Linnworks - Using Linnworks

Overview#

Purpose: The purpose of this SOP is to give an idea about using Linnworks.

Scope: This applies to customer service representative staff and all staff personnel who is in charge of this process.

Responsibility: It is the responsibility of all staff to follow the standard operating procedure of using Linnworks.

Objective: The objective of this procedure is:

• to guide employees about using Linnworks.

PLEASE ALLOCATE 30MINS WITH YOUR TRAINER TO DISCUSS & WALKTHROUGH THIS DOCUMENT

Linnworks is the Order Management & Processing system we use & I will take you through some different functions and uses of Linnworks

This is the home page and as shown above I have highlighted Order Book – within this Order Book - there is / OPEN ORDERS (New orders also entered here) / PROCESSED

ORDERS

New Order Tab is selected in Open orders (See fig.2)- Fig.3 – Is the New Order Screen, this is what you will use if putting a new order on the system - if it’s a Direct Order being paid by PayPal invoice we are sending, an incoming bank transfer or an order we have received over the phone/email. Open Orders (SHOWN BELOW) - this is where you will see all the open orders which are awaiting a label to be printed (WHEN PAID IS SELECTED) or will show quotes that we have generated or orders we are awaiting payment for (WHEN NOT PAID IS SELECTED) - You can see which invoices that has been sent to customers  which are awaiting payment (Select Folders & Outstanding Invoices).

Processed orders - this is where you will see orders which have had a label printed & the order has been processed off.

From here you can check or look up previous orders through any of the following options: Order ID: 6 Digit number which is generated for every order that comes through our system i.e - 200511 Tracking Number: IFS/FedEx tracking number - DPD and Fastway tracking numbers will not be on this Reference Number: This refers to numbers generated from the website (i.e 100009395) or through Amazon (i.e 202-9843833-

6157927) Customer Name: Email: Postcode: (ALWAYS try with and without a space, ie CV3 3TT or CV33TT) Shipping Address: Town name Order Item: You can search the BRA number or Keywords i.e Rear roof bar This Can be done through the filter button highlighted in Fig 4 above.

Inventory Page

From here you can search the BRA number or key words relating to an item. i.e. BRA22111 or Volvo FH4 Roof Bar - which is roof bar for a Volvo FH4, when you search this part number it will bring up all other part numbers which relate to BRA22111 for example BRA22111FL - which is the bar + Flush LEDs and will also so all other combinations you can have. Or if you search Volvo roof bar - it will bring up all the items that have Volvo roof bar in the item title.

How to use the inventory page

Let’s just focus on BRA22111 – See Fig.6 - So on the inventory page you have the SKU Number/ Item title (If you searched Globetrotter XL Roof Bar - then this item would appear on that list) Category (this refers to the shipping groups we have created for printing our labels - will go into more detail about this when you see this) / Retail Price (this is what we sell it for) / Purchase (This is where we see how much we buy the item for - not very important to know just yet) / Level (this will tell you how many we have in stock) / Minimum level (this will tell you how many is the lowest amount we should have before we have to reorder) / In Open Orders (this will tell you how many is on todays orders which are to be dispatched) / Available (Simply how many we have after open orders - so if the Level was 100 and there was 2 in open orders then 98 would be the number on the Available column).

Parent/Child Items

If you click on the item and select composition, see fig.7 then this will tell you the main item which is BRA1054-SUS (FH4 Roof Bar) this means that the plain roof bar for the FH4 Globetrotter & FH4 XL Globetrotter is the same bar and will fit both models as its used across more than one listing.

PLEASE NOTE: Just because the plain bar is the same for both models doesn't mean that the bar with LEDs is the same bar - Difference in FH4 Roof Bars + LED (ASK YOUR TRAINER ABOUT THIS).

Checking Supplier

To check the supplier of an item you need to go to the main item (BRA1054-SUS ) - Ref: Fig 8. When you click on the item and click supplier it will give you the supplier name (WINBO) & the supplier part number (PW number). So, if we must send a complaint to the supplier about this bar - we would quote the PW number and our own BRA number for reference.

Composites

I am using BRA22121FL19 as an example. See Fig.9 This part is made up of many different pieces. The title of this advert is Roof Bar + Flush LEDs + LED Spot Light Bars. You can see from the composite (in the picture) this item is made up of: Roof Bar + LED Holes x1 (APPLICABLE ONLY TO THE FLUSH LED) Amber LEDs x2 (Flush) White LEDs x5 (Flush) LED Spot Light Bars x3

Searching and checking other part number is a good way of learning these products. Please complete the following task. From these 10 BRA numbers please note what pieces make up this item BRA21111SL71W BRA2221119 BRA2712C71W BRA21120 BRA22315FL BRA23111BFLB BRA23121 BRA3413A71W BRA3413B BRA2212634

Stock Item History

From here we can search when and by how much a stock item was updated or removed. Select View Report when SKU is searched -  This allows us to keep a track on the inventory control. I.e. If I made a change to the stock level of BRA1003A from 100 to 10 then it would show up that I have made that change on the list which I will show – adds accountability so that not just anyone can fiddle with the numbers.

We can see that there was 34 delivered and uploaded onto the system on the 4th December, there was a sale for one on the 10th December which brought the level to 33, sale for 2 on the 11th December which brought the level to 31 and the stock was put to 0 on the 14th December by the [email protected] login

Updated – Nick- 08/05/2020

Notes#

This section is important so Adhoc points and issues can be logged. Also, Q&A can be logged for suggestions for potential issues encountered. Also, log important notes needed for this system. Additional Notes:

This document is very important because this gives an idea about using Linnworks.

Potential Issues:

1 - ISSUE ENCOUNTERED: Stuck on Loading

RESOLUTION: Refresh Browser

2 - ISSUE ENCOUNTERED: Broken Links

RESOLUTION: Get the external link as this will allow other people to access the SOP without the need for login credentials and avoid broken links.