Creating and Editing Orders

Overview
This guide will explain how new orders can be created in the system manually. The system refers to these orders as direct orders. The same screen is used when an order is Edited from the Open Orders screen.

Table of Contents

Accessing the Edit Order Screen

To access the open orders screen, navigate to Orders > Open Orders  

Creating a New Order

From the Open Orders screen, click  New Order  

Once a new direct order has been created, by clicking the New Order button, Linnworks will immediately open the Edit Order screen.

Editing an Existing Order

To edit an existing order:

  • Find the order in the open orders screen
    • For more information on using the open orders screen, see our searching open orders documentation
  • Right Click the order and select Action > Edit Order
  • Alternatively, highlight the order and use the keyboard shortcut: Shift + E

Please note that when editing an order there will be fields that cannot be edited, such as Source and Reference Number. SubSource can only be edited for direct orders.

Stages of Editing an Order

  1. Add Order Items
  2. Enter Customer Details
  3. Enter Shipping
  4. Packaging Details
  5. Update Order Status
  6. Update Order Properties
  7. Complete the Order

 Order Items

Adding/Editing Products

  1. Click Add Product
  2. In the Search field type the product SKU or title
  3. Press the Enter button on your keyboard or click the  icon to find the product
  4. Select the product and click Select button
  5. Columns with an icon can be edited by clicking the current value
  6. The product can be deleted by clicking the  icon

 

Additional Info

You can add additional information about an item within an order. This can be especially useful with direct orders, where a customer may want to add item-specific notes.

  1. Select the item you would like to add the additional information to
  2. Click Additional Info
  3. Click Add new
  4. Under Property, enter the attribute of the item the information pertains to (e.g. it's colour)
  5. Under Value, enter the information relevant to this property
  6. Click Save
Info! If the order contains batched item/s, the user will be able to auto-assign batches or preselect batches manually without the need of printing pick/pack list or process the order

Add Service

It is possible to add a service to order. A service is an item that does not have a Linnworks SKU associated with it, for instance; gift wrapping.

  1. Click Add Service
  2. Enter service name, cost and tax rate
  3. Click Save

Coupons

Coupons can be added to Linnworks on a per-customer basis. Currently, coupons can only be created using our desktop software. For more information on coupons, please see our desktop documentation.

  1. Click Coupon.
  2. Scan or enter the coupon barcode into Barcode field.
  3. Press the Enter key to validate the coupon.
  4. Click Save.

 Customer Details

Existing customer details can be searched by any field with a  icon  

Direct orders, by default, have the billing address set to the same as the shipping address. If this needs to be altered, click the  icon and untick "Same as Shipping" and enter the billing details  

Also in the address field, the customer's default country will be set to your own country, as defined in Application Settings.

 Shipping

  • Service: This is the Linnworks Postal Service
    • For more information about Linnworks Postal Services, please see our shipping concepts guide
  • P&P Cost: This is the cost specified for shipping. When editing an order from a sales channel, this will be set to the amount the customer was charged
  • Tracking #: This is the tracking number associated with the order. When using integrated couriers, this will be added to the order automatically when the shipping label is generated

 Packaging

The information displayed in this section will be determined by how your General Setting has been set. Nevertheless, it will be possible to edit the order packaging details by clicking on the Edit   button. For further information on how packaging is assigned to an order, click here.

  • Group: Select the Packaging Group that you want to use for the order from the drop-down list 
  • Type: The drop-down options list will be different depending on what Group has been chosen 
  • Dimensions: Packaging dimensions
  • Total weight: Order total weight

Any change can be reverted by clicking on 'Recalculate', the order packaging will be recalculated again according to the packaging method selected.

  • The user will have the opportunity of clicking on the   button to access to a general overview of the selecting packaging if 'Fit graphically by all dimensions (3D)' method or 'Fit graphically by all dimensions using the packaging groups on items (3D)'
     has been selected in your General Settings
    • When using any of these methods, the system will split up the packaging if there is no packaging it will fit into and fit the items in different packages, once again, using the best fit.
    • Remember, an auto split can be manually over-ridden the selected package, allowing for more or less packages to be used. If the type of a package is changed or a manually split package has been done, the 3D diagram will not be shown
  • For any other Packaging method selected additional information about the packaging assigned will be shown on the side 

The user will be allowed to modify the packaging assigned to the order by actioning Split Packaging. Learn how to split packaging on our specific documentation.

 Status

  • Date: This is the Received Date for the order.
    • For Direct Orders, while in draft, date and time can be set/edited
    • For orders downloaded from a sales channel, this will be read-only
    • Only allow date and time in the past
  • Reference: This is the reference number for the order
    • For orders downloaded from a sales channel, this will be read-only
    • This can be edited for new direct orders
    • Once a direct order has been Completed, this cannot be edited
  • Channel Reference: This is a reference number assigned by the channel, such as an order ID
  • Status: This can be one of the following status':
    • Not Paid
    • Paid
    • Return
    • Pending
    • Resend
  • Source: This is the sales channel on which the order was placed. This field is read-only
  • Sub Source: This is the specific integration the order came from
    • This can be edited for new direct orders
    • Once an order has been Completed, this cannot be edited

 Properties

Currency

The Currency field will display the default currency set in the Application Settings. Please note that this needs to be entered as the ISO currency code, or this will not be recognised by reports that deal with finances in Linnworks, such as the Financial Dashboard.

Adding Order Notes

Notes can be added from either the edit order screen or the main open orders screen.

    1. Click the  icon next to Order Notes
    2. Click Add New
    3. The tick under Internal column means the note will not be visible on Invoices
      • To include the note on Invoices, untick Internal
      • If a note includes the prefix 'DN:' it will be considered as a Delivery note and added to the delivery note/special instructions on the shipping label for the driver
        • External/Customer notes can be edited, therefore if these notes are delivery notes, you can add the prefix DN: by double-clicking on the text
    4. The tick under Processing Note column means that this note will be displayed when the Process button is clicked to ensure the user acknowledges has seen and read the note
Please Note! Batch Process Order will not display any processing notes, orders will be processed instantly.
  1. Enter the note by double-clicking on the Note column
  2. Click Save to save the note

Adding Extended Properties

  1. Click the   icon next to Extended Properties
  2. Create an Extended Property type by entering the type name into New type field
  3. Click + icon to save the property type
    When a new extended property type is created, it is saved and becomes available to select from the drop-down list the next time you open the screen.
  4. Click Add New
  5. Enter the name of the extended property by clicking the cell under Property Name column
  6. Enter the value of the extended property by clicking the cell under Property Value column
  7. Select the extended property type by clicking the cell under Property Type column
  8. Click Save

Payment Methods

In the open orders screen, it is possible to add and remove payment methods, as well as select the relevant payment method for the order being edited

Selecting Payment Methods

  1. Click the drop-down menu to the side of Payment Method
  2. Select an existing payment method from the list
  3. Alternatively, to set the default payment method for direct orders, click the  icon to the right of Payment Method
  4. Click the circular button to the left of the desired payment method
  5. Click  Save

Adding Payment Methods

  1. Open the payment method menu by clicking the  icon to the right of Payment Method
  2. Click  Add New  
  3. A new row will be added at the bottom of the menu, enter the name of the desired payment method
  4. Click  Save

Removing Payment Methods

  1. In the open orders screen, click the  button to open the Payment Methods menu
  2. Click the appropriate  button to remove the payment method
    • It is not possible to delete a payment method where there is at least one open order using that payment method
  3. Click  Save

This is the Packaging group used for the order. Default packaging can be set on a per SKU basis by editing the Postage Definitions tab of the Product Details menu for each SKU

 Returning to the Open Orders Screen

There are several options available from the edit open order screen. These will change depending on what type of order is being edited. The visibility column in the following table shows when you will see certain buttons.

Button Description Visibility
 Complete Order Completing the order implies that the order is ready to be picked New Direct Order
Edit Existing Order
 Run Rules Engine This button will be shown only if the Rules Engine has already been run on the order. Running the Rules Engine against the order means it may change its Linnworks Postal Service to a new one assigning the order to a different Linnworks folder if the order now meets the criteria defined by one of the Rules. Edit Existing Order
 Back This will return to the open orders screen. It will temporarily disabled if there are unsaved changes. Orders will automatically save periodically Edit Existing Order