Inventory Mapping

This guide will explain how to do inventory mapping highlighting channel specific details.

Table of Contents

What is Inventory Mapping?
Using the screen
The Settings (  ) Menu
How to Map my Inventory?
How to unlink my inventory?
Refreshing the Listing Table
Special Criteria

What is Inventory Mapping?

Inventory mapping is the process that links Linnworks stock item to a listing on a selling channel. This link allows information about the item to flow between Linnworks and the selling channels so that everything syncing according to inventory updates logic

Once linked, changes made to a stock item will reflect on all it's linked listings, and orders for those listings downloaded into Linnworks can include stock item information.

Using the screen

Go to Settings > Channel Integration and click mapping screen button for the channel you want to manage.

inventorymapping1

 Once the screen is open:
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  • Pressing the  button at the top left will allow you to customise what data the screen displays by adding and removing columns
  • The left-hand table contains a list of your active listings from the channel
  • The right-hand table includes a list of your Linnworks stock items for manual mapping
  • A listing count and a count of linked & unlinked listings are at the bottom of the screen

The last synchronisation time is displayed in UTC, not local or server time. This ensures sync date & times are consistent across all channels.

The Settings (  ) Menu

The following table details contain the options available on the  menu:

Link All By

Menu Option Description
SKU This automatically maps any listings in the grid to Linnworks stock items where the listing SKU matches the Linnworks SKU

Choose channel inventory filters

Menu Option Description
All Display all channel listings whether they link to Linnworks inventory items or not
Linked Only display channel listings that are linked to Linnworks inventory items
Unlinked Only display channel listings that are NOT linked to Linnworks inventory items

Choose Column

Ticking the options in the following menu will either display or hide that column on the inventory mapping screen

Menu Option Description
Ignore When ticked, Linnworks will ignore the listing when synchronising inventory and will not send a revised stock level to the listing if the available quantity in Linnworks changes. This option is valid for all the channels except for eBay.
SKU The Stock Keeping Unit (SKU) identifier as defined on the channel listing
Channel Title The channel listing title
FBA This indicator shows you if the listing is a Fulfilled by Amazon listing. Because you cannot change the fulfilment status of a listing in Linnworks directly, this is just an indicator and not an on-screen control. By default, an FBA item is also marked as ignored. Please note that this menu option is only available for Amazon channels
Linnworks SKU The SKU of the Linnworks inventory item that is mapped to the listing
Linnworks Title The title of the Linnworks inventory item that is mapped to the listing
Max Listed If this value is greater than zero, then this is the highest quantity Linnworks will ever submit to the channel. More details on this feature can be found here
End When If this value is greater than zero, then Linnworks will end the listing when the available drops to this value. More details on this feature can be found here
Stock Percentage If this value is greater than zero, then Linnworks will submit the percentage of available stock to the channel. More details on this feature can be found here
Last Update Available for Amazon. Shows when the last update was sent to the channel from Linnworks
Mapped by Available for eBay. Shows which method was used to map SKU and listing
Pending Available for eBay. Shows if a listing has Pending Relist status

How to Map my Inventory?

Listings can only be mapped to Linnworks inventory if the listing has Channel SKU.

 

There are several ways how inventory can be mapped. Depending on your current situation with listings you may choose one of the options that work best for you:

1. Link All By SKU

This is the easiest and fastest way which can be used only if your Channel SKUs match your Linnworks SKUs. To link all by SKU click the  menu > Link all by > SKU

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2. Manual Mapping

Manual mapping involves using the mapping screen to find both an individual listing and an appropriate Linnworks stock item, then manually clicking the link button to link them together.

Listings that can be manually mapped will show a yellow box in the rightmost column. inventorymapping4

 To manually map your listings. inventorymapping5

  1. Search for the listing that you want to map using the search box at the top left
  2. Select the listing by clicking on the row
  3. Search for a Linnworks stock item using the search box at the top right
  4. Click the Link button

3. Creating Linnworks Stock Items from channel listings

If the mappings screen displays unlinked listings that do not detect existing Linnworks stock items that match the channel SKU name, it will be possible to create this stock item from this screen. This is indicated with a button labelled  Create, outlined in blue.

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To create a stock item from a channel listing, please do the following:

  • Click Create
  • The dialogue box will be pre-populated with data taken from the channel listing, and it can be customised as required

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  1. Item Number: Also known as SKU, is a unique identifier so that the item can be identified in Linnworks. 
  2. Item Title: This is the title that will be given to the stock item in Linnworks
  3. Quantity: This is the current stock level at the location defined in the dropdown box
  4. Location: This drop-down menu will display all locations defined in Linnworks, including fulfilment centres. Select the one where you want to create your item

Once you are happy with the data, click Save to return to the Inventory Mapping screen or Save & Edit, this will generate the stock item and then open the Product Details window, where further details can be specified

4. Stock Item Linking Import

Import is an alternative to Link All by SKU option as it allows to link many items in bulk. You can use it if Channel SKUs are different from Linnworks SKUs. In this case, you will need to create a CSV file with four columns specifying Channel SKU, Linnworks SKU, Source and Subsource. Check detailed information in Stock Item Linking Import guide.

Note! For some channels like ekmPowershop and Fruugo inventory mapping is available only via Stock Item Linking Import.

1. Removing Links manually

Once a listing has been mapped to a stock item, it is possible to unlink them manually. 

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  1. Search for the listing using the search box at the top left
  2. Click the green Unlink button
Unlinking a stock item from an eBay listing will also unlink any other eBay listings that share identical channel SKUs. For example, if an item is listed on both eBay UK and DE with the same channel SKU, removing the link between the stock item and the UK listing will also remove the connection between the stock item and the DE listing.

2. Delete Stock Item Linking Import

With this import, you can delete inventory linking in bulk. You will need to create a CSV file with three columns specifying Channel SKU that should be unlinked, Source and Subsource. Check detailed information in Delete Stock Item Linking guide.

In case you need to unlink items for the whole channel, you can download the list of all channel SKUs from Dashboards > Query Data  > Query Type: Channel SKUs

inventorymapping9

In this report will exist column for each Subsource and will display the Channel SKU. 

Refreshing the Listing Table

When you make a change to your listings (such as changing its unique identifier or title) or create a new listing directly on the channel, it may take some time for the Mapping screen to reflect these changes automatically.

If you have made a significant amount of listing changes directly on the channel, you may want to request an update to the mapping screen manually. This can be done for each channel individually in Settings > Channel Integration > Edit Channel > Listings.

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For eBayDownload Listings additionally to above also triggers the inventory check. Linnworks will compare current stock levels in the system to what was lastly sent, and if there will be any difference, it will post new details to the channel. For this reason, a limit is added to eBay – Download Listings can be clicked once every 12 hours.

Special Criteria

In general, all channels work in the same way of mapping inventory, but there are a few exceptions:

ASPDOTNETSTOREFRONT

An Extended Property is automatically added to the Linnworks Inventory item to ensure appropriate mapping (you do not need to do anything for this to occur)

Name: SubSource-SomeSKU
Value: ParentId|VarianitId|Colour|Size
Type: ASPDNSFMAP

Jet

When a listing on Jet is classed as Under Jet Review, these are not available to download to Linnworks and therefore will not be displayed in the Inventory Mapping screen for linking. Once the listing has moved out of this, a subsequent Refresh of the Listing Download from the channel config screen will make it available for mapping.

Magento and Magento2

It is possible to re-create a SKU on Magento that had previously been deleted and now associated with a new Reference Id on Magento. Consequently, the 'Reference Id' field is available in the column chooser menu for use in linking Magento SKUs correctly to Linnworks.
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Please Note! When clicking Download Listings for Magento, Linnworks would check both - SKU and Reference ID, then compare them to those that are already downloaded in the Inventory Mapping screen. To avoid duplicates, those Reference IDs and SKUs that are already in the system will not be downloaded again. It is important to organize your SKU and Reference ID indexing so that the scenario where Product SKU of the item will match other items Reference ID is not possible, otherwise, you will have missing SKUs in the Inventory Mapping screen.