Warehouse Plus Guide

Packages Available (ex vat)

1 User: £9.99/per month
5 Users: £39.99/per month
10 Users: £74.99/ per month

Annual packages also available

Warehouse Plus lets you do all of the Linnworks tasks you could want, with nothing more than the smartphone already in your pocket. Check & update your orders, create POs, book in stock – and now pick, pack and dispatch your orders from your Smartphone. Don’t put off or forget things, use Warehouse Plus there and then.

Application Menu

The app menu is located on the top right-hand corner of the application. This includes the entries:

  1. Trial Version/Subscription – The version of the App you are using
  2. Change Password – Update the password for your Warehouse Plus account
  3. Settings – App settings and configuration
  4. About Us – About Warehouse Plus
  5. Logout – Logout of the current Warehouse Plus Account
Trial Version/Subscription

If you are using the Trial version of Warehouse Plus, you can select either a monthly or yearly subscription plan for one or more users. Multiple plans are available, and bulk packages cover five users and ten users for a given account, instead of just a single user

Change Password

In the event a password needs to be changed, the user can select this option to accomplish this. The old password must be entered into the first field, allowing the user to enter a new password. Once this is done, click change password to confirm the change.

Settings

The ability to activate or deactivate the inbuilt barcode scanner functionality can be toggled here.

About Us

Details of the Warehouse Plus app version, and the latest version release date is provided here. Users are also given further information about the application.

Logout

The logout option will log the current user account out of Warehouse Plus, and return them to the Login page.

Home Screen

Application Functions

  1. Check Product Availability
  2. Stock In
  3. Low Stock
  4. Quick Inventory Update (Stock Adjustment)
  5. Product Update
  6. Purchase Order
  7. Book stock against a Purchase Order (PO)
  8. Dynamic PO
  9. Create Product
  10. Create Customer
  11. Create Manual Order
  12. Order Lookup
  13. Sales Order
  14. Dispatch and Picking
  15. Coming Soon...
Check Product Availability

Enter product name, SKU or scan with your Smartphone camera (the camera icon) to detect the product barcode and check if the product is available in your Linnworks inventory.

The results will come back with the stock quantity, item name, SKU, item description, retail price, weight, purchase price (cost price), the barcode number, the tax rate, and shipping type.

To lookup the product in Linnworks, you can use the SKU – The items’ unique reference in your Inventory. This can be entered using the keypad, or scanned from a barcode label.
The user must click Search after entering it the SKU with the keypad.
The camera icon will launch the barcode scanner, using the tablet or Smartphone’s camera. We recommend a high quality camera for best results.
Move the Green box over the barcode to scan. There must be enough light for the camera to see the barcode and it may need to refocus a couple of times to get a clear image - You will need to hold the phone steady until it beeps. If the item cannot be found, you will be prompted to try a different SKU.

Multiple Items

If there are multiple products with the same root product name, you will get list of products, and you should select one from the list that is displayed.

The Information shown is drawn from your Linnworks inventory, and includes:

Available Stock level
Available stock by Inventory Location
Images saved against the item
Item Name
Item Number (SKU)
Item Description
Retail Price
Weight
Purchase Price
Barcode Number
Tax Rate

You can go to the home page by clicking on the house, or home button in the top right hand corner. To return one level to the Main Menu, use the left arrow (<) next to Product Details.

Stock In

This allows you to book in deliveries from suppliers straight onto your Linnworks inventory.

This feature works in a very similar way to the check product availability feature. In this case, you are scanning a product’s barcode or entering in the product’s name or SKU to add the delivered product(s) to the inventory.

You will get a pop-up box labelled ‘Alert - item not found’ if the product doesn't exist in the system. If this occurs, you should use the Create Product tool to add it to the inventory.

Information returned on a successful search includes Location, Bin Rack Location, and the Quantity, which can all be updated.

Sometimes, you may have to scan the barcode repeatedly, or very carefully before the app recognises the product.

The following information is returned. If there are multiple products with the same barcode, you will get a list of products, and you should select one from the list.

Fixed fields
Item Name – Item Name
Stock Level- Total Stock on shelf
Product images

Editable fields:

Select Location: Choose the Linnworks Inventory location. Initially ‘Default’.
BinRack: Shows the value of the Bin Rack location for the current item and Inventory Location. Can be changed.
Quantity: Quantity of item delivered.

Submit applies changes to the SKU. You will be asked to confirm that you want to update the quantity of the item – Ok for yes, Cancel for no.

The app will confirm the product is updated/created. You can choose to return to the menu (Cancel), or to Scan another Item.

In the Product Update screen, you can go to the home page by clicking on the house, or home button in the top right hand corner. To return to the Main Menu, use the left arrow (<) next to Product Details.

Low Stock

This allows you to get a report for items whose stock level meets specific criteria in the specified Linnworks inventory Location.

Select the correct location which is initially Default, and enter the Quantity to search against. Remember to select whether the results should be equal to that amount, less than the amount, etc.

Click on Search Product to continue.
The search results return with a list of products that meet your search definition. You can then find the item and check the stock level.

If the result returned is incorrect, or you want to move stock to another place to free space on the shelves, you can update the Bin Rack or Stock Level here. Once you have completed your changes, click on the Submit button to apply the change.

Quick Inventory Update (Stock Adjustment)

This feature allows you to quickly update a product’s quantity in your inventory by searching for the exact product, or by searching for a partial name of a product to mass update multiple product lines.

You can enter the exact product name in the Search products field to update one product line or use the barcode scanner, or enter in a partial product name to update multiple product lines that appear in the search result.

If an incorrect term is entered, the search results will return invalid.
You can update the product quantity in the update level field on the right hand side of the product lines by entering in the new quantity amount and then tapping update to complete this. The phrase ‘inventory successfully updated’ appears once complete.

Product Update

This feature allows you to update product information away from your PC and Linnworks, using your Smartphone. You can use either the camera phone barcode scanner or enter in the product name or SKU in your search.

With the SKU, if you don’t enter an exact match, it will return a number of close matches. The more specific the search is, the more accurate the results would be.

Purchase Order

This app allows you to create a purchase order from your SmartPhone rather than Linnworks on your PC.

Here, you will also be able to book stock in against a purchase order.

This helps to speed up time as you can scan in all the different products you want to buy in, and those products will be organised automatically by supplier to separate Purchase Orders. Once all of your Linnworks products have a supplier, when you scan or enter in a product in this section, it will automatically recognise the Supplier (or the default Supplier if there are more than one), and you can update the PO with the location the stock should be delivered to. The default PO number starts with ‘PO’, and will then include date month year and 2 random numbers.

The App organises the Pos by order status. There are four different stages for the purchase order:

1.Pending Orders
2.Open Orders
3.Partially Delivered
4.Delivered

When you create a new PO, you can select a purchase date (which brings up a calendar to select a purchase date from).

The Supplier and Deliver to Location will be set as default, and you can then update them. The PO number is generated automatically for you. This is the reference used to identify the PO within Linnworks, and consists of ‘PO’, today’s date, the current time and two random numbers.

The Supplier Ref number will be provided by the supplier themselves, and should be entered.

Check Pending PO if the order is incomplete and still needs to be amended. Otherwise leave it unticked if you are ready to finalise the PO to send to the Supplier.

In the next screen, you can amend the quantity ordered in a box called ‘Qty’. Tick the box to the left to confirm this item should be ordered.

When you tap on the product information, a pop up box comes up with info including minimum level, available quantity and pack quantity

When you press enter, the next screen is the invoice information and shows you the tax rate, the modified quantity, the pack size, the Unit Price and Subtotal.

There is also the option to add another product line after one has been added and confirmed, before creating the PO.

Once you have confirmed the invoice information, a dialog box labelled ‘PO Created!’ pops up and confirms the PO (PO Number) has been created successfully.
Clicking OK takes you to the purchase order home page.

Partially Delivered POs have only had some of the stock within them marked as delivered – This may be part of the numbers expected, or only some of the lines (or a mixture). Select this section to update and finalise any incomplete orders.

Glossary

Purchase Orders (POs) within Linnworks, allows you to log and record what you are ordering in from suppliers to replenish your stock. The Purchase Orders functionality is very flexible and can be used to fully track your supply chain process from start to finish. Purchase orders are a way of managing your orders with Suppliers.

Status- This is stage of the PO process that this PO is currently in

PO number- This is the Linnworks reference used to identify the PO

Supplier Reference- This is a reference number given by your supplier for the PO

Book stock in against a purchase order

Purchase orders that begin to arrive into the Warehouse for delivery can be marked off against a specific purchase order in the Purchase Orders module. Users can go to the Open PO feature and open up or locate the specific purchase order that they want to start receiving items from.

Users have the choice of manually enteringthe item quantity that they want to receive into their stock against a specific purchase order. Alternatively, the smartphone camera can be used to scan in items one by one to ensure the correct quantity is added to the stock and marked off the purchase order. For those using the smartphone camera to scan, please ensure that the multiscanning function is activated in settings. There is also the option of using an Android Handheld scanner to speed up this process.

Book stock in against a purchase order – Partially Delivered

Should you not receive the full deliveries of a purchase order, you can start marking off items that have been delivered and then return to the purchase order. This would then be known as a partially delivered PO.

You can return to a partially delivered PO to completely fulfil a PO.

In the event that all items are received, the user can also tick the checkbox ‘delivered all’ to mark the PO as completely delivered.

Completed purchase orders will be transferred to the Delivered PO stage of the Purchase order module.

Dynamic PO

This allows you to create a quick purchase order by scanning in or entering a product, without having to start by entering purchase order details (date of purchase, purchase number, etc) before adding products.

If the product has been scanned instead of entered in, Warehouse Plus will request a quantity be entered that are required from the supplier, in the pop up box that appears. You can then proceed to add other products, until you complete your purchase order.

The ‘i’ button reveals your existing purchase order subtotal and total.

When you click the Done button, summary info will be added, and you can choose to generate another PO by clicking on the Create PO button.

Create Product

This allows you to quickly create products into your Linnworks inventory using Warehouse Plus.

The details that you can enter include:

Purchase price

Retail Price

Quantity

Description

Minimum Level

Pack Qty (how many items does a pack contain when ordering the item)

Tax Rate

Product Barcode (With this you can enter it in or scan it in using your Smartphone camera)

In addition, you will have to select the following, if not Default:

Select Product Category

Select Shipping Type

Select Location

Enter the product information, and click Create Product to add it to the inventory.

Create Customer

This feature allows you to create a new customer from your Smartphone.

This includes recording the new customer’s Name, Company, Email, Address, Country and Telephone.

Once you have completed all these fields, tap on ‘Create customer’ to add them to the Linnworks database. They can then be selected in Warehouse Plus and Linnworks when creating or editing an order.

Create Manual Order

This is ideal for creating a customer order over the phone, to be dispatched in Linnworks.

You start by entering the details of the Customer, or by searching for a customer in Linnworks.

If this is a new customer, you can select Create Customer (A head and shoulders with a + superimposed, top right), located next to the Home button at the top right hand corner of the screen. Once you have done this, you should get a dialog box saying this has been completed. You will then be presented with the following fields to complete:

Email

Reference number

Billing address

Shipping address

If the shipping address is the same as the billing address, then you can confirm this by ticking the option.

The remaining fields to complete include:

Vendor

Shipping type

Shipping charge (you must enter a value for Shipping Charge, but this can be 0).

You will also have to confirm their order status, paid or not paid.

The product to be selected must then have its SKU entered or scanned. Clicking on the product order line will allow you to amend the quantity. With at least one item entered, you can proceed to the next tab and complete the order.

The button labelled ‘i’ will then reveal the Subtotal, Shipping charge, Tax, and Grand total

Click ‘Create order’ to complete the manual order.

Order Lookup

This is used to look up Open or Processed orders

You should enter a Linnworks Order number, or a Reference number (eBay/Amazon Order number, for example). Nothing else.

When you type in words, you get a pop-up message saying ‘Something went wrong!! The request is invalid’

Alternatively, you can scan the Order number in as a barcode from a packing note/invoice using the camera button.

Search for Order number
Enter the Order number, and click Search to continue

Different businesses have their own preferences when it comes to looking up orders. Often, they make use of the option of using a barcode embedded in the packing note or invoice.

When you type in an unknown or unused order number, it will return with the order ID ‘0’ - There are no editable fields for this Order.

After making a search, you can return to the order lookup home screen by clicking on the left arrow.

After a successful search, the order information is displayed at the top of the screen:
Order ID
Order date
Status: Paid/Unpaid/On Hold/Parked/Resend/Exchange

Source Name: Amazon, Direct (Type of sales channel)
Shipping: Shipping service allocated to order
Discount
Tax
Grand Total

The order item(s) information is displayed beneath this:

Item Title
Item Price
Item Quantity

Glossary

Order id –The Linnworks Order ID, assigned when the order is downloaded from the sales channel

Reference number - The order number generated by the sales channel

Sales Order

This module allows customers to review customer orders that are unpaid, or paid and ready for picking,whether they have been processed through the app or through Linnworks.

To view paid orders, click on ready for picking. This screen shows you the orders that have been paid for meaning they are ready for picking. Details are shown including the order id, the order status (paid or unpaid), and whether the invoice and label for the order has been printed or not.

You can follow the arrows on any of the orders ready for picking and process them from the screen just like the ready for picking module

To view unpaid orders, click on unpaid orders. This screen shows you the orders that haven’t been paid for. Details are shown including the order id, the order status (unpaid), and whether the invoice and label for the order has been printed or not.

To view both paid and unpaid orders, click on paid &unpaid orders. This screen shows you the orders that haven’t been paid for. Details are shown including the order id, the order status (unpaid and paid), and whether the invoice and label for the order has been printed or not.

Dispatch and Picking

This helps you to manage the final stages of processing a customer orders, from the convenience of the Warehouse Plus app. This feature can generate a picklist from a customer order ID or from a product which has outstanding open orders which have been paid but require processing.

The first stage is selecting a printer, which you will need for invoice and or label printing or integrated label printing. You have the option of changing which printer you want to connect to by going to settings which is located on the top-right hand corner of the app.

In the picking option on the module, you have two options for generating a picklist.

You can search or scan in the order ID for which you want to generate a picklist for, or you can generate a picklist from scanning in, or you can select item and enter in a product title or SKU, similar to mostmodules on the app. You must also select the location that you want to pick from.

Once you have generated a picklist, you can start picking items based on that picklist by sequential scanning or by manual entry of item quantity. You will be able to see the order id, order id date and time (e.g. 20/03/2017 16:25), the source name (e.g. Direct) on the top. On the picking screen, you will be able to see the bin rack, the quantity of items you need to pick, and the current pick quantity you have done so far.

If you scan items with a tablet or smartphone camera, you will notice that the items currently being scanned highlights orange. This process has been proven to be more efficient with an Android Handheld scanner.

Once you have completed picking items against a picklist, you are ready to process a customer order. You can choose to process a customer order along with printing out an invoice/label/integrated label invoice or you can process the picked order without printing any labels or invoices.

Coming Soon...

We have more exciting features coming soon to Warehouse Plus; keep an eye out for them!

In the meantime, if you do have any suggestions for what feature could replace the coming soon feature, we would love to know. Contact [email protected] for mailing any suggestions. Alternatively, we would be able to create this feature into your own bespoke application if we see that your suggestion doesn’t fit in with the rest of the features currently on the app. We would also take into consideration the current demand by users for that feature also.

Tips

A good wireless internet or mobile data connection is recommended for Warehouse Plus to run effectively. Without this, some of the application features may freeze or not respond well. The login access can say ‘time out’ sometimes when you try to gain access into the application.

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