Open Orders: Actions or the Right-Click Menu

In the Open Orders screen, you can perform different actions on open orders by selecting the order(s) and then clicking the Actions Actions button. Alternatively, you can right-click the order(s) to access the actions menu. Below are the main actions that you can perform on orders:

OpenOrders actions v2

viewView Order

Actions > View Order displays all information about the selected order. It opens the Order screen, from where you can also edit the order by clicking Edit in the top right-hand corner of the screen. 

OpenOrders ViewOrder v3

organizeOrganize

Click Actions > Organize when you need to:

  • Assign orders to different folders.
  • Add tags to orders.
  • Add identifiers to orders.
  • Move orders to a different location
  • Move orders to a fulfillment center.

OpenOrders Organize v3

Folder

Orders can be assigned to or unassigned from a user-defined set of folders. This adds another level of customization when it comes to grouping orders.

Note! Folders must be first set up in Settings > General Settings > Order Settings > Folders > Folder Manager.

To add an order to a folder:

  1. Select the order
  2. Click Actions (or right-click)
  3. Go to Organize
  4. Folder
  5. Add to Folder
  6. Select the folder

In the same way, you can remove an order from the folder by selecting the Delete from folder option.

Tag 

Tags are a set of visually noticeable icons that you can apply to flag orders with your own rules. For example, a blue star may be the indicator for an order that needs to be processed urgently.

There are two order tag shapes (tag r or tag s) that can be one of the three colors (red/green/blue):

  • Tag 1 tag1
  • Tag 2 tag2
  • Tag 3 tag3
  • Tag 4 tag4
  • Tag 5 tag5 
  • Tag 6 tag6

To add a tag to an order:

  1. Select the order
  2. Click Actions (or right-click)
  3. Go to Organize
  4. Tag
  5. Set tag

You can also use the option None, which removes previously assigned tags from an order.

Identifier

Identifiers are symbols that you can use to uniquely identify the state of the order: a prime order, a direct order from the POS, etc.

There is a set of predefined identifiers in the system which you can view here. You can also add your own custom identifiers.

Note! Identifiers must be first set up in Settings > General Settings > Order Settings > Identifiers.

To add an identifier to an order:

  1. Select the order
  2. Click Actions (or right-click)
  3. Go to Organize
  4. Assign Identifier
  5. Select the identifier

In the same way, you can remove an identifier from the order, by selecting the Unassign Identifier option.

Location

When adding a new channel integrationinitially all of your orders will be downloaded to the Default location in Linnworks. If you need orders from a specific channel to be downloaded to another location, then you can change this in Settings > Channel Integration > Location Mapping > Order download location.

NB! Keep in mind, that the order location is what determines which location stock levels are affected by the order. One order can only take stock from the location the order itself is in. Different items on one order cannot be fulfilled from separate locations.

Orders can also be manually moved to another location or fulfillment center in the Open Orders screen.

OpenOrders MovetoLocation v2

To move an order to another location:

  1. Select the order
  2. Actions (or right-click)
  3. Organize
  4. Location
  5. Move to location
  6. Select the location

To move an order to a fulfillment center:

Note! Once an order has been moved to a fulfillment center (FC), it cannot be moved back to another location (including the original one).
  1. Select the order
  2. Actions (or right-click)
  3. Organize
  4. Location
  5. Move to a fulfillment center (FC)
  6. Select the FC

Information! If there are any specifics on your orders that always determine a specific location for them, then you can also set up a Rules Engine rule to move orders automatically.

itemsItems

Select an order and click Actions > Items which allows you to perform the actions below:

Openorders Items v3

  • Batch assignment: use this action when you need to allocate batched items to orders. See more information here.
    • Auto-assign batches: when clicked, the system will find available batches for the items and allocate them based on priority.
    • Clear batches: use this action to remove the batch assignment from the order.
  • Link unlinked items: allows you to link unmapped channel items with the Linnworks inventory items. Such items are marked asUnlinkedItem. See here for more information on inventory mapping.
  • Add items to purchase order: allows creating purchase orders (POs) for items. More information on reordering low stock from Open Orders here
    • All items: will create a PO for every item in the order and will restock it based on the total ordered quantity of the item.
    • Out of stock: will create a PO only for items that currently have a zero stock level. Items with a positive stock level will be ignored. 

Shipping v2Shipping

Using the Shipping action you can:

OpenOrders Shipping v2

  • Change service: reassigns the postal service for the selected order(s).
  • Get quotes: compares available shipping services among your couriers that support shipping quotes and finds the cheapest service for the order. More details on shipping quotes here
  • Cancel label: cancels the shipping label that has been printed for an order.
    • Note! Once canceled, the label will be removed from the unfiled manifest and from the linked courier, allowing you to select another service and print a new shipping label.
  • Split packaging: allows you to ship items from the same order into separate packages. If the packaging is split, labels for each package will be printed when Print Label is used. More information on how to split packaging for an order here.

pickwavePickwave

The Pickwave action allows generating digital pick lists that can work with a mobile scanner.

Openorders Pickwave v3

You can add orders to a pickwave or delete orders from an existing pickwave by selecting one of the two options:

  • Generate pickwave
  • Delete from a pickwave

See our guide on pickwaves here.

printPrint

The Print action allows printing the following order documentation: 

OpenOrders Print v2

For more information on how to print open orders see this guide.

processProcess order

The Process action is used when you need to process orders. There are two main ways to process orders in the Open Orders screen:

OpenOrders Process v2

  • Process: displays the Process screen for each order in a sequence and lets you process orders individually.
  • Batch process: will process the selected orders without displaying the Process screen.  
    • Note! When using the Batch process action, the orders are moved to the Processed Orders screen immediately. Any settings enabled for scanning barcodes, serial numbers, batch numbers, etc., will be ignored.

See more information on how to process open orders here.

otherOther actions

The Other Actions option allows you to use the following functions:

OpenOrders OtherActions v2

  • Change status: allows you to change the status of the order to one of the below:
    • Paid: when clicked, updates the order to the paid state.
    • Unpaid: when clicked, updates the order to the unpaid state.
    • Lock: when clicked, locks the order. Locked orders cannot be edited without being unlocked.
    • Unlock: when clicked, unlocks the order. You can now edit the order or perform any other actions on the order.
    • Park: when clicked, parks the order. Parked orders cannot be edited without being unparked.
    • Unpark: when clicked, unparks the order. You can now edit the order or perform any other actions on the order.
  • View order notes: opens the Note Editing screen where you can add new notes to the order and edit or delete existing notes.
  • View order XML: opens a view of the data that was provided by the sales channel when the order was downloaded to Linnworks.
  • Split order: displays the Split Order screen, allowing for a single order to be broken up into multiple orders for shipping independently. More details on splitting orders here.
  • Merge order: allows you to merge selected orders into a single order if possible. Make sure the setting that allows merging open orders manually is enabled in the User Permissions screen. Otherwise, this action will be grayed out. More information on merging orders here.
  • Cancel order: sets the status of the order to canceled and moves the order to Processed Orders. More information on canceling orders here.
  • Delete order: deletes all selected orders permanently from the system. You can view all manually deleted orders in Dashboards > Query Data > Manually Deleted Orders. Make sure the setting that allows deleting open orders is enabled in the User Permissions screen. Otherwise, this action will be grayed out.
    • Note! Orders that have been deleted manually cannot be retrieved as a rule. eBay orders will not be re-downloaded on the next order sync. Some other channels may re-download deleted orders if they are not shipped on the channel yet. 
  • Send an email: this allows you to send customized emails to your buyers. In order to send emails from Linnworks, an email account and email templates need to be set up first. See our guide here.
  • Run rules engine: enables you to run the Rules Engine on the order(s).
    • All: when clicked, all enabled rules will run on the selected order(s) and if a criteria is matched, then the change is made. As such, the outcome of one rule can be used to affect the outcome of a subsequent rule. 
    • Select a rule: allows you to run a specific rule on the selected order(s).
      • Note! Rules Engine does not run on locked or packed orders.

copyCopy text

Highlight the text in the orders table and click Copy Text to save the text into the clipboard. 

OpenOrders Copytext v2

viewSearch selection

Highlight the text in the orders table and click Search Selection. This action puts the highlighted text into the search bar at the top and starts the search.

OpenOrders SearchSelection v2

Further reading

 

NB! For the documentation on the earlier version of the Open Orders screen, see here: