Integration with Linnworks is achieved by reading a standardised CSV file of orders using a templated CSV file available from the Linnworks admin panel. This file can be downloaded manually or a schedule can be created on Linnworks to automatically publish the file to the user's FTP. Full instructions are available in the Linnworks Order File article.
We recommend reading the Linnworks Channel Configuration Guide after the channel has been created, which explains all of the configuration settings within the channel.
- If you are publishing your CSV file to an FTP you will need the FTP login credentials to hand.
- You will need to download and save the CSV order file locally, with orders in it, to be used by Tradebox during the setup.
Creating the Sales Channel
Launch the New Sales Channel Wizard via Channels > New
Sales Channel Details
Choose File Import as your Marketplace. The File Source drop-down will display a list of the marketplaces that Tradebox has default settings for. Choose Linnworks and click Next.
Enter a name for the Sales Channel (max. 50 characters). This is a label purely for you to identify the channel and can be amended at any time.
Choose your Currency from the drop-down. Each channel in Tradebox can only import sales with a single currency. If you have multiple currencies you will need to create a different channel in Tradebox for each currency.
FTP Download (optional)
Tradebox can read CSV files from your PC or local network, or from an FTP server. If using FTP, enter the server address along with a username and password that Tradebox will use to access your FTP. The address should specify the exact location where your files will be created (in our example, Tradebox is looking for a folder called 'CSV' on the root of the FTP and will download any .csv files within this folder).
The Connection Is Active tick box is unticked by default and should only be ticked if you require an Active FTP connection (most do not). If you are unsure whether your FTP requires Active or Passive connection, check with your FTP provider.
The Delete File From Server tick box is unticked by default. If ticked, this will delete order files from your FTP location once Tradebox has processed the file. If you have orders in multiple currencies in the same CSV file, we recommend leaving this unticked as Tradebox will need to process the same file multiple times across different channels.
Import File Details
The Import File Details screen contains setting so Tradebox can understand how your file is configured. As the Linnworks file has been templated, these have already been pre-set in the wizard and may not be available to be changed. The settings are:
Column Delimiter provides a drop-down with different options for how fields will be separated in your CSV file. The default option is a comma, which most CSV files use as their delimiter.
Date Format provides options for a UK date format (MM/DD/YYYY) or a US date format (MM/DD/YYYY).
Total Shipping Cost shows how the shipping cost is displayed against each item in the file. The options are; 'Duplicated Cost Across Lines', or, 'Individual Cost Per Line'. This choice dictates how Tradebox calculates the carriage in the file. See how is shipping cost displayed? for more details.
Price Is shows how the product price is displayed in the file. These can be either the Unit Price or the Line Price. This option decides whether Tradebox multiplies the Unit Price by the quantity to get the line total, or, divide the Line Price by quantity to get the price of one unit.
Other Cost is usually an additional service that is charged for, like gift wrapping. This option shows how the Other Cost is displayed against each item in the file. The options are; 'Duplicated Cost Across Lines', or, 'Individual Cost Per Line'. This choice dictates how Tradebox calculates the Other Cost in the file.
The Import File Has Column Headers tick box should be ticked if the first row in your CSV file is a header/column label row. If the first row is your first order, untick this box.
Note- in either instance Tradebox will only read the file if there are no blank rows between orders, or between the header row and the first order line.
Next, you’ll need to choose an example of the import file to allow Tradebox to map the fields. Click the […] button > browse to and select your file > Open > Next.
Import File Format
This screen displays the mappings between the Tradebox Fields and the columns in your CSV file. As the Linnworks file is templated, this grid is already pre-populated based upon the templated Linnworks Order File.
Field mappings can be amended at any time via Channels > Edit > Import File tab. Mappings don't need to be amended in this screen so simply click Next.
Tradebox can include or ignore orders based on the marketplace/platform they were sold through; if this information is included in the file. The Linnworks file does include a marketplace column that identifies where the order originated. All unique marketplaces in the file will appear in the grid allowing the user to mark which marketplace orders they wish to import via the channel.
Tradebox is mapped to a column in the Linnworks CSV order file that contains an order status against each order in the file. This screen displays all unique order statuses discovered in the example file and enables the user to choose which order statuses to select for download. Only statuses with the Download box ticked will result in orders being downloaded through this channel, all others will be excluded. After the setup wizard is completed you will need to go into the channel statuses section (Channels > Edit > Statuses Tab) and map the order statuses in the file to Tradebox's internal order statuses. This section also allows you to manually add order statuses that may not have been in the example file and also select which order statuses you wish to allow to be posted to your accounts package (if integrated). If you are manually adding a status, please bear in mind that these are case sensitive and must be added exactly as they appear in your file.
The discount type allows the user to choose between a Discount type of Order, Line or None. By default, this is set to a discount type of Order, which is the most frequent type of discount found in the Linnworks Order File. This can be changed after the wizard has completed by selecting Channels > Edit > Details Tab and choosing a different discount type.
The Map existing Product Records tick box is unticked by default. If ticked, Tradebox will automatically create a mapping between existing product records in the Products module and the items on orders as they’re downloaded. This automatic mapping will only be created where the SKU in the Tradebox product record and the Online SKU on the order are the same. Existing mappings can be amended and new mappings created at any time via Products > Mapping.
The Import Product Details tick box is unticked by default. If ticked, Tradebox will allow you to import a CSV file containing product details. This is a quick way to batch-create Product Records in Tradebox that match the list of products on your marketplace. Click the […] button > browse to and select your file > Open. The expected file structure for product imports can be seen below.
Note - CSV files will display all header fields followed by data fields, so on viewing the file in Excel headers should occupy row 1, with product data in row 2 onwards.
Click Finish to complete the wizard.
In Channels > Edit > Statuses, you’ll see any order statuses that Tradebox has found in your order files and determine how Tradebox will handle orders with each status. Double-click a status to determine the corresponding Tradebox Status and whether the orders should be posted to Accounts (if applicable).
As Tradebox creates the channel, it will automatically create In and Out folders for order reports within the Data Folder. You can either use these default folders or create your own and direct Tradebox to use them. To view the folders go to Channels > Edit > Details. As a file is placed in the In folder, Tradebox will automatically read it and import any orders that meet the import criteria, then pass the file to the Out folder. You can see the progress of order imports in Logs.
To redirect the In and Out folders, use the browse icon , navigate to your folders and click OK, then Save in the channel. Note that these folders need to be unique to each channel and not used for anything apart from CSV order files for Tradebox to read.
The open folder icon will open the default folders in a file browser. If you’re manually downloading order reports (rather than using an FTP), you’ll need to familiarise yourself with the location of your In and Out folders; we recommend making a shortcut to these on the desktop of the PC(s) where you run Tradebox. For network users, these need to be locations that all users can read/write to (the same should be true of your Tradebox Data Folder; as the default in/out folders are created inside the data folder it's still fine to use these over a network).
Once the Sales Channel wizard is complete you can add more settings and adjust existing settings inside the channel record. See the Channel Configuration article for more information.