Open Order Import

Overview
The Open Order Import is used to add orders to Linnworks in bulk from a sales channel or a source that is unavailable through a direct Channel Integration

Table of Contents

Important!

Imports of the same type will not launch simultaneously even if they are scheduled to start at the same time. Instead, such imports will be launched one by one consecutively to improve the performance of the import process.

Importing Existing Orders

If orders are imported that already exist in Open Orders, the order will be wiped clean and updated to only contain the data from the latest import. However, if the existing order was merged with another order prior to the import taking place, the row in the file will be ignored.

Available Columns

The available columns below have been grouped by similar fields for convenience. They may appear in a different order when exported. The order can be changed on the Column Mapping screen of the export configurations. For more information on this, please see out Column Mapping documentation.

Legend

Key Description
Paid This field is a compulsory requirement for import. The data must exist as a column in the CSV and be mapped to the named field.
Paid This field relies on dependent data that is a compulsory requirement for the import. If this field is included in the import then the dependent fields must also be mapped.
Paid This field is classed as an Order Header field. All Order Header fields are used to group multiple rows of Order Items into a single order. For this to be successful all Order Header fields are required to contain the same values for a single order. More details on this can be found here.

Columns - Order References

Key Column Description Dependent fields
Header Field External Reference Additional reference number  
PaidHeader Field Order Reference Number The primary reference number used by the sales channel to identify the order  
Header Field Secondary Reference Number An additional reference number for the order  

Columns - Order Dates

Key Column Description Dependent fields
Header Field Dispatch By The date by which the order should be despatched. The required format is 'dd/mm/yyyy hh:mm:ss'  
Header Field Order Received Date The date when the order placed on the sales channel. The required format is 'dd/mm/yyyy hh:mm:ss'  

Columns - Shipping and Packaging

Key Column Description Dependent fields
Header Field Delivery Address Address 1 Address line 1 to be used when despatching the order  
Header Field Delivery Address Address 2 Address line 2 to be used when despatching the order  
Header Field Delivery Address Address 3 Address line 3 to be used when despatching the order  
Header Field Delivery Address Company Company name of the address used for despatching purposes  
Header Field Delivery Address Country Code ISO country code of the address used for despatching purposes. This will auto-populate the Linnworks order with the Country that matches the supplied country code  
Header Field Delivery Address Country Name Country of the address used for despatching purposes. This will only be used if the Delivery Address Country Code is not supplied.  
Header Field Delivery Address Email Address Email used for despatching purposes  
Header Field Delivery Address Full Name Full name used for despatching purposes  
Header Field Delivery Address Phone Number Phone number used for despatching purposes  
Header Field Delivery Address PostCode Postcode of the address used for despatching purposes  
Header Field Delivery Address Region Region / State / County of the address used for despatching purposes  
Header Field Delivery Address Town Town of the address used for despatching purposes  
Header Field Postal Service Cost The total cost paid (inc Tax) for the whole order for shipping  
Header Field Postal Service Discount The percentage discount that was applied to the shipping cost paid by the buyer  
Header Field Postal Service Name The name of the Linnworks Postal Service that should be auto-assigned to the whole order  
Header Field Postal Service Tax Rate The tax rate that was applied to postage costs when the order was placed  

Columns - Billing Details

Key Column Description Dependent fields
Header Field Billing Address Address 1 Line 1 of the address used for billing purposes  
Header Field Billing Address Address 2 Line 2 of the address used for billing purposes  
Header Field Billing Address Address 3 Line 3 of the address used for billing purposes  
Header Field Billing Address Company Company name of the address used for billing purposes  
Header Field Billing Address Country Code ISO country code of the address used for billing purposes. This will auto-populate the Linnworks order with the Country that matches the supplied country code  
Header Field Billing Address Country Name Country of the address used for billing purposes. This will only be used if Billing Address Country Code is not supplied  
Header Field Billing Address Email Address Email used for billing purposes  
Header Field Billing Address Full Name Full name used for billing purposes  
Header Field Billing Address Phone Number Phone number used for billing purposes  
Header Field Billing Address PostCode Postcode of the address used for billing purposes  
Header Field Billing Address Region Region / State / County of the address used for billing purposes  
Header Field Billing Address Town Town of the address used for billing purposes  

Columns - Stock Items

Key Column Description Dependent fields
Header Field Location Linnworks Inventory location that stock level changes will be allocated against  

Columns - Order Details

Key Column Description Dependent fields
Header Field Channel Buyer name Channel-specific name used to identify the buyer, normally used for eBay  
Additional Channel SKU The SKU used to identify the purchased item on the sales channel. Linnworks will try to link this to an inventory item using the following priority. If no match is found the order item will display as an unlinked item
  1. Source / Sub Source / Channel SKU mapping exists
  2. Linnworks SKU Exists
Item Number
Item Quantity
Header Field Currency The ISO currency code for all items in the order  
Additional Item Discount Percentage discount that has been applied to the ordered item Channel SKU
Item Number
Additional Item Is Service The item is a service such as Gift Wrap and therefore is not a Linnworks Inventory Item. Set the value to 1 or YES Channel SKU
Item Number
Additional Item Number A unique row identifier for each order item within an order. The identifier can be repeated across different orders, but not within an order Channel SKU
Item Quantity
Additional Item Price Per Unit The individual sold price for the item that has been purchased Channel SKU
Item Number 
Additional Item Quantity The number of items that have been purchased. If the quantity is not supplied a value of 1 is assumed. Channel SKU
Item Number 
Additional Item Tax rate The tax rate that has been applied when the item was purchased Channel SKU
Item Number 
Additional Tax Inclusive Defines whether or not the item's price is inclusive of tax. Leaving blank will default to false (exclusive). Setting a value of YES or 1 will be seen as inclusive. Channel SKU
Item Number 
Additional Item Title The title from the sales channel for the purchased order item Channel SKU
Item Number 
Header Field Note Any Order or Item Specific notes that  
Header Field Packaging Group Tag The name of the Linnworks Packaging to be applied to the Order  
Header Field Paid On The date payment was received on the channel for the order  
Header Field Payment Status Set the status of the order to 'PAID', all other values will result in Order Status set to 'UNPAID'  
  Payment Method This is the payment method for the order, such as gift card, credit card or cash  
Header Field SubSource All orders imported will have the Source of 'Data Import', use SubSource to identify orders from different sources  

Order Header fields

Order header fields are required to ensure that order items from the same order are grouped together in a single order. For this to take place the Order Header fields (when included) must match across all rows of order items that need to be grouped into a single Linnworks Order. It is not mandatory to include all Order Header fields in the import, just that when included they must match.

The following sample is good and will import as all Order Header Fields match for each order item

This sample contains 2 orders 'SHOP-00001' containing 3 items and 'SHOP-00002' containing 2 items. As the order header data (columns highlighted in red) matches across the rows, the items will be grouped into 2 orders when imported into Linnworks

Order Reference Number SubSource Channel SKU Item Number Item Quantity Item Price per Unit Currency Item Tax Rate Item Discount Order Receieved Date Dispatch By Paid On Payment Status Delivery Address Full Name Delivery Address Company Delivery Address Address 1 Delivery Address Address 2 Delivery Address Address 3 Delivery Address Town Delivery Address Region Delivery Address PostCode Delivery Address Country Name Delivery Address Email Address Delivery Address Phone Number Postal Service Cost Postal Service Name Postal Service Tax Rate Note
SHOP-00001 MyShop Blue-T-Med 1 1 9.99 GBP 20 0 11/13/2015 11/16/2015 11/13/2015 1 James Bond Secret Intelligent Service, MI6, SIS Building, 85 Vauxhall Cross,   London Vauxhall SE11 5LD United Kingdom 007@MI6.com 0800 000 000 25 Parcel - Saturday 20  
SHOP-00001 MyShop Orange-T-Med 2 2 9.99 GBP 20 0 11/13/2015 11/16/2015 11/13/2015 1 James Bond Secret Intelligent Service, MI6, SIS Building, 85 Vauxhall Cross,   London Vauxhall SE11 5LD United Kingdom 007@MI6.com 0800 000 000 25 Parcel - Saturday 20  
SHOP-00001 MyShop Red-T-Med 3 1 9.99 GBP 20 100 11/13/2015 11/16/2015 11/13/2015 1 James Bond Secret Intelligent Service, MI6, SIS Building, 85 Vauxhall Cross,   London Vauxhall SE11 5LD United Kingdom 007@MI6.com 0800 000 000 25 Parcel - Saturday 20 Buy two get one free
SHOP-00002 MyShop Blue-Dice-Pearl 1 10 1.95 GBP 20 0 11/13/2015 11/16/2015 11/13/2015 1 Austin Powers Secret Intelligent Service, MI6, SIS Building, 85 Vauxhall Cross,   London Vauxhall SE11 5LD United Kingdom 007@MI6.com 0800 000 000 25 Parcel - DPD 10:00 20  
SHOP-00002 MyShop Red-Dice-Pearl 2 20 1.95 GBP 20 0 11/13/2015 11/16/2015 11/13/2015 1 Austin Powers Secret Intelligent Service, MI6, SIS Building, 85 Vauxhall Cross,   London Vauxhall SE11 5LD United Kingdom 007@MI6.com 0800 000 000 25 Parcel - DPD 10:00 20  

Example Open Order Import Files