My Inventory - Overview

The My Inventory screen keeps all information about your items. Here you can view all your items as a  full list or you can organize it at your convenience. Select columns that you want to see, use filters, sorting, and search to display only the items that you want to work with at the moment. Create your own views if you plan to use them again to save time later, monitor your inventory in multiple locations, edit inventory details, and create new items. In this guide, you will find an overview of what you can do in the My Inventory screen.

Table of contents

Search for items

There is a number of search parameters that will help you find items that you want to work with:

Search drop-down

Main drop-down field with search parameters that are used to narrow down the search. Following search options are available:

inventory img 15

  •  SKU / Title / Barcode: by default, you can search for SKU, Title or Barcode without changing anything in the drop-down menu. This search returns all Linnworks SKUs where a partial match across any of the three parameters is found.
  • Amazon ASIN: returns all Linnworks SKUs where a partial match on the Amazon ASIN is found. To see Amazon ASIN on the SKU, go to Edit Item > Channel SKU > Settings > Show Additional Columns. Amazon ASIN is saved in the column Channel Reference Id.
  • Barcode: returns all Linnworks SKUs where a partial match is found on the Linnworks stock item Barcode field.
  • Batch Number: returns all Linnworks SKUs where a partial match is found on the Linnworks stock item Inventory tab for the Batch Number associated with the item.
  • Batch Number Scan Required: returns all Linnworks SKUs for batched items with this option enabled.
    • 'Yes' = Batch number scanning is required / 'No' = Batch number scanning is not required.
  • Batch Type: returns all Linnworks SKUs that match the Batch Type. Select the Batch Type from the drop-down list: All, None, Ordered by sell-by date or Ordered by priority Sequence.
  • BinRack: returns all Linnworks SKUs where a partial match is found on the Linnworks stock item Bin/Rack field.
    • Note: this is not valid for Combined Stock location.
  • Channel SKU: returns all Linnworks SKUs where a partial match is found on the SKU in Edit Item > Channel SKU.
  • Default Supplier: returns all Linnworks SKUs where a partial match is found on the default supplier specified in Edit Item > Suppliers.
  • eBay Id: returns all Linnworks SKUs where a partial match is found on the stock items that contain the selected eBay listing ID.
  • Extended Property: choose from the drop-down list to display all Linnworks stock items that contain the selected extended property. An extra field will appear where you can set a value for a more accurate search, remember a partial match applied (e.g. ManufactureCountryCode Value = GB, all the results will be items that contain GB as an Extended Property). If the Extended Property value is left in blank, then clicking search will retrieve all items that contain an extended property with that name. 
  • Just In Timereturns all Linnworks SKUs that are marked as Just In Time items.
  • Main Image: choose from the drop-down menu to display Linnworks SKUs that either do or do not have the main image. 
  • Serial Number Scan Required: Returns all Linnworks SKUs with this option enabled.
    • 'Yes' = Serial number scanning is required / 'No' = Serial number scanning is not required. 
  • SKU: returns all Linnworks SKUs where a partial match is found on the Linnworks SKU field.
  • Supplier Code: returns all Linnworks SKUs where a partial match on the Supplier Code is found. This information can be found in Edit Item > Suppliers.
  • Title: returns all Linnworks SKUs where a partial match is found on the Linnworks Title field.
  • Tracked: choose from the drop-down to only display Linnworks SKUs that are either tracked or not tracked; typically used to display or hide composite parent items.
  • Variation Group Name: returns all Linnworks SKUs where a partial match on the Variation Name is found. This is visible in Inventory > Variations.

Category drop-down

A secondary drop-down field in the search parameter that contains a pre-populated list of categories that are already created on your Linnworks account.

inventory img 16

Please note! All Search parameters in combination with Category work as an 'AND' logic when searching. For example, if searching by Extended Property 'ManufactureCountryCode' and Category 'Home' Linnworks will retrieve all items that satisfy both conditions at the same time. 

Buttons

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  • Locations drop-down: use this option to change the My Inventory screen to show stock levels at a different location or combined (all) locations.
  •  Add New: use this option to add a new SKU to Linnworks.
  •  Delete: use this option to delete the highlighted SKU.
  • : clicking this will display a menu with the following options:
    •  Duplicate item: Make a copy of an Inventory item (only available with one SKU selected).
    •  Print labels: Print stock item labels.
    •  Archive item / Archive selected: Set the state of an item to archived.
    •  Unarchive item / Unarchive selected: Set the state of an item to unarchived.

Grid view

The main grid is a table of SKUs in your Linnworks inventory. inventory img 9

The information displayed can be altered in a number of ways, either by using the search function, placing limits on displayed content and columns via the view options or applying filters to the columns individually. Double-clicking on a column header will change the sort direction for that column.  

Columns

Each column contains specific details about the item. All columns related to stock levels and availability refer to the levels at the location selected in the Location drop-down box. Columns that have a inventory img 17 symbol are editable and values can be altered in the My Inventory grid by double-clicking the cell. 

inventory img 10

The following table is an overview of the available columns, please note that not all columns are displayed by default. Adding additional columns can be done by editing the view. For information on working with views, please see this guide. 

Column Name Description Editable
SKU This column shows all SKUs (the unique item number for a product) that apply to the current search terms or filtering, including variation parents  
Title This is the title given to the SKU  
Variation Group Name This column shows the Name of the Variation Group where the selected SKU belongs  
Barcode This is the barcode that has been assigned to the stock item  
Retail This is the default retail price of the SKU  
Purchase This is the purchase price of the SKU from a supplier  
Available

This is the available stock, which is calculated as the total stock minus stock reserved for open orders. The available level is the value that is used when updating the stock level on a sales channel.
The cell is shaded based on the available stock compared to the Minimum Level for the SKU:

  • Available - Available level is above the Minimum Level
  • Available - Available level is equal to the Minimum Level
  • Available - Available level is below the Minimum Level
  • Available - Available level is zero or negative
 
Level This is the physical stock holding without adjustment for stock in open orders. Please note that this is NOT editable for batched items, composite parent SKUs, fulfilment centres, FBA locations, or when the Location is set to Combined stock  
Minimum Level This is the value at which SKUs will show as having low stock. For composite parent items, this is set to -1. For further information on composites, please see this guide  
Category This is the category assigned to the SKU. Linnworks categories are completely internal to the system and have no effect on your listings. Categories are simply an easy way to group similar stock items. For more details on Linnworks categories please refer to the following guide  
In Open Orders

The number of this SKU currently assigned to unprocessed orders
(A dash will be displayed where the item is not tracked)

 
Due This is the number of this SKU that is on order to this location, either as a result of a Warehouse Transfer or Purchase Order  
BinRack This is the physical location of the stock item in the current warehouse as selected in the Location dropdown. This is not displayed when Combined stock is selected.  
Channels Additional columns can be added for any integrated channels that are capable of listing from the My Inventory. For more information on this, please this guide

 
Right Click for options

Tracked By default stock items are set to track, this can be toggled to untracked globally or by location. This feature is generally used for keeping track of compositions but can also be used on singular stock items. 
  •   Tracked- Keeps track of stock across channels.
  •   Untracked- Linnworks does not track the stock level.

Please note! When viewing the Combined Stock location, there will be no circle icons displayed, as the tracked status may be different in different locations.

When Batching is enabled this column is not editable.

 
Stock Value This column will show you the total value of the stock based on the quantity held in stock level and the unit cost for this item. See our guide for Calculation Stock value for further information  
Image This is a thumbnail of the main image assigned to the stock item. Hovering over the image will show a larger version in a pop-up view. If no image has been added to the stock item, a placeholder image is shown:    
Clicking will open the add image dialogue
Weight The defined weight for the stock item (found on the Postage Definition Tab). The unit of measurement is set by your default General settings for Weight  
Height The defined height for the stock item (found on the Postage Definition Tab). The unit of measurement is set by your default General settings for Dimension  
Width The dimension of the item (found on the Postage Definition Tab). The unit of measurement is set by your default General settings for Dimension  
Depth The defined depth for the stock item (found on the Postage Definition Tab). The unit of measurement is set by your default General settings for Dimension  
Variation Group Name Displays the Variation Group Name of the selected SKUs where applicable.  
Created Date

Displays the date when the stock item was created with a DD MM YYYY format. The column can be sorted by double-clicking on the header (sorting by Ascending or Descending). The filtering option is also available ().

 
Modified Date Displays the date when the stock item was modified with a DD MM YYYY format.  The column can be sorted by double-clicking on the header (sorting by Ascending or Descending). The filtering option is also available ().  
Serial Number Scan required If the SKU is a batch item, a checkbox will appear ticked or unticked depending if the item has the option enable or not. See our documentation on how to enable this option here  
Batch Number Scan required If the SKU is a batch item, a checkbox will appear ticked or unticked depending if the item has the option enable or not. See our documentation on how to enable this option here  
Batch Type

This column will display the Batch Type for the stock item. A drop-down list will be able to change the Type of Batch or to convert the item into a non-batched item by selecting the None option.  

Please Note! This column will be empty and uneditable for Variation and Composite Parent SKUs as they cannot be set as batched items.

 
Clicking create will be converted the item into a Batched item creating a New Batch 
Daily Average Consumption The total sales in the last 90 days, divided by the number of days the item was in stock. Please Note! Only orders processed in Linnworks.net will count towards this consumption figure.

 
Click for options

Just In Time

Use to stop recording consumption for Daily Average Consumption.

For the Stock Forecasting feature, Just in Time also stops the stock forecast calculation. (Please contact Sales Team for more details about Stock Forecast feature) 

 
Click for options

Please note! Variation groups cannot be created through the My Inventory screen. Please follow this guide for creating variation groups.

Filters

Each column in the My Inventory screen has a quick filter icon (). Clicking this will open a pop-up menu where filters can be applied to that specific column.

inventory img 12

When a filter has been applied to a column, the filter icon turns green to indicate this ().

The following operators can be applied here:

  • Contains
  • Equals
  • Not Equals
  • Greater
  • Less

To clear a filter, click the filter icon again and remove the filter. Filters can also be added to the Edit View menu.

Sorting

Sorting can be used to order the grid in either ascending or descending order based on a selected parameter such as SKU or Available level. The range of available sorting options is different for each column. Double-click the column name to change the sorting (A-Z or Z-A; 1-100 or 100-1). 

Views

The My Inventory screen allows you to create various views to simplify your working process and reduce the risk of making mistakes. Creating a view means grouping your items with the use of different filters and sorting. You can create as many views as you like and save them as a separate tab in the inventory grid.
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Linnworks users and My Inventory views

Inventory view is a user-specific setting, which means that each user will have their own views that do not appear on other users’ inventory screens. This allows each user to customise My Inventory in a way that best suits their needs without cluttering the views for other users. Users are able to create, modify or delete views that belong to them. The Default View is available to all users.

Default view

The Default view tab in My Inventory screen displays the full list of existing Linnworks inventory, including both child items and variation groups, unless the view is edited. A view can be customised to show additional columns depending on your requirements.

Channel view

supported channels from the My Inventory screen if the appropriate channel has been added to a view. For more information on how to configure a view, please refer to our guide on working with views. 

General right-click menu

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Right-clicking on a column will produce a menu that allows you to perform actions on the SKU that is currently highlighted. 

  • Edit product details: This will open the edit item window for the highlighted SKU.
  • Duplicate Item: This will make a copy of the SKU as a new inventory item. This can only be done with one inventory item at a time.
  • Archive item / Archive selected: Set the state of an item to archived.
  • Unarchive item / Unarchive selected: Set the state of an item to unarchived.
  • Print labels: Print stock item labels.
Please note! All SKUs in the My Inventory view can be selected by pressing 'Ctrl+A'

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.

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 set up.
  • 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. 

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
Archived
  • 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 drop-down 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.

Channels right-click menu

The exception to the above is right-clicking on Channel Column, which gives access to linking and listing information and is covered below. It is possible to right-click this column for a particular SKU and create or revise listings.

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Listing via the My Inventory inventory screen can be done for a number of supported channels with the Channels Column added to a My Inventory view. While other channels that do not support listing through My Inventory can be added, they will only display the number of listings linked to this SKU on that channel. Below is a brief overview of the options available in this right-click menu:

  • Edit <Channel> listing(s): This opens the Templates screen for the selected SKU on this channel.
  • Create listing on <Channel>: Hovering over this option will open a sub-menu which lists available configurators required for creating listings.
  • Show all errors: Clicking this will open a page with all listing templates which have listing errors on this channel.
  • Revise selected: This option will open a sub-menu with the following functionality for linked listing templates: 
    • Prices: Revise the price for linked listings based on the price for this specific channel. 
    • Titles: Revise the title for linked listings based on the title for this specific channel.
    • Descriptions: Revise the description for linked listings based on the description for this specific channel. 
    • Attributes: If the value of any extended properties that are used in the listing has been changed in Linnworks, this option will push those changes to the live listing.
    • Add new attributes: If the configurator has had item specifics added, this option will add those item specifics and associated values to the template and then push those new attributes to the live listing.
    • Variation attributes: (Magento only) This is used for Magento variation listings to update extended property values that have been changed on the item(s) in Linnworks.
    • Update images: This option allows you to reload either all images or only images from the extended properties for the existing listings. Please note! This will replace all images on the listing with images defined in extended properties. 
    • Custom revisions: This will allow you to update one or more categories above in one operation.  Please note! The options in the revise instantly menu, when clicked, will process the job as requested. However, it will do so without any feedback. If you wish to see the progress of the request, please re-open the right-click menu and select Edit <Channel> listing(s) to open the appropriate template screen. More details about revising can be found in this guide.
  • Print Labels: Print stock item labels.

Import using drag & drop Artboard 3 1

My Inventory screen supports drag & drop import for KTypes, Images, Extended Properties and Stock Level. To import a file you need to:

  1. Prepare a CSV file with the list of SKUs and details required for import.
  2. Select the file from your PC and drag & drop it into the My Inventory screen.
  3. Select import type: KTypes, Images, Extended Properties or Stock Levels.
  4. Map columns in the new Import screen.
  5. Click Import.

Below you will find specific details for each import type.

kTypes

This import type is designed for populating kTypes for the SKUs with associated eBay Vehicle Part fitments compatibility for a specific culture. You can import the compatibility of a motor part for various models and years of cars. This import supports the following cultures: UK, DE, ES, IT, FR.

Available Columns for kTypes Drag & Drop import type:

  • Culture
  • SKU
  • Ktype
  • Note
  • Include Years
  • Exclude Years

Images

This import type allows populating local images to Linnworks stock items. For the image import, you need images and a CSV file with details. It is possible to add multiple images per SKU. In case images are kept in folders, please make sure that the path that includes folder(s) is provided in the CSV file. 

Available Columns for Image Drag & Drop import type:

  • SKU
  • Image Path

Please see a detailed guide in the video below:

 

Extended properties

This import allows you to add extended properties to stock items. Extended properties are used to define the product specifications better and later use these specifications in listings. 

Available Columns for Extended Properties Drag & Drop import type:

  • SKU
  • Name
  • Value
  • Type

Stock level

This import allows you to import stock levels for simple items.

Please note:
  • The Stock Level import type will not create stock items if they do not already exist in the Linnworks.
  • Batched items and composite parents are not supported for this import type.
  • This import type will not work for the fulfilment centres. 

 

Available Columns for the Stock Level drag & drop import type:

  • SKU (a compulsory field)
  • Location (a compulsory field)
  • Stock Level 
  • Stock Value
  • Unit Cost
  • Binrack
  • Minimum Level

Stock value calculations

There is a certain logic that should be understood for the Stock Value that is imported:

  • If the Stock Level for the SKU is 0 then Stock Value will be set to 0 regardless of the value provided.
  • If the Stock Level is greater than 0 then the following flow applies:
    • If the stock value is supplied in the file then this amount will be used.
    • If the stock value is not supplied then unit cost will be used to calculate the stock value (Unit cost * Quantity).
  • If stock value and unit cost are not provided then:
    • If the current stock value is greater than zero then the new value will be calculated as follows (Current Stock value / Current Quantity) * New Quantity.
    • If the current stock value is zero then the purchase price will be used if greater than zero. 

    • If there is no stock value and no purchase price then the stock value will be set to zero.

Please see a detailed guide in the video below: