Inventory

The Inventory section in Linnworks is a central hub for everything that concerns the products you sell. Here you can configure and track all details and changes that affect your items:

  • Create, monitor and adjust inventory details.
  • Create warehouse transfers, purchase orders and variations.
  • Create and assign your items to locations, categories and suppliers to systemize items and make navigation in the inventory more convenient.
  • Perform stock in and process scrap items to keep accurate records.

The more detailed your records are, the more you can control from My Inventoryinventory img 1


Before starting to create your inventory please go through the guides below to have an understanding of what the system has to offer and decide on the best way forward for you.

Table of contents

Stock item types

Linnworks has 3 types of items that can be configured: basic stock item types, variation groups and composite items.

Basic stock items

A basic stock item describes a physical item that you are selling. It includes all details about the item, such as price, physical dimensions, titles, descriptions, stock level and many more. Stock items can also include item specifics stored as extended properties, like size, colour or material.

inventory img 4
There is a special subtype for basic stock items - batched items. This means that the item has a unique batch number linked to it. Batched items can have a Sell By date, Expire On a date or a Priority Sequence assigned to them. When an order for a batched item is made, the order will show the batch information in the item’s Inventory tab.

inventory img 5

For more information about batched items, please see our dedicated documentation here.

Variation groups

Variation groups are designed to be a generic container for a number of the same type of items. For example, if you sell t-shirts, then each combination of size and colour will have a separate stock item, and they will all be added to a variation group. Instead of creating a separate listing for each t-shirt size/colour, you can create a variation group that can then be listed as a single listing where the buyer can select the appropriate colour and size. This greatly reduces the number of listings needed to advertise your products and can improve the buyer experience.

inventory img 2
On actual listing for such variation item will look like this:

inventory img 3

For more information about variations, please see our dedicated variation documentation here

Composite stock item

A composite item is a virtual item that describes a collection or set. For example, if you sell furniture sets, there will be a stock item for a table and a stock item for a chair. A composite item can then be created - a set of 1 table and 4 chairs. A "Dining Set" would be the Parent SKU, a table and chairs - Child SKUs. This composite item (parent, set item) would then be either listed to a channel or mapped to an existing listing. When an order for a composite item is made, the order will show the items that make up that composite in their correct quantities.

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Please note:

  • Composite item parents cannot be converted into a batched item although a composite could contain a number of batched items as child items.
  • Linnworks only supports one-layered compositions. A parent item can have child items but those child items cannot have their own child item. Essentially, you cannot create a set from several other sets in the system.

For more information about composite items, please see our dedicated composite documentation here

Stock movement

In Linnworks each movement of your item is recorded, which allows you to track the stock movement. There is a number of processes that can affect the stock level. Below is a list of such actions:

Reducing stock level

Stock levels can be reduced in the following ways:

  • Manually. The stock level can be reduced manually via the Inventory screen by editing the Level column. The Available Stock Levels column is not editable in the Inventory screen, instead, edit the Level column and the Available level will be automatically changed as well.
  • Downloading/creating and processing an open order. A new order either being downloaded or created in Open Orders will decrease the number of available items because its stock will be reserved In Open Orders. Once the order is processed, the actual stock level will be deducted - as this assumes that you have packed and shipped the item. 
  • Importing new stock level. Stock Level Import will overwrite the level of items that you currently have. Another option is using the Inventory Import with the Stock Level Adjust column to increase or decrease stock levels on items by the amount specified in the file.
  • Scrapping an Item. That is a process of marking one of your items as broken, expired or unavailable for sale for any other reason. The main purpose of this is to separate this item from the rest because you cannot sell it.  

Increasing stock level

Stock levels can be increased in the following ways:

  • Manually. Same as above, the stock level can be increased manually via the Inventory screen by editing the Level column. The Available Stock Levels column is not editable in the Inventory screen, instead, edit the Level column.
  • Importing a new stock level. Stock Level Import will overwrite the level of items that you currently have. Another option is using the Inventory Import with the Stock Level Adjust column to increase or decrease stock levels on items by the amount specified in the file.
  • Deleting or cancelling an open order. A new order being downloaded/created in Open Orders will decrease the number of available items and move it to In Open Orders. If the order is cancelled or deleted, all booked stock for this order will be returned to Available.
  • Stock In. This is the process of marking goods as delivered at your warehouse. For example, during the delivery, you will stock in received items one by one and in doing so you will increase stock levels.
  • Purchase Order delivery. Similar to Stock In, by delivering a PO you will let the system know that you received your new items from the supplier and stock levels will be increased.

Transferring stock levels

Stock can be moved between locations by using the Warehouse Transfer feature. In this case, it will cause a decrease in inventory level in one location and an increase in another.