Creating a View

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.

inventory img 18

Below you will find several examples that should give you an idea of what sort of views you might want to make:

  • Filter items for a specific supplier and sort them by price for a certain location.
  • Filter all items which are not listed on a certain channel so that it is easy to select a group of them and list them in one go.
  • Filter only composite parents, only variation groups or archived items.
  • Filter items that expect delivery to a certain location.

Table of contents

Creating and editing new views

Option 1

Create a new view from the Default tab by clicking the icon as shown on the image below:

inventory img 20

Select one of the pre-set options by clicking + , make necessary changes in the View Editor and click Save.

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 integrated channels
Variation Parent Variations No n/a None Default Columns None
Non Variation Parent Non Variations No All Products None Default Columns None
Not Part of a Variation Group Not part of a variation group No Not Archived None Default Columns None
All Columns All Products No All Products None

Default Columns +
Stock Value
Due
BinRack
Category
Image
Others

None

Option 2

Create a new inventory view by clicking the + sign next to the view tabs inventory img 21

  • Enter a View Name.
  • Specify the settings that you wish to apply to this view. More details on these are available below.
  • Click Save.

To edit an inventory view:

inventory img 22

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

To delete an inventory view:

inventory img 23

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

Inventory view editor

This is the main menu for changing the information displayed in the view, including adding columns and filters to the My Inventory screen.

Display options

inventory img 24

  • 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: Will display all items, i.e. show both variation and non-variation inventory items
    • Variation Parents: Will only display variation parent products with their children available by expanding the parent product
    • Non Variation Parents: Will exclude all variation parent products, products that are a child in a variation group will still be displayed
    • Not part of a Variation Group: Will show you all inventory items that are not variation parents and are not assigned as a child to a variation group
  • Only Changed Products: Will display a product if a Linnworks SKU has a Listing Template (Amazon / BigCommerce / eBay / Magento / Magento 2 / Shopify / Bluepark) and changes have been made to the values in the Listing Descriptions tab, but not yet pushed to update the live listing.
  • Include Archived: This setting has 3 options.
    • 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. The listing menu is still accessible but it will not complete or revise the listing. Archived items, by definition, have no ability to be listed or have inventory mapped through Linnworks.

Filters

Filters can be used in the inventory screen to display a specific list of products.

inventory img 25

 To add a new inventory filter:

  1. In the Edit View window, click +Add New on the Filters section.
  2. Use the tabs at the top, to decide what type of data you want to filter on:inventory img 26
    • Product Details: basic item details.
    • Extended Properties: any extended property of type 'Attribute' that's saved to any stock item.
    • Channels: any selling channel that you have integrated.
  3. Select the filter parameters (hold Ctrl to select multiple parameters).
  4. Click Add Selected.
  5. Click Save.
  6. Use inventory img 27 to decide in which order filters should be applied.

Please Note! When multiple filters are used while creating or editing views, they work as an "AND" type scenario whereas when the 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.

Click here to show or hide available filters list

  • 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
  • Channels
  • Any selling channel that you have integrated.

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 in numeric columns
  • Less: Only available in 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 either None (non-batched 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 the SKU has the main image or NO if it 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 the 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 against any stock item. 
    • When filtering on multiple Extended Properties using the Equals filter, OR logic applies if they have the same Extended Property name, and AND logic applies when the Extended Property names are different. For example: 

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

      This means "Search for items where the size is M and the color is Red or Green"

  • Creation Date: can be used for quickly finding newly created SKUs to list
    • This filter can be used to find SKUs created between dates by adding Creation Date twice, one with the greater operator, the other with less as the operator.
  • Channels: The Channels column has a different type of filters - these are used to show various listing modes
    • When multiple channel columns are filters, the AND logic applies. The filters that can be applied are as follows:
      • Listed - shows all SKUs that are currently active on the channel, regardless of whether the listing has been created through Linnworks on not.
      • Not Listed - shows all SKUs that are not linked to any active listings on the channel.
      • Has Error - returns SKUs where at least 1 listing template has an error.
      • Only Errors - returns SKUs where all templates have listing errors.
      • Without Errors - returns SKUs where no templates have listing errors.
  • Available: 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 the 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, Barcode, Retail, Purchase, Level, In Open Orders, Available, Minimum Level, Tracked. Additional columns can be added using this section.

inventory img 28

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

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.

inventory img 29

To add selling channels columns:

  1. Select a channel you would like to add (hold the Ctrl key to select multiple channels).
  2. Click Add Selected.
  3. Click Save.