Magento Integration - Order Management and Inventory Control

Content Overview Setting up the Magento integration Shipping Mapping

Videos and Files Magento Integration & Order Management Magento Integration and Order Management video tutorial. The video demonstrates how to setup Magento integration in Linnworks.

Overview

Magento is a very popular, and most likely the best open source e-commerce platform available today. The web store platform features rich cart functionality, strong backend processing and generally very good customer buying experience. Linnworks can integrate directly with multiple Magento stores allowing you to bring eBay, Amazon and Magento orders and inventory levels into one centralized management environment.

This document describes how to set up Magento integration within Linnworks. Here can find information about what functions Linnworks can perform while working with Magento and how to configure this channel.

Magento inventory mapping allows you to easily map products on Magento to inventory in Linnworks. If you have previously used Magento without inventory mapping (Items had to have the same SKU on Magento and in Linnworks, then they would automatically map) you will need to confirm you wish to switch to the new Mapping screen. It will wipe all previous mapping, however you can right click and select “Auto link by SKU” to automatically map all items if the Linnworks items have the same SKU’s.

Magento integration allows the system to:

• Automatically download new orders from Magento.
• Mark items as dispatched on Magento.
• Send out confirmation emails to Magento registered email address.
• Submit order shipping information back to Magento once an order has been processed.
• Automatically adjust inventory, ensured you never oversell based on sales through other channels.
• Any configurable products in Magento will be broken down to component simple products, so that the inventory level matches the exact type of products. i.e. if you have 5 (multiple types) sizes of shoes configured as configurable product on Magento, Linnworks will download the exact size selected by customer. Typically this means you have to have 5 stock levels for each of the sizes.

Setting up the Magento integration

To set up the integration you will need to create API user in Magento (this is not an admin user for the Magento backend, but rather a login name for Linnworks to use in order to access Magento's object model to be able to work with it). The steps below describe how to set up API user in Magento and grant necessary permissions for this API user.

• Login to your Magento shop backend
• Go to System tab > Web Services > Users

• Create new user. Remember its user name and API key. API key is effectively a password for the user
• Once the user is created you will need to create a Role to which you can assign the user. The role contains all permissions the API users will have. Go to Systems > Web Services > Roles
• Create new Role, give it a name Linnworks
• Select newly created Role and Click on Role Resources on the right hand side of the screen
• Select All Resources from the drop down box or set each permission individually

• Save the Roles Resource configuration
• Go back to the API user you have created previously ( System > Web Services > Users)
• Select the user and click Roles
• Select the Linnworks Role and save the settings
  
  
  
  

You can now set up Magento Order Book integration in Linnworks. Go to Settings > Channel Integration. From this screen you can add, delete and modify selling channels that you wish Linnworks to integrate with.

Click the Add new channel button on the right of the screen to bring up the New Channel selection screen. Now select Magento from the list and click Integrate.

You will be presented with the Magento Account Setup screen, which will walk you through the process of integrating your Magento account with Linnworks.

Enter the URL of your Magneto site URL, API user name and API key in the relevant fields. The bottom half of the screen gives you a list of configurable options such as where to update inventory from, marking orders as despatched on Magento, raising an invoice once the order is despatched and Shipping Mapping. There is help dialog for every option, which can be viewed by hovering over the relevant help button.

Shipping Mapping

Shipping Mapping allows you to map the postal services that you use on Magento to Postal Services defined in Linnworks. The tags for Magento shipping methods are in the form of “Shipping Courier – Shipped service” for example “United Parcel Service – Ground”. You can then select the relevant Linnworks postal service on the right column to map the Magento service to a Linnworks postal service. Remember to click Save before exiting this screen.

Click the Test button to test the integration access before clicking Save to add your Magento site to your list of channels.

Configuring Magento Integration

Once you have set up your Magento account to work with Linnworks it will appear in the list of channels on the Channel Integration screen. From here you can enable / disable integration and inventory sync for each individual channel as well as configuration and inventory mapping tools.

Enabled

To enable / disable individual channel integration within Linnworks, simply click the small circle in the Enabled column that corresponds to the channel you wish to alter. A green light means that the channel is enabled in Linnworks, while a red light denotes that it is disabled.

Inventory Sync

The same process applies to the Inventory Sync function, clicking a circle will toggle between enabled and disabled for the specified channel. A green light means that the Linnworks will sync inventory with this channel while a red light indicates that it will not.

Config

Clicking the Config button for a specified channel will bring up the Account Config menu for that channel.

This is the same screen that appears when you first set up Magento Integration. From here you can make changes to the settings, remembering to Test and click Save when you have finished making alterations.

Inventory Mapping

Clicking the Inventory Mapping buton will allow you to link items in Linnworks to products that you sell on Magento. When you download orders from Magento it will link the order items straight to Linnworks items and reduce stock accordingly. Once you have loaded the mapping tool your products will appear on the left hand side, with a search tool on the right. You can map items in one of three ways. You can either Auto link by SKU, manually map or create a new stock item.

Auto Link by SKU – Using Auto Link by SKU will check to see if there is an item in Linnworks inventory that has the same SKU and will automatically map it across. This can also be done in bulk for all products.

Manually map – You can use the search bar on the right to search for the item you wish to map across. Ensure you have the correct listing selected on the left hand side then double click on the search result you wish to map across.

Create a new Stock Item – If you don’t have an item in Linnworks inventory, but have a product on Magento, you can automatically create a stock item in Linnworks with the same properties of the Magento product. Try not to use across multiple channels as you can occaisionally create duplications of items.