Linnworks Order Management (formerly known as Finaware Stock Control) is a system for fulfilling online orders and automatically controlling your stock. The system covers the entire Order Management concept including order processing, postage management, stock control, reorders, customer returns/refunds, stock scrapping, stock purchases, purchase life cycle. The system also implements some accounting functionality for basic business needs, and covers service oriented business, at the same time does not strive to replace your standard accounting practices.
The system is designed to cover most, if not all aspects of online retail business with modular add-ons for managing small manufacturing facility and shop floor stock and inventory control as well look after your immediate book keeping affairs without intend to completely replace accounting package you are using at the moment.
The main features of the software:
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The order book is automated to receive orders from multiple channels such as eBay/PayPal, Amazon, many different e-commerce platforms. All you need to do to get new orders and update the status of the existing ones, is to click one button which will automatically connect to different channels and obtain your latest orders, no file importing necessary. As the system designed ground up using modular architecture, should you find a need to integrate with your own bespoke website it can be done as a bespoke module. Contact our technical support or sales team for more information.
There are many different ways of printing postage labels from the order book. You can design your own postage labels, insert PPI stamps and order barcodes for despatch scanning. Using Report Designer you can also completely customize your invoices.
Print postage labels on any thermal printer, DYMO labelwrite, Zebra or straight forward onto A4 multiple adhesive labels sheet.
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Each order received from external selling channel or raised internally can be allocated postage service. The stock items description also contains packaging requirements for each stock items and its weight. The system will automatically determine the packaging requirements for the order and calculate weight. The postage labels can then be printed or pickup manifest generated from this information.
The system can also integrate with couriers and postal services.
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The system compiles postage manifest everytime for a set of processed orders. The manifest includes information about the postal services used, total and avarage weight for all packages sent. You can generate postage manifest everyday and file it at the end of the day entering postal costs into the system for book keeping purposes.
An order naturally goes through a life cycle while being on the system. Starting off as unpaid, then payment is received or partially received, some items might be returned and require resend or a refund. The system supports different life cycles for every order and keeps complete history of all transactions mentioned above.
Every postage label or an invoice can include order id barcode or order reference number. This number can be scanned into the system to obtain order information, purchased items and their stock levels. As well as processing order with Despatch Console.
Despatch console allows you to scan order id into the system and obtain order information, subsequently process the order at a click of a button. This process is generally used at the end of picking a packaging process to mark the order as despatched or during the picking process to get the order items to pack and process the order immediately.
Each order on the system is recorded and the complete history of the order is kept forever. You can recall the information by order id, postal tracking number, reference number, payment id, customer name, virtually any bit of information about the order is searchable. All returns and resend information is also kept. You can add order notes and leave instructions to colleagues regarding specific order.
The system supports raising orders directly from the system or as a part of a service sale. You can raise an order directly entering all the information manually and adding order items. Another option is to create an order as a part of a sale which includes some additional services. For example, if you provide wholesale services, you might have some contractual obligation that you sell to the customer as a service. You can raise a direct Sale, generate a proposal/quote, include stock items you will ship with the order and include all services you provide as a part of the sale. This Sale is then converted into Order which is placed into the order book and services sold kept separately.
All orders and sales are kept in the system after they have been processed. For analysis purposes you can use Sale Grid which generates a grid with products sold axis against time line (day, week and month). This analysis proves to be very effective when analyzing the impact of price change for a specific product or a range of products.
All you stocked products can be linked with orders coming in from eBay, Amazon or your website by the item title. Everytime you process an order the order items automatically deducted from the current stock level. When you acquire new stock by purchasing it from the supplier you can simply create a purchase order which will automatically increase the stock level once the purchase order is delivered. When a customer returns an item, it may be returned directly into stock or scrapped. You can also create new stock if you manufacture the goods yourself or acquire them as a part of a bulk purchase.
Each purchase is recorded on the system and the details of the purchase can be recalled at any time. Any open purchase order can be printed out to be faxed to the supplier or converted into PDF to be emailed to the supplier.
A purchase order goes through a life cycle while being on the system. The typical life cycle for a purchase order can be, purchase order raise, then paid for and funds cleared, then delivered partially or completely, you may then want to return some items to the supplier. Such life cycle is supported by the system and the paper trails is kept in the system for each purchase order.
Each stock item can be described in the system in great details including retail price, description of the item, placed in the category of products, packaging information, weight of the item and include product picture. You can also allocate the stock item to a specific Bin/Rack number in your storage and create multiple geographical locations for the stock item.
Stock items can be scrapped due to damage. A customer may return an item to you which will be placed back in stock or scrapped due to damage. You can also return items to the supplier and keep full paper trail for every stock item.
eBay Inventory module is designed to stop you from overselling on eBay. The module automates three eBay trading activities:
This is optional module and available as part of the Premium license or as a separate add-on.
The system allows you to adjust the stock levels directly without invoking any of the stock changing processes (i.e. order or purchase order). The change information is recorded automatically.
Any stock change is recorded on the system in a form of stock change log. The system records every movement of the stock item, such as if it has been despatch with an order, directly adjusted or added through new purchase order. You can then review this log to see exactly where your products have gone.
The system provides for means of porting all essential information held on the system to a handheld device (for example Pocket PC with barcode scanning capabilities) You can then process orders, review order details including order items, count and adjust stock levels from handheld device. You don't have to be online to operate the handheld device, the system can work offline and then synchronize all the changes back to the desktop computer. Note that this is optional feature and requires Windows Mobile enabled Pocket PC (not Palm).
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