Working with Views

Overview
In Linnworks.net the My Inventory page can be customised to display your SKUs based on a number of different filters. New tabs can be created, known as views, that these filters can be applied to. In addition to this, SKUs can be listed directly to supported channels from the My Inventory screen if the appropriate channel has been added to a view.

Linnworks Users and My Inventory Views

When looking at My Inventory, each user will have their own views that do not appear on other user's My Inventory screen. This allows each user to customise My Inventory in a way that most suits their work needs without cluttering the views for other users. Users are able to create, modify or delete views that belong to them. Predefined views are available for all Linnworks users

Default View

Default View of My Inventory screen displays the whole list of existing Linnworks inventory, including both child items and variation groups, unless the view is edited, as described below. Note that Variation Group Parent Items are marked with a + sign, clicking it will expand the list of Variation Group Child Items.

A view can be customised to display additional columns depending on your requirements. It should be noted that changing the options here will permanently overwrite the standard Default View options described above.

If all views in the My Inventory screen are deleted, a new Default view is automatically created.

Creating new views from Default

Most views will have an icon to the right of the view name. In the case of the Default tab, this is replaced with the icon . Clicking this will create a new view based on common presets. The following table describes these presets:

Predefined View Name Product Type Only Changed Products Include Archived Filters Columns Channels
Default All Products No All Products None Default Columns None
Channels > All All Products No All Products None Default Columns All integrated channels
Channels > Channel Name All Products No All Products None Default Columns All SubSources that come from Channel Name
Variations Variations No n/a None Default Columns None
Non Variations Non Variations No All Products None Default Columns None
All Columns All Products No All Products None

Default Columns
Stock Value
Due
BinRack
Category
Image
Others

None

Default columns are defined as:

  • SKU
  • Title
  • Barcode
  • Retail
  • Purchase
  • Level
  • In Open Orders
  • Available
  • Minimum Level
  • Tracked

Clicking on the view name will temporarily change the default tab to that view. Clicking on the button will open the view editor. Giving the view a name and clicking  Save will create a new persistent view.

Working with Views

Adding a View

It is possible to create multiple Inventory Views. To create a new Inventory View:

  • Click + sign next to the Views tabs
  • Enter View Name
  • Add the settings you wish to apply to this view. More details on these are available below
  • Click Save

Each Inventory View always shows up-to-date data. An inventory list is recreated every time a user switches to the view.

Editing a View

The edit view menu has a number of different type of options available for a view. Instructions for accessing the edit menu are below. The available options are covered in the View Options section.

  1. Click the arrow next to the view name
  2. Click Edit View
  3. Make the appropriate edits to the view, see View Options below
  4. Click Save

Deleting a View

To delete an Inventory View:

  1. Click an arrow next to the current view name
  2. Select Delete view
  3. Confirm by clicking Yes

 

View Options

This is the main menu for changing the information displayed in the view, including adding columns so that listings can be made to supported channels from My Inventory.

Display Options

 Product Type

This setting has 4 options. Please note that these options may be further restricted by filters applied elsewhere in the view config.

  • All Products: The will display all items, i.e. show both variation and non-variation inventory items
  • Variation Parents: The will only display variation parent products with their children available by expanding the parent product
  • Non Variation Parents: The will exclude all variation parent products, products that are a child of a variation parent will still be displayed
  • Not part of a Variation Group: The will show you all inventory items that are not variation parents and are not assigned to a child in a variation group

 Only Changed Products

Ticking only changed products will display a product if a Linnworks SKU has a Listing Template (Amazon/BigCommerce/eBay/Magento) and changes have been made to the values in the Listing Descriptions tab, but not pushed out to update the live listing.

 Include Archived

  • All Products: Shows both archived and non-archived products in this view
  • Archived: Shows only archived products in this view
  • Not Archived: Shows only non-archived products in this view

Please note that archived items cannot be listed on a channel, including via the Channels column in My Inventory. Although the listing menu is still accessible, it will not complete or revise the listing. This is because of archived items, by definition, have no ability to be listed or inventory mapped through Linnworks.

Filters

Filters can be used for filtering inventory list to display a specific list of products. Not all filters will correspond to columns that can be added to the view, for instance; Supplier Code or Amazon ASIN.

Please note that when multiple filters are used while creating or editing views, they work as an "AND" type scenario whereas when same filters are used they work as an "OR" type scenario. For greater-less combinations such as Level or Available, filters are used as an "AND" type scenario. Please see below for special cases.

To add a new inventory filter:

  1. Scroll down to the Filters section
  2. In the Edit View window, click Add New on the Filters section
  3. Use the tabs at the top, to decide what type of data you want to filter on
  4. Select the filter parameters (hold Ctrl to select multiple parameters)
  5. Click Add Selected
  6. Select the evaluation Condition from the drop-down list
  7. Enter the value to evaluate against
  8. Click Save

Filter Options

It is possible to filter views on the following variables:

Product Details

  • Amazon ASIN
  • Available
  • Barcode
  • Batch Number
  • Batch Number Scan Required
  • Batch Type
  • BinRack
  • Category
  • Channel SKU
  • Creation Date
  • Due
  • eBay Id
  • Extended Property Name
  • In Open Orders
  • Level
  • Main image
  • Minimum Level
  • Modified Date
  • Purchase
  • Retail
  • Serial Number Scan Required
  • SKU
  • SKU / Title / Barcode
  • Stock Value
  • Supplier Code
  • Title
  • Tracked
  • Variation Group Name

Extended Properties

Any extended property of type 'Attribute' that's saved to any stock item.

Channels

Any selling channel that you have integrated.

Reorder

  • Available Level

Filter Operators

Filters can be implemented with the following operators

  • Contains: Can only be used with alphanumeric columns
  • Not Contains: Can only be used with alphanumeric columns
  • Equals: Can be used with any column type
  • Not equals: Can be used with any column type
  • Greater: Only available to numeric columns
  • Less: Only available to numeric columns
  • Last Days: Only available with Created and Modified date filters. The format should be "DD MM YY"
  • Older Than: Only available with Created and Modified date filters. The format should be "DD MM YY"

Filter Special Cases

With certain columns, when selecting Equals as a filter condition, a drop-down menu for the result will be available, instead of a text box

  • Serial Number Scan required:  Options are either; YES if a scan is required or NO if a scan isn't required
    • Multiple Serial Number Scan required filters cannot be used for the same view
  • Batch Number Scan required: Options are either; YES if a scan is required or NO if a scan isn't required
    • Multiple Batch Number Scan required filters cannot be used for the same view
  • Batch Type: Options are None (unbatched items), Ordered by Sell By date or Ordered by Priority Sequence
    • Multiple Batch Type filters cannot be used for the same view
  • Image: Options are either: YES If has the main image  or NO if does not have the main image. 
    • Multiple Image filters cannot be used for the same view 
  • Tracked: Options are either: TRUE if Tracked or FALSE if  Not Tracked
    • Please Note! When filtering on Tracked status, Linnworks will return composite parent items, which are normally not tracked, where the child items are tracked
    • Multiple Tracked filters cannot be used for the same view
  • Category: All categories that have been used in stock items are available. 
    • When filtering on multiple categories using the 'Equals' filter, OR logic applies, therefore stock items that are in any of the selected categories will be displayed.
  • Extended Property: Options are any property of type "attribute" that is saved to any stock item. 
    • When filtering on multiple Extended Property using the 'Equals' filter, OR logic applies if they are the same Extended property name, AND logic applies when there are different Extended property names
      eg: 

      1. Extended property: Color - Equals - Red
      2. Extended property: Color - Equals - Green
      3. Extended property: Size - Equals - M

      This means "Search for items where Color is Red OR Color is Green AND at the same time Size is M"

  • Creation Date: Useful for finding newly created SKUs to list
    • This filter can be used to find SKUs created between dates by adding Creation Date twice, one with a Greater operator, the other with Less as the operator
  • Channels: The Channels column has different filters to other columns that are used to show various listing modes
    • When multiple channel columns are filters AND logic applies. The filters that can be applied are as follows:
      • Listed - Shows all the SKUs that are currently listed on the channel independently of if the listing has been created through Linnworks  
      • Not Listed - Shows all SKUs that haven't got a template on the channel 
      • Has Error - Returns only SKUs where at least 1 listing template has an error
      • Only With Errors - Returns only SKUs that have listing errors
      • Without Errors - Returns only SKUs where no templates have listing errors
  • Reorder: Has one available filter that will be compared to a specific condition.
    • Below Minimum Level: shows all items where the available level is below the minimum level set for that item.
    • Approaching Minimum Level: shows items where the available level is getting close to minimum level and should run out tomorrow. The system makes estimations based on Daily Average Consumption and Minimum Stock Level.
    • Optimal Stock level: show items where the available level is less than what we would expect to sell in the time before the delivery. The system makes estimations based on Daily Average Consumption multiplied by the supplier Lead Time and compares it to the available stock. For instance, if the average consumption is 5 and the lead time is 10; the item would show up if the available stock level was less than 50. 
    • Optimal Level plus Safety Stock: this is similar to the Optimal Stock level. The safety stock is considered to be 7 days of sales. So if we take the example above; the item would show up if the available level was less than 85. Calculations for this example: (10 + 7) * 5.

Columns

Columns displayed by default are SKU, Title and Retail Price. Additional columns can be added using this section. The full list of column available can be found on the My Inventory Overview documentation.

  1. Scroll down to the Columns section
  2. Click Add New
  3. Select columns to be added to the view (hold Ctrl key to select multiple columns)
  4. Click Add Selected
  5. Select column values sorting direction if needed
  6. Click Save

In the main inventory screen, column headers can be double-clicked to change the sort order. This will cycle through sorting by Ascending, Descending and "No Order" where the stock items will be displayed based on an internal database property. This will be saved as part of the view properties and so will appear using the same order for any person using that view.

Columns are filterable by clicking on the  Filter icon. When using filters within columns they work as an AND type scenario while filters between columns work as an OR type scenario. For more information on My inventory Screen (and columns) see our specific documentation

Channels

It is possible to set Inventory View in Linnworks.net to display integrated selling channels columns, that will show the number of active/inactive listing templates and can be also used to create new listings.

To add selling channels columns:

  1. Scroll down to Channels section and click Add New button
  2. Select a channel you would like to add (hold Ctrl key to select multiple channels)
  3. Click Add Selected
  4. Click Save

Further Reading