Linnworks Desktop Documentation

Inventory Import

Overview
The Inventory Import brings information into Linnworks for creating and updating Stock Items. This is used to build the Linnworks Inventory with Information about The Item, available levels and listing information.
Inventory Import

Table of Contents

Videos

NB! 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.

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
Compulsory 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.
Additional 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.
Forbidden When the field is included in the import, the additional named field(s) are not permitted to be mapped and included in the import. Inclusion of both fields in the same import will prevent the import from executing.

Columns - Stock Items

Key Column Description Dependent fields Forbidden fields
  Archived Enter YES or No to mark the Inventory item as Archived. An Archived Item can be hidden in the inventory screen    
  Barcode Number Unique identifier for the product, which could be EAN, MPN, UPC, or ISBN    
  Batch number scan required If the item requires scanning batch number when processing add YES to this column    
  Batch type

Specify the Batch Type of the item. Batch type options are: 

  • Sell by: ordered by the sell by date. More info here. NB! For items with this batch type, the Sellby is the correct value to use in the file for the import to execute successfully. See the example file below for more info.
  • Priority: ordered by priority sequence. More info here.
  • NONE: specify the batch type as NONE if you need to remove batch information. Important! This will delete all previous batched BinRack information and will default the stock level to '0'.

NB! This column should only be used for items that are meant to be batched.

    
Additional Bin Rack

The identifier for the physical location in the warehouse used to store the inventory item

NB! Bin Rack values are limited to 64 characters.

 Location  
  Category The Linnworks Category this item is to be allocated to in the Linnworks Inventory. NOT to be confused with the Category on the Selling channel    
Additional Depth A dimension of the item. Enter only a number, no measurement unit (m, cm, mm, inch, ")    
  Description by Channel Description to be used when listing. Will also require that SOURCE and SUBSOURCE be specified for the import, affecting any other import that is by Channel Source
SubSource 		  
  Description by Channel (default) Description to be used when listing. Will not require that SOURCE and SUBSOURCE be specified for the import, will be used by default if no other Description is specified    
  Height A dimension of the item. Enter only a number, no measurement unit (m, cm, mm, inch, ")    
  Image URL

The path to an image that should be imported into Linnworks for this SKU. If the files are stored on the same FTP/SFTP server or Dropbox account, they can be specified by starting the URL with [ftp], [SFTP] or [dropbox] respectively. eg [dropbox]/Images/Image32.png

Image import order is determined by sequential line order of the file

    
Additional Is Variation Group Enter Yes if the item is the Parent item in the Variation group and not the child item Variation SKU  
Additional Item extended property Extended Properties can be used for a range of purposes in Linnworks. Takes the Extended Property Name from the Field description, but can be edited. Must select the Extended Property type. The type 'Attribute' will be picked by default, as it is the most commonly used type. Property Type  
  Location Linnworks Inventory location that stock level changes will be allocated against. Previous existing Location is needed    
Additional Minimum Level Minimum number of items that should be held in inventory at the defined Location, normally used in conjunction with Purchase Ordering Location  
  Price by Channel Price to be used when listing. Will also require that SOURCE and SUBSOURCE be specified for the import along with subsource suffix when required (eBay), affecting any other import that is by Channel. For more information about Importing eBay Accept, Decline and Start Prices, please see this guide. For Amazon Bussines prices, click here. Walmart special prices, click here Source
SubSource		  
  Price by Channel (Default) Price to be used when listing. Will not require that SOURCE and SUBSOURCE be specified for the import, will be used by default if no other Price is specified    
  Primary Image The path to an image that should be imported into Linnworks for this SKU as the Primary Image. If the files are stored on the same FTP/SFTP server or Dropbox account, they can be specified by starting the URL with [ftp], [sftp] or [dropbox] respectively. eg: [dropbox]/Images/Image32.png
Please note! Existing primary images will remain associated with their respective SKUs, but images specified in the CSV file will become the primary images		    
  Serial number scan required Specify if the item requires scanning a serial number during order processing.

If serial number scanning is required for the item, use the value YES.		    
  Purchase Price The indicated average price paid per item for this SKU    
  Retail Price Price to be charged to customers for this item    
  Short Description Brief description for your inventory item, saved in the Metadata field on the Edit Inventory Item screen    
Compulsory SKU

Unique identifier of the Linnworks inventory item 

NB! SKU values are limited to 255 characters.

    
AdditionalForbidden Stock Level

The physical amount of this SKU held at the location specified. Importing this value will replace the current stock level in Linnworks.

If a Negative number is supplied, the stock level in Linnworks will be set to zero. An item in Linnworks cannot have a stock level less than 0.

 Location Stock Level Adjust
AdditionalForbidden Stock Level Adjust

A number with a magnitude (-3, 0, 10) that will either increase or decrease the current stock level at the location specified.

If a decrease would cause the stock level to drop below 0, the stock level would instead be set to 0. An item in Linnworks cannot have a stock level of less than 0.

 Location Stock Level
Additional Stock Value

The value of the stock held in this location. Importing this value will replace the existing stock value in Linnworks.

When imported alongside stock level adjust, the existing stock value in Linnworks will also be replaced with the value from the file. Make sure to specify total stock value in the file you are importing.

 Location  
  Tax Rate The Sales Tax Rate for this item, if different to the System Default rate    
  Title

The Name/Title of the Inventory item for use in Linnworks

NB! Title values are limited to 512 characters.

    
Additional Title by Channel Title to be used when listing. Will also require that SOURCE and SUBSOURCE be specified for the import, affecting any other import that is by Channel Source
SubSource		  
  Title by Channel (Default) Title to be used when listing. Will not require that SOURCE and SUBSOURCE be specified for the import, will be used by default if no other Title is specified    
Additional Variation Group Name If the item is the parent SKU of a variation group, this is the name given to the group as a whole Variation SKU
Is Variation Group		  
Additional Variation SKU Specify the Item's Variation SKU if Variation Parent is marked YES Variation SKU
Variation Group Name		  
  Weight A value defining the measured weight of the item, used when submitting shipping data to couriers. Enter only a number, no measurement unit, as this is specified in Linnworks.net (kg, g, oz, lb, ")    
  Width A dimension of the item. Enter only a number, no measurement unit (m, cm, mm, inch, ")    

Columns - Supplier Details

Key Column Description Dependent fields Forbidden fields
  Supplier Name

Name of Supplier, as setup in Linnworks to apply any specified Supplier-related changes in Linnworks

NOTE : If the Supplier Name provided does not already exist in the Supplier Register a new record will be automatically inserted

    
Additional Default Supplier Enter YES to make the Supplier specified in this file under Supplier Name the default supplier for this SKU Supplier Name  
Additional Lead Time Days Specify the lead time for supported listings of this SKU. The max time between purchase and despatch Supplier Name  
Additional Supplier Barcode Barcode/EAN used by supplier for this item if different from the Barcode set on the Linnworks SKU Supplier Name  
Additional Supplier Code SKU used by the supplier to reference this item, if different. Used with Supplier feeds to ensure the correct items are updated with accurate stock levels Supplier Name  
Additional Supplier Min Order Qty Minimum number of this item that can be ordered from this Supplier Supplier Name  
Additional Supplier Pack Size Where an item is purchased from your supplier in packs or bundles, specify this amount here to ensure that Linnworks will recommend Purchase Orders in the correct multiples Supplier Name  
Additional Supplier Purchase Price The current price for the specified SKU when ordered from the named Supplier Supplier Name  

Columns - Shipping and Packaging

Key Column Description Dependent fields Forbidden fields
  Packaging Group Default Packing group for this item    
  Postal Service The default Postal service assigned to the stock item    

Inventory Import Guides

Due to the nature of the variety of data that can be imported for Linnworks Inventory, below are links to guides for specific scenarios

Example Files

Please note the following points relating to the sample data file
  • The images will not import as the DropBox account is not publicly available
  • 3 columns (Location / Filename / Extension) are used in the file to define where the source image is. To make these into a single field for Primary Image the following Expression can be used
    ..png
    • concat[v{Image Location},v{Image Name},v{Image Extension}]
      ..png
    • The columns Brand /Range / Colour / Paint code are imported as Extended Properties
      ..png