Managing Inventory Items

Inventory items can be added, edited and deleted individually from the My Inventory screen. Alternatively, they can be added or edited and deleted in bulk via CSV Import. For more information on bulk imports, please see our import documentation.

Adding a new inventory item

  1. On the My Inventory screen, click Add New
  2. Add data for Item Number, Title and Barcode
    • The default Item Number can be customised, but cannot be the same as an existing Item Number from your inventory
    • The Title is required
    • Barcode is not required
  3. Click Add

Duplicating an inventory item

Duplicated Information

When duplicating a Linnworks inventory item, only the following information will be copied:

  • Item general information
    • Title, Short Description, Purchase Price, Retail Price and Category
  • Listing descriptions
  • Suppliers
  • Locations
  • Extended properties
  • Composition
    • Composite parents will automatically be set to Not Tracked
  • Images
    • This option can be turned off before the item is duplicated
    • Please note that this is for images added to the Linnworks inventory item, not image URLs as extended properties, which will always be duplicated to the new inventory item

Barcode, Supplier Code, Supplier Barcode and Stock Levels are not copied to the duplicated item.

Duplicating inventory items

  1. Find the inventory item you wish to duplicate
    • Only one inventory item can be duplicated at a time
  2. Duplicate the inventory item using one of the following two methods:
    • Right-click on the row for the required inventory item and select Duplicate Item
    • Click the  icon and select Duplicate item from the drop-down menu
  3. Review the new Item Number, Item Title, Barcode and alter them if necessary
  4. Choose whether to include images attached to the inventory item
    • Please note that this does not affect Image URLs specified as extended properties
  5. Click Duplicate
  6. The Edit Product Details window will then open for review
  7. Click Save

Editing an inventory item

  1. Find the inventory item in the inventory
  2. Right Click on the row for the required inventory item and click Edit product details
  3. Alternatively, the edit window can be accessed by left-clicking on the SKU code in the inventory screen
  4. The edit window, called Product Details, will open

Saving an inventory item

Once any changes have been made in the Product Details window, they will not be permanently saved until the save button at the bottom of the window has been clicked  

Deleting an inventory item

When deleting an inventory item, batched or unbatched, the following information relating to the deleted inventory item is also removed:

  • Stock item Extended Properties
  • Listing Titles
  • Listing Prices
  • Listing Descriptions
  • Batch Information 

To delete an Item from My Inventory, follow the next steps: 

  1. Find the inventory item (shift + click, to select multiple) in the inventory and click on the row to highlight it
  2. Click the Delete button
  3. To confirm the final deletion a consent to remove will be needed
Info! If the user does not have the corresponding 'Delete items' permissions, the 'Delete' button will be hidden. If the user has these permissions enabled, he will be able to delete only items that have empty stock level in any location and aren't linked to an Open Order.

Printing Stock Item Labels

Printing the label of an inventory item can be achieved either by right-clicking on the row for the required inventory item and selecting Print Labels from the pop-up menu or by clicking on the settings cog on the top right of the Inventory screen and selecting click Print Labels from the pop-up menu. Both of these options work for single or multiple inventory items.

From this screen the following is available:
  • Use default quantity - Tick this option to set the number of labels being printed for the selected inventory items to a default amount (editable)
  • Label Template - This is a drop-down of the various Stock Label templates that have been setup
  • Grid - Columns are filterable as in My Inventory views, and you will be allowed to select which batches you want to print by selecting or deselecting this tickbox  
    • SKU - The SKU / Item number for the Linnworks inventory item
    • Title - The Name/Title of the Inventory item for use in Linnworks
    • Bin/Rack -The identifier for the physical location of the warehouse used to store the inventory item
    • Batch No. - The unique identification number assigned to the item/s. This column will not appear if none of the item selected is batched. 
    • Quantity - This column, always visible, shows the number of labels to be printed. Must be set if default quantity was not selected. An error will be given if some of the items are out of available range from 1 to 100 if the quantity is not edited these items will not be printed. 

Archived inventory items

Linnworks inventory items can be hidden from the My Inventory screen by Archiving the item. This may be done for a number of reasons, for instance; if you stock seasonal items, they can be hidden for the majority of the year when they are not needed.

When an inventory item is archived, any mapping to active listings will be lost, but the listing will stay active. This means that stock updates will not be sent to the channel and orders downloaded for the archived stock item will also be unlinked. 

Archiving inventory items

Inventory items can be archived/unarchived directly in the My Inventory screen via the   button or the right-click menu. Alternatively, this can also be achieved in bulk via CSV upload using an Inventory Import. Please refer to our dedicated Import and Export documentation for details on how to set up the import. In order to archive an inventory item, the following columns are needed in the CSV file:

Column Expected Value
SKU The SKU code for the Linnworks inventory item on which you wish to change the Archive status
  • Yes - This will archive the item
  • No - This will unarchive the item

Displaying Archived inventory items

To see the options for viewing or excluding archived items:

  • Create or Edit a view
  • Select the appropriate option from the Include archived dropdown menu:
    • All Products: Shows both archived and not archived products
    • Archived: Shows only archived products
    • Not Archived: Shows only non-archived products
  • Save the view by scrolling to down and clicking Apply

Edit Product Screen Overview

The Product Details screen can be resized to fit the screen by clicking the    icon at top right of header bar if you wish the screen always to open this was then you could set the default behaviour for all resizable windows using the following guide

The following table gives a brief overview of the functionality on each tab of the edit product window. For more detailed information, click the relevant link.

Tab Name Description Further Information
 General This tab shows the basic item stats including the category and monetary settings Detailed Guide
 Images This shows currently associated images and allows uploading of new product images Detailed Guide
 Postage Definition This shows attributes that affect postage, such as dimensions and weight, as well as the default postage and packaging options Detailed Guide
 Listing Descriptions This shows any channel-specific prices, titles and descriptions for the product with the option to add further channel-specific details Detailed Guide
 Channel SKU This shows if any stock items are known by a different SKU on integrated channel listings Detailed Guide
 Suppliers This shows any suppliers that have been added to this product, with options to add or delete suppliers Detailed Guide
 Extended Properties This shows any extended item properties that have been added to the inventory item with the ability to delete existing or add further properties Detailed Guide
Inventory This shows the physical location of the item in the warehouse. If it is a batched item, you will find all information about batches here Detailed Guide
 Composition This shows any child items if the inventory item is a composite parent Detailed Guide
 Item Stats This shows various stats based on inventory and sales data Detailed Guide
 Audit Trail This shows changes to the inventory item, such as adding new extended item properties or modifying existing data Detailed Guide
 K-Type  This Tab shows all the eBay K-Types for the currently selected Linnworks Inventory item (only displays when installed) Detailed Guide

Further Reading