All new orders whether direct or from external sources will be placed in Order Book > Open Orders. Processing an order in the context of Order Management means fulfilling the order, packing the ordered items, printing labels, invoices and shipping it.
Linnworks system provides different methods for all kind of order fulfilment purposes.
2. Process orders from printed invoices with the barcode scanner using Despatch Console
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. 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.
In order to print an invoice, go to Order Book > Open Orders > Print Invoices
Presuming that the invoice is printed, and an order is picked and packed, you can now scan it by using Despatch Console.
You can find Despatch Console in Order Book > Open Orders > Despatch Console.
Once scanned you will be presented with the Order Process screen. Review the order details if necessary and click "Process".
Paper invoices with integrated labels are more expensive than plaint paper. To minimize costs you can change the invoice so that the address label and barcode is positioned at the top. This way you can fold the invoice and put it into the Document Enclosed pocket at the front of the package. You cannot have the address label at the bottom of the invoice – it must be positioned at the top.
Knowing were to go and what to pick is vital for warehouse staff, as it saves time and reduces the number of human errors. You can help your warehouse staff by printing two pick lists - rack location only and the actual picklist. Pick List - Printing and Configuring video tutorial explains how this can be achieved.
4. Process orders from packing lists
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 optimizing order fulfilment process.
Invoice or packing slip with embedded shipping label is printed in the same manner as starndard invoice:
1. Select multiple orders from the open orders;
2. Right click > Print Invoice
Linnworks will automatically request a label for the consignment from MetaPack, allocate it and print an invoice with the label already embedded onto the invoice.
6. Batch process orders
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 processing screen for each of selected orders. It is very useful if the orders you have selected have had their labels and invoices printed and just need marking as despatched.
Note: Please be aware that Batch Process does not take account of the following settings as it assumes the user has already confirmed orders are safe to Batch Process.
Configuration -> Order Book Settings -> Order Processing
Only Process Paid Orders
Only Procerss if all items are linked
Only Process if sufficient stock
Order Book > Open Orders > Select Orders > Right Click > Do Batch Operation > Batch Process Orders
Go to Order Book > Open Orders;
Select multiple orders by holding a mouse button and dragging it across open order list or by holding CTR key and selecting individual orders from the list. To select all orders press CTR+A;
Right click on selected orders > Do Batch Operation > Batch Process Orders;
Note: It is vital to make sure that all invoices are printed. In case one of the invoices get lost, the system will not be aware of it.
In Open Orders screen, under "Group Selection" you can use "Invoice Printed" and "Shipping Label Printed" flags so that all orders with printed invoices and labels will be shown. You can count the number of packages and count number of selected orders to ensure you haven’t missed anything out. To learn more about Group Selection screen, please refer to the Groupings documentation.
7. Process orders via Batch Pilot
This method allows you to create a set of instructions to automate several functions. 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.
Order Book > Open Orders > Right Click > Do Batch Operation > Batch Pilots
Go to Order Book > Open Orders;
Select multiple orders by holding a mouse button and dragging it across open orders list or by holding CTR key and selecting individual orders from the list. To select all orders press CTR+A;
Right click on selected orders > Do Batch Operation > Batch Pilots;
Batch Job Pilot is designed to provide you with maximum flexibility. With set of conditions available, you can create as many Pilots as you like and configure them to your specific needs.
Each category (i.e. Print Invoices, Print Labels, Process Order, etc) has its own conditions, descriptions and 2 adjustable fields – “Enabled” and “Cause Error” options.
Print Invoices Category Configuration
Invoice Not Printed – Invoice will only be printed if it has not yet been printed for this order.
Added To Picklist – Invoice will only be printed if this order has been added to picklist.
Shipping Label Printed – Invoice will only be printed if this order has a successful shipping label printed.
Shipping Tracking Number Exists – Invoice will only be printed if this order has a tracking number.
Order Paid – Invoice will be printed for Paid Orders only.
Print Labels Category Configuration
Invoice Printed – Shipping label is printed only if the invoice is printed.
Added To Picklist – Shipping label is printed only if the order added to picklist.
Order Paid – Shipping label is printed for Paid Orders only.
Total Weight is >0 – Shipping label is printed only if the total weight for the order is greater than 0.
Packaging is defined – Shipping label is printed only if the packaging type is correctly specified and is not “Default”.
No Unlinked Items – Shipping label is printed only if all order items are linked.
Only Sufficient Stock – Shipping label is printed only if all order items are in stock.
Process Order Category Configuration
Invoice Printed – Order is processed only if the invoice is printed.
Added To Picklist – Order is processed only if it has been added to the picklist.
Order Paid – Order is processed only if it paid.
Shipping Label Printed – Order is processed only if the shipping label is successfully printed.
Shipping Tracking Number Exists – Order is processed only if the shipping tracking number exists.
No Unlinked Items – Process only if all order items are linked.
Only Sufficient Stock – Process an order only if all order items are in stock.
“Cause Error” function determines whether Linnworks will display an error message for an order if the condition is not met.
Once Batch Job Pilot is set up you can start using it to perform multiple operations at the same time.