Overview

When you need to output information from Linnworks, you can configure the system to output CSV files onto a disk, post it to the web or upload to FTP location. Every time you synchronize (click Sync) button the data gets generated. This method is ideal if you need to distribute latest stock levels, upload it to your website, post it to drop-shippers or notify your suppliers of your low stock and raise automatic purchase order.

You can also do one-off exports of data using Data Export utility. In this article we will describe how to use data export to extract data into Comma Delimited file (CSV) once and how to configure linnworks to export data into a defined format every time you synchronize.

Exporting Data using Data Export Utility

You can find a utility in Start > Programs > Linn Systems > Finaware R3 > Tools > Data Export UI

Select the type of the data you want to export. In the data export utility you can only select the data extracts available in the list. Click Next, Specify the destination for the file

• File on the disk – the file will be created on the disk
• File on FTP – created data file will be uploaded to specified FTP address

Column Mapping is the configuration section where you define which columns get exported and in which data column name will be given to each field. You can also create additional fields that will be outputting expression based value (i.e. forumal based output, see the bottom of this article for some examples). Normally for a standard data extract you don't need to define a mapping, unless you want to remove some columns and add new calculated ones. The mapped columns can be saved as a template and reloaded into the data extract column mapping screen later.

Once you have defined the column mapping click Produce File button. The progress will be shown at the bottom of the screen as a status bar.

Configure Linnworks to output data automatically when synchronizing

You can instruct linnworks to output the data in CSV format to a file on a disk or upload directly onto FTP automatically when you synchronizing. This is useful feature if you want to output stock levels and upload them onto your website, produce accounting cash receipts on a periodic bases or simply use the data to update your reporting spreadsheets.

To set it all up in Linnworks go to Settings > Import / Export Automation > Data Export

• Click Add New
• Select the type of the data extract you want to generate, you can also use custom script to generate some bespoke data extracts.
• Specify the file destination
• Map out the columns as described above or use predefined template
• Click Produce File to ensure the file gets produced correctly

Additional columns based on expressions

You can create additional columns based on expression value. For example if you need to calculate TAX on the fly when you output order data file:

• Click Add Column on Column mapping screen
• Leave the Column name as Additional
• Define Maps To column as the column name you want to appear in your CSV file
• In the Expression field put the expression

This will produce 15% inclusive tax figure in your CSV file. You can use all sorts of mathematical and functional expressions to generate data. Read more about Expressions in Linnworks to find out the syntax for the expressions or post any questions you have on the forum, we are always there to help.

See Expressions documentation for more information.