Merging and Splitting Orders

Overview
When an order is downloaded into Linnworks it may be desirable to merge multiple orders into one or split orders to make shipping the orders more efficient. The following guide goes through the process of both merging and splitting orders.

Table of Contents

Merging an Order

To access the order merging menu, highlight multiple orders on the open orders screen and either use the shortcut (Shift+M) or right-click to open the context menu. From the context menu select Action > Merge Orders  

Prerequisites for Merging Orders

Two or more orders can be merged at once using the merge functionality. However, all orders must satisfy the merging prerequisites in order to be eligible to merge.

  • Orders can only be merged if they satisfy the following criteria:
    • Customer name and address must match (Case-sensitivity will not be applied)
    • The orders must originate from the same channel (Source & SubSource)
    • All orders must be paid
    • All orders must have the same currency
    • All orders must have the same Linnworks Postal Service
    • All orders are not Locked/Parked
  • Orders failing to meet these criteria will display a warning before the merge screen opens
  • Orders that cannot merge will be highlighted in red
    • The Can Merge column will state the reason the order cannot be merged
    • If the merge is not possible for multiple reasons, hovering over the error will display all of them in a tooltip

Note that the despatch by date of merged orders gets set to the earliest despatch by date on the original orders. Eg:

  1. Order 10001: 21st June 12:12
  2. Order 10005: 22nd June 14:46

The despatch by date of the new order would be 21st June 12:12

Please Note! Orders that are sent to a fulfilment centre location will not be merged.

 

Manually Merging

To merge orders, please do the following:

  • Highlight the appropriate orders and open the merge menu, as described above
  • If the orders are available to merge, the Linnworks Postal Service for the merged order can be amended using the drop-down menu
  • Finalise the merge by clicking the Merge button
    • Orders that are merged will be given a new OrderId
    • The Reference Number and External Reference Number on the new order will be: MERGED
    • The Audit Trail for the new order will note the merge
    • This information is duplicated in the Relations tab, which will show the data in a different format that may be beneficial with multiple merged orders
    • When orders are merged, they will trigger the rules engine to run
    • Similarly, scripts may also be triggered

Automatically Merging

Enabling automatic merge will allow Linnworks to automatically merge orders that meet the order merge criteria:

Orders can only be merged if they satisfy the following criteria:

  • Customer name and address must match (Case-sensitivity will not be applied)
  • The orders must originate from the same channel (Source & SubSource)
  • All orders must be paid
  • All orders must have the same currency
  • All orders must have the same Linnworks Postal Service
  • A shipping label or Invoice is not printed for all orders to be merged
  • All orders are not Locked/Parked

Please Note! Amazon Prime orders will not be merged automatically. Though Amazon Prime orders can be merged manually it is not recommended because this can cause issues with label printing.

This process will automatically look for and merge orders every 15 minutes and can be enabled in Order Settings.

Splitting an Order

To access the order splitting menu, highlight an order in the open orders screen and select Action > Split Order . Please note that the menu will not open if the selected order has a single item. Also, if multiple orders are highlighted when the split order menu is opened with the most recent eligible order. Clicking Clear All at any point will remove the new order design and return all order items to the parent order .

Composite Items: Splitting of a composite so that the child items are contained in different orders is not supported. If you require multiple shipping labels for the composite child items please use the Split Packaging functionality

Manually Splitting

Once the order split menu has been opened, the order items from the selected order will appear in the top of the menu  

In order to split the order manually, please do the following:

  • Hover the mouse over the order item you wish to split to a new order
  • Click and drag the order item to the bottom pane
  • It is possible to add additional order items to this newly created order by dragging and dropping them onto the order
  • It is possible to create multiple new orders by dragging order items to the bottom pane of the menu, avoiding the orders already there
  • On each new order created, use the drop-down menu to select the Linnworks Postal Service
  • When you have finished designing the split order, click Split Order
    • Any order items left in the upper pane will retain the original order number

 Automatically Splitting

Orders can be split automatically based on a number of stock item specifics. With the exception of out-of-stock and by default supplier, it is possible to manually set the level at which the split occurs. For instance, if there is a maximum weight that your desired courier will ship per order, it is possible to set this when selecting Auto Split > By Weight. Auto Split can be done via the following item specifics:

  • By Weight: Requests a maximum order weight
    • If the maximum entered weight is less than any one order item, the order will not split at all
  • By Default Supplier: Groups according to the supplier saved as default on the stock item
  • By Out of Stock: Groups out-of-stock items into a new order
  • By Cost: Requests a maximum order cost
    • This will split based on the unit cost before tax
    • If the maximum entered cost is less than any one order item, the order will not split at all

  One in Each Order

Clicking the One in Each Order button will split the order such that each individual order item will be placed in a new order. For instance, ordering 3 identical pairs of shoes and a pair of boots, then splitting the order using the one in each method would make 4 orders total  

To note

  • An order that has been created as a result of a split, by default, will automatically be allocated to the same folder/s that the original parent order was assigned to, unless  the option 'Don't copy order folders to new orders when splitting orders' in your General settings has been enabled.
  • If an order contains order notes, these will be saved against all split orders. 
  • If an order is selected to be split or merged and contains a batched item Linnworks will attempt to carry with the same batch that has been assigned to the parent order. Therefore, FIFO rules will not be altered or taken over and assigned batched will carry or split into new orders.