default invoice template example with barcoded Order Id included.

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You can create invoices where the barcode is printed at the top of the invoice or printed on the peel
off area of the integrated address label. This will allow you to put the actual invoice inside the package
and keep the address and order id barcode on the front of the package to uniquely identify the order.
 Batch Process By Order Id – same principle as By Order Id, but this time there will be no
Process Order screen shown.
 By Item Barcode – it is possible to process orders by scanning the product barcodes into
the Despatch Console – by the Item Barcode field. The Despatch Console brings up the oldest order
in the open order book for the scanned item and lets you print shipping labels and an invoice for
the order.

Using Pick Lists - Since the pick list is designed to give you a summary of what needs to be
shipped for the selected orders, it is counter intuitive to think of a pick list something you can use
to process orders. However, it is very efficient way of processing orders.
Think of it as backwards order processing. Instead picking for every order individually you can pick
all the items and then fit the orders to what you have picked.

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7.2.3. Using Packing Lists
A Packing list is a list of all orders with order items. It displays all orders which need to be
despatched with order items under each order line. You can use both pick list and packing list for
optimising the order fulfilment process.
7.2.4. Batch Processing
By using this method you can batch process all open paid orders in one go, assuming that none of
order invoices will get misplaced.
Also, this method allows you to bypass the processing screen for each selected order. It is very
useful if the orders you have selected have had their labels and invoices printed and just need to be
processed and marked as dispatched on the channel.
7.2.5. Batch Processing
This method allows you to create a set of instructions to automate several functions.

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For example, you can configure the Batch Pilot to automatically print labels, then print invoices and
then process an order. Different conditions will determine whether the operation is executed, failed or
skipped.
For more information about order management features in Linnworks, please refer to Useful Tips &
Links section below.
7.3 Processed Orders
Once an order is processed (marked as dispatched/shipped) it will disappear from Open Orders
screen and will be moved to Processed Orders screen respectively. You can access this screen by
going to Order Book -> Processed Orders.
Basics
The Processed Orders screen allows you to perform the following tasks:

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 Export all searched items to CSV
 Save the grid to Excel
 Re-print Invoices
 Return Items
 Resend Items
 Exchange Items
 View order information
The screen has very flexible search facility which will attempt to find an order by virtually any piece
of information you give it. You can also set different date range restriction filters to limit the search
of processed orders.
When it comes to the order life cycle and its perspective, when an order has been processed it is at
the end of the cycle. The exception to this is when an order is returned, exchanged or resent.
7.4 Post-sale Functionality
In the following section we will learn more about Linnworks capabilities in dealing with processes
such as returns, resends, exchanges and refunds.
Basics
Returns, Resends and Exchanges can be raised directly from Processed Orders screen.
All newly raised return queries will be placed under Returns Refunds screen, which can be found
under Order Book tab.
The Returns Refunds screen is an overview of all processed orders that have been marked as either
a return or a resend. From this screen you can see orders that have been booked for return /
exchange, refunds that need actioning and the Quick Stats panel.
This screen allows you to perform the following tasks:

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 Process booked returns and exchanges
 Edit returns and exchanges
 Delete returns and exchanges
 Action refunds
 Deletion of refunds
 Quick Stats (relevant metrics at a glance)
Before an item is returned, you can also book a return for it, or a re-send, etc. Booking a return is
the same process as creating a return; however, it will create a log trail in the Returns/Refunds
screen which can be processed at a later date. This is useful if a customer calls notifying you that
they are going to be returning an item.
To Book a return right click on the selected order in the Processed Orders screen and select Action →
Return Booking.
From the Booking Return screen you can see order information for the selected order, with further
details available if you click the View Order button. Select Book New Return to create a new return
booking for this order.
You will be presented with the Create New Return Booking screen, on which you can enter the
details relating to the return. Complete all of the fields on the form and click Create Return
Booking to create the return record.

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Once the return booking has been created, it can be viewed on the Returns Refunds screen. You may
need to Refresh this screen before the return appears in the list of open returns.
Once the item has been returned, select the order from Returns Refunds and click the green tick
under the Action column to bring up the Action Booking screen. From here you can make changes to
the return by clicking the Edit icon, or click the Convert selected Return / Exchange button to
complete the return.

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7.5 Useful Tips & Links
 Use the Channel Integration screen to integrate your selling sources
 Use the Template Designer to change look and feel of the invoices
 Use the Shipping Management screen to integrate your shipping couriers
 Use the E-mail Notification screen to set up automatic e-mails
 Open Orders Screen Overview
 Processed Order Screen Overview
 Returns/Refunds Screen Overview
 Order Book Settings
 Order Notes
 View Order Information
 Order Audit Trail
 Order Splitting and Merging
 Order Tax Calculation
 Exporting open orders into CSV file
 Working with fulfilment centres and drop-shippers
 Mailshots
8. Managing Inventory in Linnworks
With Linnworks in place, you’ll only have one inventory to worry about and there will be no need to
manually adjust quantities across selling venues. Everything will be kept nice and tidy in one place.
Basics
 The system will act as a centralised inventory repository, therefore all products you sell or
stock quantities should be maintained in Linnworks.
 Each product (and its variation) has its own, unique SKU (Stock Keeping Unit), or in Linnworks
we quite often refer to it as an Item Number.
 Each product has stock level states:
o Physical stock level – how many you actually have in stock.
o On order – how many are expected to be received from supplier following placed
purchase order.
o Minimum Level – to alert the system of the minimum threshold for the stock level.
o Available – this is dynamically calculated value i.e. Physical stock level minus in open
orders.
 Stock level gets deducted from following actions:
o Sale - Shipping as part of the order. The stock level will only be deducted once the
order has been shipped.
o Resent – when an item gets lost in the post or the customer requires a replacement.
o Scrapping of a stock item – damaged products must be scrapped and recorded in the
system as scrapped.
o Direct adjustment – you change the stock level manually using Stock Adjustment
screen.

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 Stock value – the system is capable of keeping track of the stock value. Stock value is a
dynamically tracked value of the stock – it is determined from the cost of the products you
have purchased to populate the stock level and any direct adjustment.
 Stock level is being added from following actions:
o Purchase – when a purchase order is placed, On Order level will be increased. Once
the purchase order is marked as delivered/partially delivered – level on order will be
moved to actual stock level.
o Returns – when an item is returned to you by the customer and you wish to place the
item back in stock for resale.
o Direct adjustment – you change the stock level manually using Stock Adjustment
screen.
o Stock In – you can book stock in when as you receive it from the supplier.
 Each stock may have multiple stock levels – the concept of multiple locations allows you to
have multiple stock levels for the same product. Each location in effect tracks a stock level
independently.
The My Inventory screen, which is responsible for most of inventory-related processes, can be
found under Inventory Control tab.
It is responsible for the following tasks:
- Adding new items via one-by-one method. If you are interested in performing bulk import
(which is a recommended method to use), please refer to Learning Materials and Other
Useful Links section
- Editing inventory items
- Searching/browsing of inventory items
- Deletion of inventory items
- Inventory level adjustments
- Identifying low stock items
The My Inventory screen allows you to store and quickly access important information about your
stock items, including but not limited to:
 SKU

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 Category
 Item Title
 Item Description(s)
 Purchase Price
 Retail Price
 Tax
 Images
 Weight
 Barcode
 Variation Group
 Postage Method
 Supplier
 Bin/Rack Location
 Extended Properties for item specifics and additional attributes
9. Creating new inventory items in Linnworks
In order to create a new item or product in Linnworks it is required to follow simple and
straightforward steps. First, navigate to ‘’Inventory Control’’ tab.
Within Inventory Control tab there is a button called ‘’My Inventory’’.
In the top right corner of ‘’My Inventory’’ screen, click on ‘’New Item’’ button. It will open the screen
where you can insert your product information, save it and obtain new item within ‘’My Inventory’’
section.
10. Extracting Inventory Directly from Channels
It is possible to import inventory items (listings) you hold on your selling channels (eBay,
Amazon, Magento, etc.) into Linnworks for the purpose of stock control. Three item fields are
available to be pulled into the system and they are SKU, Item Title and Quantity.

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Navigate to the ‘’Settings’’ tab and then click on ‘’Channel
Integration’’.
Here you need to click on ‘’Mapping’’. The Mapping screen allows you to view listings on that
channel, and map those listings to Linnworks items.
Being able to extract Inventory specifics from listings vary in complexity depending on what
channel you are using. In most cases, you can create a new Linnworks stock item from an existing
channel listing using this mapping screen.
11. eBay Inventory Import
The ‘Import inventory from eBay’ button on the eBay mapping screen allows you to create new
Linnworks items based upon listed items on your eBay channel. This is particularly useful when
integrating a new eBay channel, and adding new Linnworks items based upon those listings.
You can find the tool by going to:
Settings > Channel Integration, then click the Mapping button for your eBay channel.
Once the mapping tool has finished downloading your Listing information, a new button will appear
under the ‘View Log’ button.

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You can see here that all listings that are not linked to an item in Linnworks will be highlighted in grey.
These are the listings that will have new Linnworks items generated for them once you run the tool.
For this example, I have listed a toy car on eBay, as you can see; this listing now appears highlighted in
the mapping screen.
Before you use this tool, you need to make sure that the listing is set up correctly. On eBay, you have
the option to add a custom label to an original listing. This mapping tool functions differently
depending on how you use the custom label.
1) Using a SKU as a Custom Label: This is the recommended option, as the tool can then use
this as the SKU for the newly created Linnworks item. A listing that is linked by SKU is always
the recommended option as this makes the linking much stronger.
2) Not using a Custom Label: This option will tell the tool to create a new SKU for the item
when it is added to Linnworks. This will not however add a custom label to the listing. This will
link the two items by title, and is not as strong as linking by SKU.

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3) Having a Custom Label that is not a SKU: If the listing uses a custom label, but that label is
not a SKU, please do not use this tool. Linnworks will try and use your custom label as a SKU,
but that SKU may not make sense in Linnworks. This will cause inventory problems.
To add a custom label to a listing first find your listing on eBay and click the ‘add’ button in the
‘Custom Label’ column.
To run the tool, click the ‘Import inventory from eBay’ button. This will open a new window that will
show all the listings that are not mapped.
Click the ‘Start Importing’ button to start the import.
Finally, if we then go to our Inventory screen, you can see our newly created stock item.

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12. CSV Inventory Importing
In order to control your inventory information, maintain your stock levels and protect your business
from overselling you first need to create or import your products in Linnworks.
The easiest and by far the most effective way of importing large inventory data is by using comma-
separated values (CSV) files. CSV file format is widely supported by consumer, business and
technologically-advanced applications for its capability of storing tabular data (numbers and text) in
plain-text form.
CSV files can easily be created by using a spreadsheet program like Microsoft Excel or OpenOffice
Calc or directly exported from 3rd party applications.
Basics
The best way to import inventory data in Linnworks is by using Data Import tool. Its flexible
mechanism allows importing large number of data into corresponding columns in Linnworks,
ensuring that the imported information from a CSV file is correctly associated with related fields in
the system.
Data Import tool can be found under Start menu > Programs > Linn Systems > Linnworks > Tools >
Data Import UI.
The actual process is broken into four steps:
1) Select import type – choose required import type;
2) Specify a file and delimiter used – choose a file and what delimiter (i.e. comma, tab, etc.) is used;

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3) Column Mapping – map columns in CSV file to corresponding columns in Linnworks;
4) Actual Import – once all validation checks are passed an actual import will be performed.
Import types
Each import type consists of pre-defined correspondent fields, all for different import purposes. There
are ten import types in total which are designed to make import process consistent and easy to use.
Let’s have a look at the most used ones:
1) Basic Product Import – allows you to create new products and update existing ones by SKU column.
Download CSV Sample
2) Stock Level Import – lets you import stock levels for newly created inventory items or overwrite the
existing stock
levels.
Download CSV Sample
3) Product Descriptions and Attributes – Import utility designed to create HTML and flat text
descriptions of products and product attributes from CSV file.
The import can merge the attributes and tags in a CSV file into a product description. You can load
multiple product descriptions, titles and pricing for different channels.
http://www.linnworks.com/Doc/Data_import_product_descriptions

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If you are planning to be using multiple descriptions and extended property fields such as item
specifics or attributes, please consider watching our system architect developer's video recording
about best practises of using this import type.
Download CSV Sample
4) Stock Item Composition Import - The term “Composite items“ in Linnworks refers to a stock item
which consists of other stock items (i.e. bundles).
Download CSV Sample
What fields are required by Linnworks system in order to be able to control and maintain inventory?
What fields are required by Linnworks and LinnLive solutions in order to be able to list listings?
CSV file
samples
Here are a few more CSV import sample files which you can use to build your own CSV files or for
testing purposes.

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The simple import file consists of just 6 fields. Download CSV Sample
The complex import file contains 22 fields in total (for multiple import types). Download CSV
Sample
13. Purchase Orders
The Purchase Orders screen in Linnworks allows you to log and record what you are ordering in
from suppliers to replenish your stock. Its functionality is very flexible and can be used to fully track
your supply chain process from start to finish or to handle individual aspects such as emailing
suppliers, raising purchase orders as quotes and to manage Just-In-Time reordering.
Basics
A Purchase Order is defined by one of four states:
 Pending - Pending denotes that the Purchase order has been created but has not yet been
placed with your supplier. Pending Purchase Orders don’t affect your stock levels.
 Open - An Open Purchase Order indicates that the order has been placed with the supplier
and raised internally. Again, Open Purchase Orders don’t affect your stock levels, but will update the
Due value in My Inventory.
 Partially Delivered - Partially Delivered shows that some but not all of the Purchase Order
items have been received.
 Delivered - A Purchase Order will be only marked as Delivered when all items from the
Purchase Order have been received.
Purchase Orders screen shows details of Purchase Orders as defined by the parameters above.
You can filter purchase orders by date and by order status using the fields at the top of the screen.
The following options are available from this screen:
 Email - Choosing this option will allow you to email the supplier for the highlighted
Purchase Order with the order details. The email template is completely customisable via the
Template Designer, allowing you to format the message to suit your own needs.
 Print - Selecting Print will print a Purchase Order invoice for the highlighted Purchase
Order.
 New PO - New PO will allow you to create a new Purchase Order.

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 Edit PO - Edit PO lets you edit an existing Purchase Order.
 Delete - You can delete a Purchase Order by selecting it and clicking this button. Purchase
Orders that have delivered items in cannot be deleted.
 PO Overview - Clicking the ‘+’ button to the left of a Purchase Order will show you details
of all the items that have been included in that order.
For more information about inventory management features in Linnworks, please refer to Useful Tips
& Links section below.

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13.1 Useful Tips & Links
 Use Data Import tool
to import your inventory data in bulk (highly recommended)
 Bulk Product Image
import
 Bulk Product
Description and attribute import
 Stock levels and values
 Handheld Scanner
Software
 Booking the stock in
 Stock count
 Scrap an item
 Stock level indicators
 Managing stock in
multiple locations
 Composite items
(bundles)
 Non tracked
(composite items)
 Keeping track of non-
tracked items
 Print stock item labels
 Inventory Linking
 Purchase Order
Management
 Reporting

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Carrier/Shipping Direct Integration Interface Velocity Integration
Royal Mail - 1stand 2nd Class (PPI) YES - -
Royal Mail Recorded, Tracked and Special Despatch Express YES YES -
USPS(United States Postal Service) - YES(EndiciaDazzle) -
Parcel Force YES - -
DHL viaMetaPack EasyShip -
DespatchBay-DHL YES - -
UPS YES - YES
Fedex YES - YES
HDNL viaMetaPack Velocity Connector YES
Interlink viaMetaPack - YES
TNT viaMetaPack ParcelWare YES
CityLink viaMetaPack - YES
DPD viaMetaPack - YES
Hermes viaMetaPack - -
City Sprint viaMetaPack - -
UK Mail viaMetaPack - YES
FastWay couriers viaMetaPack - -
NightFreight viaMetaPack - -
SprintGB viaMetaPack - -
Tuffnells viaMetaPack - -
ByBox viaMetaPack - -
LaPoste viaMetaPack - -
Collect+ viaMetaPack - -
CanadaPost viaWayToShip - -
14. Courier Integration
Linnworks integrates with more than 20 shipping couriers:
Here are three different methods of courier integration:
Direct Integration:
Linnworks communicates directly to the courier, generates a shipping label for a product or a batch
and records tracking numbers.
Interface:
Linnworks interfaces with the dedicated piece of software provided by your courier. The interaction
enables Linnworks to print labels automatically and record tracking numbers for consignments.
Velocity Integration:
Linnworks order management system has a comprehensive export and import routines which can
output files that can be consumed by the courier software or uploaded directly to the courier website
for consignment allocation.

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To learn more about shipping integrations, please refer to our documentation section.
15. LinnLive 2 Bulk Lister
LinnLive 2 is a web application that can be accessed on http://eu.linnlive.com
It allows listing products on multiple channels from one place. The process of listing products is
optimized by having pre-defined product information and configurators, also referred to as templates.
Each channel (eBay, Amazon, Magento, etc) has multiple configurators:
 The configurator defines header properties of the listing, such as category where
the product will be listed, returns, terms and type of listing.
 Configurators for channels that allow insertion of user specific HTML descriptions
(for example eBay) also have HTML template which is used to wrap the description of the
product.
 Each product in the inventory has product specification – title, price, description
and attributes (for example Colour, Brand, Size, etc.)
 When listing products, you have to select the configurator.
 LinnLive uses listing header information, merges specific product details, such as
attributes, titles, pricing and descriptions and submits the listing to the channel.
 The progress is reported on the screen for all submitted listings.
 Once a listing is created on a channel, any changes to the main configurator or
product specification will automatically be updated on the channelLinnLive has an extensive
functionality to enable you to list your inventory to eBay in bulk.
eBay Lister: http://linnworks.com/Doc/ebay_listing_tool_bulk_create_feed
It also has a very extensive functionality for creating new products on Amazon and using existing
product catalogue to advertise your product on Amazon.
Amazon Lister: http://linnworks.com/Doc/bulk_listing_product_amazon_feed
LinnLive2 can list products to Magento in the same manner as to any other channel. The listing
creation process requires Magento Configurator which defines top level product listing information,
such as which category the listing will be created in and attribute set.
Magento Lister: http://linnworks.com/Doc/bulk_listing_magento_product_creation
16. Support
Linnworks support is for submitting errors, bugs, answering queries in regards to setup or abilities
of the system and general questions.
Normal Linnworks support hours are from 9.00am to 5.00pm GMT (London time)
There are five different levels of support available in Linnworks:

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 Forum Support Only
 Limited Support
 Standard Support
 Extended Support
 Priority Support
Each level is designed for a specific plan and cannot be purchased separately, e.g. Priority Support,
our best premium support offering, is only available as a part of Enterprise package.
16.1 Forum Support
What does this mean?
Forum Support comes with free Linnworks Express package only.
What will I get?
 Access to our community help forums - you will be able to submit all sorts of technical
issues, bugs, installation and configuration problems as well as see bugs that are in the process of
being fixed. We have a great community of our existing customers who constantly share their
Linnworks experience on forums and are keen to provide help for any struggling customers.
How much does it cost?
It's free when you are subscribed to Linnworks Express package.
16.2 Limited Support
Limited Support comes with Linnworks Basic packages for both Local and Anywhere editions.
What will I get?
 Access to our ticket system - here you will be able to submit support tickets. You can only
submit one ticket at a time, meaning that your original ticket needs to be closed before you can
open a new one.
being fixed.
It's free when you are subscribed to Linnworks Basic package.
16.3 Standard Support
Standard Support comes with Linnworks Standard packages for both Local and Anywhere editions.
What will I get?
 Access to our ticket system - here you will be able to submit support tickets which we be at
standard priority.

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being fixed.
It's free when you are subscribed to Linnworks Standard package.
16.4 Extended Support
Extended Support comes with Linnworks Professional packages for both Local and Anywhere
editions.
What will I get?
 Access to Live Support via Linnworks Technical Live Chat.
 Access to our ticket system - these tickets will have a higher priority and will be dealt with
after Priority users.
being fixed.
It's free when you are subscribed to Linnworks Professional package.
16.5 Priority Support
What does it mean?
This is the highest level of support available. Your tickets and queries will be dealt with above all
others. Tickets have the ability to be submitted to developers or escalated.
What will I get?
 Access to Telephone Support - you will be able to call us directly to get phone support or
request a call back and get support.
 Access to Live Support via Linnworks Technical Live Chat.
7Access to our ticket system - These tickets will be dealt with the upmost priority.
 Access to our community help forums - you will be able to submit all sorts of technical issues,
bugs, installation and configuration problems as well as see bugs that are in the process of
being fixed.
It's free when you are subscribed to Linnworks Enterprise package.
Training
There are plenty of training and learning resources to choose from. Below, please find most loved
sources by our community.

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LIVE Demonstration Webinars
We’ve designed our getting started demonstration webinar to help potential and newly subscribed
customers to get to grips with Linnworks system in shortest possible time-frame.
Webinar Agenda
Part 1: Order Management (Linnworks) ~ 30 minutes
Part 2: Inventory Management (Linnworks) ~ 30 minutes
Part 3: Listing Management (LinnLive) ~ 20 minutes
Part 4: Questions and Answers ~ 30 minutes
Registration link: http://www.linnworks.com/Events/Index/12
Recorded webinars link: http://www.linnworks.com/Webinar
16.6 One-on-one remote training sessions
Training sessions can be purchased by Anywhere Basic, Standard, Professional and Enterprise users
directly from their account management system.

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Each one-on-one remote training session costs just £70.00+VAT, €80, $110 USD per session.
To book a training session please go to your account page where under my support you will see the
option to book a session.
16.7 Technical Documentation
Our self-explanatory documentation, which is part of self-learning materials, covers almost every
single aspect of the system.
Direct Link: http://linnworks.com/Doc
16.8 Video Tutorials
There are over thirty video tutorials to choose from.
Direct Link: http://linnworks.com/VideoView
16.9 Linnworks Community Forums
With over 2,000 subscribed customers on board, our Community Forums gathers a range of
experiences and ideas from our community.
Direct Link: http://www.linnsystems.com/supportforum/
16.10 Other Useful Links
 Linnworks Account Management System: https://acc.linnworks.com
 Forgot Password Option:
https://acc.linnworks.com/Account/ForgotPassword.aspx
 LinnLive Listing Tool Log In Screen: http://eu.linnlive.com/
 Linnworks Anywhere Installation Guide
 Running Linnworks on Mac OS
 Linnworks Analytics

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 Database Utility
 Scripting
 Macro Scripting
 External Program Execution
17. That’s all folks!
Thank you for reading our user guide, we hope you found it useful.
Should you require any further assistance, please do not hesitate to call us on 020 8133 8731
or e-mail us on support@linnsystems.com

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