Open Orders

Overview
All orders are initially placed in the Open Orders screen where the system treats all downloaded/imported orders as new orders, irrespective of whether they are marked on your selling channel as shipped/dispatched. The Open Orders screen allows viewing and editing, printing Picking and Packing Lists, shipping labels and Processing orders once they are dispatched

Accessing the Open Orders screen

To access the Open Order screen use the following steps

  1. Click on Orders
  2. Click on Open Orders

Open Order Screen Layout

The basic structure of the Open Order screen can be divided into the following sections

Location

Located at the top right of the screen, the Location menu lets you toggle between warehouse locations.
Orders can be assigned to locations by right-clicking the order and selecting Action > Bulk Change > Move to Location
When an order is processed, the resulting stock level adjustment will affect the location that the order was in at the time of processing.

Search

Use the Search options to quickly find specific orders based on known order/customer data such as the Linnworks Order number or email.
The default search options listed below allow for partial matches; eg searching for @gmail.com will return all orders from customers where @gmail.com is part of their email address
  • Email - the customer's email that was supplied with the order.
  • Order id - the order number that Linnworks assigned when the order was downloaded from the sales channel.
  • Reference number - the order number generated and supplied by the sales channel.
The additional search options listed below can be selected from the drop-down list and also support partial text matching (Clicking 'search' with the search field empty results in all orders being displayed) 
  • Item SKU - both the Linnworks SKU for the order item or the item barcode are acceptable.
  • Item title - the Linnworks title for the order item.
  • Quantity - use the symbols < or < or = to search for orders containing a specific number of items.
  • Customer name - the customer name as supplied by the sales channel and saved in the Name field on the Linnworks order or alternatively the customer Id can be supplied.
  • Postcode - the postcode as supplied by the sales channel and saved in the Postal Code field on the Linnworks order.
  • Source - the primary name of the sales channel, eg Amazon or eBay.
  • SubSource - the secondary name of the sales channel, this will match the name defined when the channel was integrated.
  • Shipping vendor - the name of the courier that has been assigned in Linnworks to the order.
  • Shipping service - the name of Linnworks Shipping service has been assigned to the order.

Once a search has been completed, a subsequent search of the same value will refresh the page. 

Primary View

This section of the screen displays information on the Orders currently unprocessed in Linnworks. No matter the original Selling Channel, all orders start in the Open Orders screen. The views displayed can be configured to display only the relevant information/data allowing for a clean interface which results in less confusion for day to day use.
When a new user first accesses the Open Order screen 4 predefined views (Default / Ready to Process / UnPaid / Out of Stock) are created. These views have been designed to provide key data to end-users with the aim of aiding an efficient order management process. These views are configurable by the end-user and described in more detail here.

Hot Buttons

Hot Buttons are used to allow users quick access to key functionality/tasks that would normally only be available through the right-click menu.
Below are the default buttons that are permanently available on all views
  • New Order - used to create a direct order within Linnworks, eg - when receiving a telesales order.
  • Despatch Console - used to make the process of despatching orders fast, easy and efficient.
  • Settings Cog - provides access to order book settings and control the location used when .despatching / fulfilling orders
For detail on how to configure/display additional buttons such as Edit Order and View Order in each view click here.

Right-Click Menu

The Right Click Menu gives access to actions which can be performed with or on the orders.
  • Print - Printing Documentation such as Shipping Labels, Invoices and Picking Packing Lists occurs here
    • Shipping Labels - This option will print shipping labels for the selected orders.
    • Print Invoices - This option will print the invoices for selected orders. This takes into account the conditions of the orders and selects the appropriate invoice based on the conditions. If the conditions are not met the default template will be printed
    • Packing List - This will print a packing list for the selected orders
    • Pick List - This will print a pickList for selected orders
    • Stock Item Labels - This will print stock item labels for linked inventory items in the selected orders
    • Specific Invoice - This feature allows the ability to print a specific invoice from your pre-made invoice templates. It will not show any conditional templates, only templates without a condition
    • Specific Packing List - This feature allows the ability to print a specific packing list from your pre-made packing list templates
    • Specific Pick List - This feature allows the ability to print a specific pick list from your pre-made pick list templates
  • Action - Actions include tasks such as changing order status, editing or processing orders.
    • Bulk Change - allows the user to change information about selected orders without editing each individual order, such as Shipping Method and Order Status
      • Change Shipping Method - reassign the Linnworks Postal Service on the selected orders.
      • Change status - Option to change the Order paid / parked / locked status.
      • Clear shipping label info - Clear the shipping label printed flags displayed in Open Orders NOTE: This will not void the shipping label directly for the linked courier.
      • Clear Invoice Printed Tags - Clear the Invoice printed flags displayed in Open Orders.
      • Clear Pick List Printed Tags - Clear the Pick List printed flags displayed in Open Orders.
      • Move to Fulfilment Center - assign the selected orders to a specific Fulfilment Center.
    • Shipping -  Actions included in this section will allow the user to:
      • Get Quotes - Allow you to compare available shipping services from the order among your couriers, that support shipping quotes, and find the cheapest service for the order.
      • Cancel Labels - Allow you to cancel the shipping label directly from this screen. Note: Using this option the label will be removed from the un-filed manifest and from the linked courier allowing you to select another service and print a new shipping label.
      • Split Packaging - Allow you to ship items from the order that contains multiple items in separate packets (split packaging). If the packaging is split, labels for each package will be printed when Print Label is used.
    • Process Orders - displays the order processing screen for each order in a sequence.
    • Link Unassigned Items - allows the user to link un-mapped items to the inventory before processing them. Unlinked items will have a question mark as its stock item indicator.
      • Stock items can be searched by clicking the Search button.
      • New stock items can be created and subsequently linked by clicking Create New.
      • Use the following screen to confirm the item creation, and to set an initial stock level.
    • Edit Order - will display the order editing screen.
    • Delete Order - deletes all the selected orders permanently from the screen. Orders that have been deleted cannot be retrieved. eBay orders will not be re-downloaded on the next sync. Your action will be logged.
    • Cancel Order - sets the status of the order as cancelled and will appear in the Processed Orders screen.
    • Edit Order Notes - will display the note editing screen, here notes can be applied, appended or deleted from an order.
    • Run Rules Engine - will make the Rules Engine run. A specific Linnworks Postal Service will be assigned to the order or the order will be assigned to a Linnworks folder if the parameters of the order meet the criteria defined by the rule. Note, rules engine will not run on parked or locked orders.
    • Merge Orders - selected Orders will be merged into a single order where possible
    • Split Order - will display the split order screen, allowing for a single order to be broken into multiple orders for shipping independently
    • Set Order Tags - allows the user to set order tags to the select orders. Tags are a set of miscellaneous icons that can be applied to orders. For example, a blue star may be the indicator for an order that needs processing urgently before any other. These tags allow users to flag orders with their own rules.
      • There are 2 order tag shapes ( or  ) that can be one of 3 colours (Red/Green/Blue) for a total of 6 unique tags.
  • View - You can open the order in a non-editable view state as well as viewing the original XML data supplied by the channel which was used to generate the Linnworks order. Please note the XML data is only stored for 30 days after an order is processed at which point it is automatically purged from the database.
    • View Order - will open the View order screen, this screen will display all information about the select orders.
    • View Order XML - will open a view of the data that was provided by the sales channel when the order was downloaded to Linnworks.
    • Select All - will select all orders in the active open orders view.
    • Deselect All - will deselect all orders in the active open orders view.
  • Do Batch Operations - Allows for speedy processing of orders in bulk by removing the displaying of the process order screen.
    • Batch Process Orders - will process the selected orders, however, it won't display the processing screen, this is useful if the orders you have selected have had their labels and invoices printed and just need marking as dispatched. This option is not recommended when  "Scan batch number when processing orders" or "Scan serial number when processing orders" are enabled as they will be ignored. This is the same for any other settings that have been enabled in General Setting or in the Config page.  E.g. If an order contains a batched item with the option 'scan the batch number when processing orders' enabled, processing the order in this way the system will ignore the scanning required and process it straight away.
  • Folder - Orders can be assigned, or unassigned from a user-defined set of Folders. This adds another level of customisation when it comes to grouping orders together for quick visualisation.
    • Assign to a folder - Assigns the selected orders to a specific folder.
    • Remove from a folder - Removes the selected orders from a specific folder.
    • Folder Manager - Opens the folder manager to create new or remove existing folders.
  • Add to PO - Allows creating POs for orders via Open Orders screen. Select a list of orders that you need to reorder, right-click on them and select Add to PO. This will give you two options:
    • All items: will create a PO for every item in the order and will restock it based on the total ordered quantity of the item.
    • Out-of-stock: will create a PO only for items that currently have a stock level of 0. Items with a positive stock level will be ignored in this case.

Regardless of the method selected, the same Create PO screen will be displayed and the OO (Open Order) mode will be applied to the ordered item automatically.

  • Send Email -  Allows the user to send customisable emails to the customer (If an Email address exists for the order) using your existing email server credentials. The user will be able to choose from an existing template or simply edit/create a new custom email. See our guide.

Icons and Symbols

There are a number of symbols used in Open Orders to show the status of the order. These use colour as well as shape to make the condition of the order easy to spot, saving time opening orders to check.

General Info Column

Symbol Definition
Paid This symbol means the order has been marked as Paid
Unpaid This symbol means the order is marked as Unpaid
Order Locked This symbol means the order has been marked as Locked. Locked Orders cannot be edited without being Unlocked. While an Order is Locked, the items in the Order don't affect the Available Stock Level calculations.
Order Parked This symbol means the order has been marked as Parked. Parked Orders cannot be edited without being Unparked. While an Order is Parked, the items in the Order continue to affect the Available stock level calculations. 

Please Note! An order cannot be tagged if it is locked or parked. If a tagged order is parked, the tag is overwritten by the "Parked" icon.

 

Symbol Definition
Run Rules Engine This symbol means the Rules Engine has run or has been Re-run. Rules Engine will automatically run on Paid orders. Rules engines can also manually be run on Unpaid orders although they will re-run when the status change to Paid. 
Shipping Label Printed This symbol means a Shipping Label has been printed for this Order.
Shipping Label error This symbol means a there was an attempt to print a shipping label and an error occurred. A detailed error message will be displayed.
Picking List Printed

This symbol means a Picking List has been printed for this Order.

Order Note This symbol means there is one Order Note on this Ticket. 
Order Notes This symbol means there is more than one Order Note on this Order.
Invoice Printed This symbol means that an Invoice has been printed for this Order
Order TagOrder TagOrder Tag
Order TagOrder TagOrder Tag
These symbols represent an Order Tag. There are multiple tags available to apply to orders to mark and differentiate them as necessary. Tags are different shapes and colours to make them clearly distinguishable. Only a single tag can be assigned to an order.

Items Column

Symbol Definition
Paid The grey bar displays information about the current stock level in relation to the minimum stock level and current stock level less quantity in orders in relation to the minimum stock level.
Paid When Stock is approaching the minimum level the bar is replaced with a green warning triangle.
Paid When there is not enough stock to fulfil the orders a red warning triangle is displayed.
Paid When the stock level has reached zero a no entry symbol is displayed.
Paid If the order contains an item that is not currently linked to a Linnworks Inventory item a red question mark is displayed.
  If there is not enough stock to fulfil orders, but an incoming PO will cover the requirements, the green truck symbol is displayed.
  If there is not enough stock to fulfil orders and incoming POs will still not cover the requirements, the red truck symbol is displayed.
X/Y This is displayed if there is no Minimum Level set for the stock item. X is the total physical stock level. Y is the available stock level.