Stream Linnworks Integration is a shipping integration that connects the Linnworks Order Management System (OMS) with the Stream delivery and logistics platform.

The integration enables businesses to automate their shipping workflow by allowing orders created in Linnworks to be processed, shipped, and tracked through the Stream platform.

By linking these two systems, Stream eliminates the need for manual shipment creation and reduces operational overhead in warehouse and logistics environments. Orders managed in Linnworks can be sent directly to Stream for shipment processing, delivery planning, and tracking management.

The integration acts as a middleware layer that ensures reliable communication between Linnworks and Stream through secure API interactions.

Systems Involved

The Stream integration connects three primary systems that together form the shipping workflow.

Linnworks is the central Order Management System (OMS) used by businesses to manage sales orders, inventory, and fulfillment operations.

Within the Stream integration workflow, Linnworks is responsible for:

• Importing and managing orders from sales channels
• Assigning shipping services to orders
• Managing warehouse operations
• Sending order data to the Stream platform
• Displaying shipment tracking information

Orders typically originate in Linnworks after being imported from various sales channels such as eCommerce stores or marketplaces.

Stream Platform

The Stream platform is responsible for handling the operational aspects of shipment processing and delivery management.

Stream manages:

• Shipment creation
• Depot management
• Delivery methods
• Delivery runs and routing
• Label generation
• Tracking number creation
• Shipment status updates

Once an order is sent from Linnworks to Stream, the Stream platform processes the shipment and coordinates delivery operations.

Stream Integration Layer

The Stream Integration Layer is the component responsible for connecting Linnworks with the Stream platform.

Its responsibilities include:

• Synchronizing orders between systems
• Sending shipment creation requests to Stream
• Retrieving tracking numbers
• Synchronizing shipment status updates
• Applying order identifiers in Linnworks
• Managing delivery run and sequence information

This integration layer ensures that both systems remain synchronized and that shipment data flows correctly between them.

Key Capabilities

The Stream integration provides several key features designed to simplify shipping and logistics operations.

Order Synchronization

Orders created in Linnworks can be automatically retrieved and sent to the Stream platform for shipment processing.

This ensures that shipping operations are triggered directly from the order management system without requiring manual data entry.

Shipment Creation

Once an order is sent to Stream, the platform creates a shipment record based on the order details and the assigned delivery service.

Shipment creation includes validating the order information, assigning the correct depot and delivery method, and preparing the shipment for delivery planning.

Shipping Label Generation

The integration allows shipping labels to be generated through the Stream platform.

Users can configure:

• label format
• number of label copies
• label reference information

This allows warehouses to produce labels suitable for different shipping and packaging workflows.

Delivery Service Assignment

Shipping services are configured in Linnworks and mapped to Stream depots and delivery methods.

These services determine how an order will be processed when sent to the Stream platform.

Examples of services include combinations such as:

• Courier (Justin Depot)
• Collection (Justin Depot)
• Rcollection (Rishvi)

The selected service determines which depot and delivery method will be used when the shipment is created.

Tracking Number Synchronization

Once a shipment is accepted and created by Stream, the platform generates a tracking number.

The integration automatically retrieves this tracking number and updates the corresponding order in Linnworks. This allows users to view shipment tracking information directly within the order record.

Delivery Run Management

The Stream platform allows shipments to be grouped into delivery runs, which represent delivery routes or scheduled delivery batches.

Run identifiers are synchronized back to Linnworks, allowing warehouse teams to see which run a shipment belongs to.

This helps with delivery planning and operational coordination.

Shipment Status Updates

Shipment status updates from Stream are synchronized back to Linnworks using webhooks and integration updates.

For example, when a shipment is marked as Delivered, the integration can automatically update the corresponding order status in Linnworks.

This provides real-time visibility into shipment progress and delivery completion.

Who Should Use This Integration

The Stream Linnworks integration is designed for organizations that manage shipping operations through Linnworks and rely on Stream for delivery and logistics management.

Typical users include:

Warehouse Teams

Warehouse staff responsible for picking, packing, and dispatching orders can use the integration to generate shipping labels and manage shipment processing directly from Linnworks.

Logistics and Dispatch Teams

Logistics teams responsible for planning deliveries can benefit from Stream’s delivery run and routing capabilities while keeping order management centralized in Linnworks.

Integration Administrators

System administrators responsible for configuring integrations between business systems will manage the setup and configuration of the Stream integration within Linnworks.

This includes configuring API credentials, label settings, services, and synchronization options.

Technical Support Teams

Support teams can use the integration documentation and identifier system to diagnose synchronization issues, validation errors, and shipment processing problems.

Benefits of the Integration

Using the Stream Linnworks integration provides several operational benefits:

• Automated shipment creation
• Reduced manual data entry
• Centralized order and shipment visibility
• Faster warehouse operations
• Reliable shipment tracking updates
• Improved coordination between order management and delivery systems

These capabilities allow businesses to streamline shipping workflows while maintaining accurate and synchronized shipment data across both systems.

Module 2 : System Architecture

Introduction

The Stream Linnworks Integration follows a modular architecture that connects the Linnworks Order Management System with the Stream delivery platform through a dedicated integration layer.

This architecture enables seamless communication between the two systems and ensures that order data, shipment information, tracking updates, and delivery planning details are synchronized accurately.

The integration architecture is designed to:

• automate shipment processing
• maintain consistent data synchronization
• reduce manual operational work
• support scalable logistics workflows

Architecture Overview

The integration consists of four main components that work together to process and manage shipments.

Flowchart TD

• A [Linnworks Order Management System] –> B [Stream Integration Layer]
• B –> C [Stream API Platform]
• C –> D [Depots & Delivery Network]
• C –> E [Tracking & Shipment Status]
• E –> B
• B –> A

Core Components

Linnworks Order Management System

Linnworks is the central system where orders are created, managed, and prepared for shipment.

Orders may originate from various sales channels connected to Linnworks, such as:

• eCommerce websites
• online marketplaces
• retail platforms
• custom integrations

Within the integration workflow, Linnworks is responsible for:

• managing order data
• assigning shipping services to orders
• managing warehouse locations
• initiating shipment creation through the integration
• receiving tracking numbers and shipment updates

When an order is ready to be shipped, Linnworks sends the order information to the Stream integration layer.

Stream Integration Layer

The Stream Integration Layer acts as the bridge between Linnworks and the Stream platform.

This layer is responsible for coordinating communication between the two systems and ensuring that shipment data is properly transferred.

Primary responsibilities of the integration layer include:

• retrieving orders from Linnworks
• validating shipment information
• sending shipment requests to Stream
• retrieving tracking numbers from Stream
• updating Linnworks orders with shipment details
• managing identifier updates in Linnworks
• synchronizing delivery run and sequence data

This layer also handles error handling and validation responses, ensuring that any issues returned by the Stream platform are reflected in Linnworks.

For example, if an order fails validation when sent to Stream, the integration will:

• apply the Error from Stream identifier
• add a note to the order describing the validation issue

Stream API Platform

The Stream platform provides the shipping and delivery infrastructure used to process shipments.

The integration communicates with Stream using secure API endpoints.

The Stream platform performs several key logistics operations:

• shipment creation
• delivery method assignment
• depot management
• shipment routing
• delivery run creation
• label generation
• tracking number generation
• shipment status updates

Once a shipment request is received from the integration layer, the Stream platform validates the order and creates a shipment record.

If the shipment is successfully created, the platform generates a tracking number and begins the delivery workflow.

Depots and Delivery Network

Stream uses depots and delivery methods to determine how shipments are processed and dispatched.

A depot represents a physical logistics location responsible for handling shipments.

Delivery methods represent the type of delivery operation performed, such as:

• courier delivery
• trunk delivery
• collection services
• specialized vehicle delivery

These depot and delivery method configurations are defined within the Stream platform and are retrieved by the integration when configuring services in Linnworks.

However, services themselves must be created manually by Linnworks users.

Each service in Linnworks maps to a specific combination of:

• depot
• delivery method

This mapping ensures that shipments created through the integration are routed correctly within Stream.

Data Flow Between Systems

The integration architecture supports two primary data flows:

Order Submission Flow

The first flow occurs when orders are sent from Linnworks to Stream.

sequenceDiagram

• participant L as Linnworks
• participant I as Integration Layer
• participant S as Stream Platform

L->>I: Order Ready for Shipment
I->>S: Send Shipment Request
S->>S: Validate Order
S->>I: Shipment Accepted
I->>L: Apply "Sent to Stream" Identifier

If validation fails, the system instead returns an error response.

The integration then applies the Error from Stream identifier and records the validation issue in the order notes.

Shipment Update Flow

The second flow occurs when Stream returns shipment updates to Linnworks.

sequenceDiagram

participant S as Stream Platform
participant I as Integration Layer
participant L as Linnworks

S->>I: Shipment Created
S->>I: Tracking Number Generated
I->>L: Update Order Tracking Number

S->>I: Delivery Run Assigned
I->>L: Apply Run Identifier

S->>I: Sequence Assigned
I->>L: Apply Sequence Identifier

This ensures that Linnworks always contains the most up-to-date shipment information.

Integration Responsibilities

To maintain reliable synchronization between systems, the Stream integration performs several critical tasks.

Order Processing

The integration retrieves eligible orders from Linnworks and prepares them for shipment creation in Stream.

Shipment Validation

Before sending orders to Stream, the integration ensures that required shipment data is available, such as:

• shipping address
• assigned service
• required shipment information

If validation fails, the order will not be sent to Stream.

Identifier Management

The integration manages the identifiers used in Linnworks to track order status.

Identifiers are automatically created during installation and include:

• Sent to Stream
• Error from Stream
• Run identifiers
• Day identifiers
• Sequence identifiers

These identifiers allow users to quickly determine the shipment status of an order.

Tracking Synchronization

Once a shipment is accepted by Stream, the platform generates a tracking number.

The integration retrieves this tracking number and updates the corresponding order in Linnworks automatically.

Architecture Benefits

The Stream architecture provides several operational advantages.

Reliable Data Synchronization

By separating order management and logistics processing into specialized systems, the integration ensures that shipment data is accurately synchronized between Linnworks and Stream.

Scalable Shipping Operations

The modular architecture allows businesses to handle increasing shipment volumes without disrupting order management workflows.

Operational Transparency

Through identifiers, tracking updates, and run information, warehouse and logistics teams can easily monitor shipment progress directly from Linnworks.

Reduced Manual Intervention

The integration automates shipment creation, tracking updates, and delivery planning synchronization, reducing the need for manual operational work.

Module 3 : Installation & Setup

Introduction

The Stream 3.0 integration must be installed and configured within Linnworks before it can begin processing shipments.
This module explains how to install the integration and configure the required settings so that Linnworks can communicate with the Stream platform.

The installation process consists of two main stages:

1. Creating the integration in Linnworks
2. Configuring the integration settings

Once the setup process is completed, the integration will be able to synchronize orders, create shipments, and retrieve tracking information from the Stream platform.

Prerequisites

Before installing the integration, ensure the following requirements are met:

• Access to a Linnworks account with administrator permissions
• Valid Stream API credentials
• Stream platform account configured with required depots and delivery methods
• Required warehouse information configured in Linnworks

These prerequisites ensure that the integration can authenticate with the Stream platform and process shipments correctly.

Installation Process

Step 1 — Navigate to Shipping Integrations

1. Log in to Linnworks
2. Navigate to the Shipping section
3. Select Integrations

This page displays all available shipping integrations.

Screenshot – Shipping Integrations Page

Step 2 — Add a New Integration

1. Click Add Integration
2. Locate Stream Integration
3. Select the Stream integration option

This action begins the setup process for connecting Linnworks with the Stream platform.

Screenshot – Add Integration

Step 3 — Configure Basic Integration Information

After selecting the Stream integration, users will be prompted to provide basic configuration information.

Required field:

Field Description
Integration Name A user-defined name used to identify the integration instance

Example:

Stream 3.0 Shipping Integration

The integration name is used only for internal identification within Linnworks.

Screenshot – Integration Name Configuration

Step 4 — Save the Integration

After entering the integration name:

1. Click Next
2. The integration will be created
3. The configuration page will automatically open

At this stage, the integration instance exists but is not yet fully configured.

Automatic Setup During Installation

When the Stream integration is installed, the system automatically creates several order identifiers used to track shipment status.

These identifiers allow the integration to track the lifecycle of orders sent to the Stream platform.

Important note:

Users DO NOT need to manually create these identifiers.
They are automatically created during installation.

Automatically created identifiers include:

• Sent to Stream
• Error from Stream
• Run identifiers
• Day identifiers
• Sequence identifiers

These identifiers will be used later during order processing.

Integration Configuration Page

After installation, the configuration screen will appear.

This page contains all settings required for the integration to operate correctly.

Configuration sections include:

• Stream API Credentials
• Partner Account
• Sender Address
• Warehouse Configuration
• Date Configuration
• Advanced Settings
• Label Configuration
• Stream Configuration
• Webhook Configuration
• Order Synchronization

Each section controls a specific part of the shipping workflow.

Screenshot – Integration Configuration Page

Stream API Credentials

The integration must authenticate with the Stream platform using API credentials.

Required fields:

These credentials are typically provided by the Stream platform administrator.

Screenshot – API Credentials Configuration

Sender Address Configuration

The Sender Address defines the origin address used for shipments created through the integration.

Required fields include:

• Contact Name
• Company Name
• Address
• City
• Region / State
• Country
• Postal Code
• Contact Phone Number

This information may appear on shipping labels and shipment documentation.

Screenshot – Sender Address Settings

Warehouse Configuration

The warehouse configuration determines which Linnworks warehouse will be used when processing shipments.

Option available:

Use Default Warehouse Location

When enabled:

• The selected warehouse will automatically be used for all shipments created through the integration.

This ensures that shipments are associated with the correct warehouse location.

Screenshot – Warehouse Configuration

Date Configuration

The integration allows automatic assignment of shipment pickup dates.

Available option:

Use Current Date as Pickup Date

When this option is enabled, the shipment pickup date will automatically be set to the current date when the shipment is created.

This simplifies shipment scheduling for warehouse teams.

Screenshot – Date Configuration

Completing the Setup

After all required settings have been configured:

1. Review the integration configuration
2. Save the configuration
3. Enable order synchronization if required

Once these steps are completed, the integration will be ready to begin processing orders.

Orders that meet the configured criteria will then be eligible to be sent to the Stream platform for shipment creation.

Module 4 : Service Configuration

Introduction

The Service Configuration module defines how orders are routed from Linnworks to the Stream platform for shipment processing.

In the Stream 3.0 integration, services determine which Stream depot and delivery method will be used when creating shipments.

Unlike some shipping integrations that automatically assign delivery services, Stream relies on services that are manually configured in Linnworks.

These services act as the mapping layer between Linnworks and the Stream platform.

Once configured, the selected service assigned to an order determines how the shipment will be created and processed in Stream.

How Services Work

A service in Linnworks represents a shipping option that maps to a specific Stream configuration.

Each service contains two key components:

• Depot
• Delivery Method

When an order is sent to Stream, the integration reads the service assigned to the order and uses the configured depot and delivery method to create the shipment.

Example service structure:

Service Name (Depot)

Example services:

• Justin Delivery (Justin Depot)
• Courier (Justin Depot)
• Trunk (Justin Depot)
• Collection (Justin Depot)
• Rcollection (Rishvi)
• Rishvi Vehicles (Rishvi)

These services determine which logistics configuration will be used for shipment creation.

Depot and Delivery Method Synchronization

The Stream integration retrieves available depots and delivery methods from the Stream platform.

These values are synchronized with Linnworks and become available as selectable options when configuring services.

If new depots or delivery methods are created within the Stream platform, they will automatically become available within Linnworks during service configuration.

However, it is important to note the following rule:

The integration does NOT automatically generate services.
Services must be created manually by Linnworks users.

This design ensures that users maintain full control over how services are mapped and used for shipment processing.

Creating Services in Linnworks

To configure a service for use with the Stream integration, a Linnworks user must create a shipping service and select the appropriate Stream configuration.

The service setup process typically involves the following steps:

1. Create a new shipping service in Linnworks
2. Select the appropriate Stream depot
3. Select the corresponding delivery method
4. Save the service configuration

Once the service is created, it becomes available for assignment to orders.

Screenshot – Service Configuration

Service Assignment

After services are created, they can be assigned to orders within Linnworks.

The assigned service determines how the order will be processed when it is sent to the Stream platform.

When an order is synchronized with Stream, the integration reads the service assigned to the order and applies the corresponding Stream configuration.

This ensures that the shipment is created using the correct depot and delivery method.

Order Processing Workflow

The service configuration plays a critical role in the order processing workflow.

The typical process is as follows:

1. Depots and delivery methods are synchronized from Stream.
2. A Linnworks user creates services using these options.
3. The service is assigned to an order in Linnworks.
4. The Stream integration retrieves the order.
5. The shipment is created using the configured depot and delivery method.

This workflow ensures that shipments are routed correctly within the Stream platform.

Additional Service Options

The service configuration page also includes additional options that control how shipment data is processed.

Override Packaging Split

The Override Packaging Split option allows the integration to override the default packaging behavior when creating shipments.

When enabled, this option allows shipments to be grouped or split according to custom packaging rules.

This feature can be useful when warehouse operations require specific packaging configurations.

Skip Composite Parent

When this option is enabled, the integration ignores the parent item of a composite product and processes only the individual component items during shipment creation.

This ensures that shipment data reflects the actual items being shipped rather than the bundled product structure.

This option is particularly useful for businesses that use composite products or bundled product listings.

Best Practices for Service Configuration

To ensure reliable shipment processing, users should follow these recommended practices when configuring services.

Maintain Consistent Naming

Use clear and consistent service naming that reflects the associated depot and delivery method.

Example:

Courier (Justin Depot)

Verify Depot and Delivery Method Mapping

Ensure that each service is mapped to the correct Stream depot and delivery method.

Incorrect mappings may result in shipment validation errors.

Review Service Configuration Regularly

If new depots or delivery methods are added to the Stream platform, review existing services to ensure they are still configured correctly.

Summary

The Service Configuration module defines how shipments are routed from Linnworks to the Stream platform.

By manually configuring services and mapping them to Stream depots and delivery methods, users can control how orders are processed during shipment creation.

Correct service configuration ensures that:

• shipments are routed to the correct depot
• the correct delivery method is used
• order synchronization with Stream operates reliably

Module 5 — Label Configuration

Introduction

The Label Configuration module controls how shipping labels are generated when orders are processed through the Stream 3.0 integration.

Shipping labels are created when a shipment is successfully generated in the Stream platform. These labels contain the shipment information required for warehouse operations, delivery routing, and package identification.

The label configuration settings allow administrators to control:

• the format of the shipping label
• the reference information displayed on the label
• the number of label copies generated
• how labels are generated during shipment creation

These settings allow businesses to adapt label generation to match their warehouse operations and printing workflows.

Label Generation Workflow

Shipping labels are generated as part of the shipment creation process. When an order is sent to the Stream platform, Stream creates the shipment and generates the shipping label.

The typical workflow for label generation is shown below:

flowchart TD

• A [Order Created in Linnworks] –> B [Service Assigned]
• B –> C [Order Sent to Stream]
• C –> D [Shipment Created in Stream]
• D –> E [Shipping Label Generated]
• E –> F [Label Available in Linnworks]

Once the shipment is accepted by Stream, the system generates the shipping label and makes it available in Linnworks for printing.

On-Demand Label Generation

The Stream integration supports on-demand label generation, allowing shipments to be created immediately when a shipping service is assigned to an order.

When a shipping service is applied to an order in Linnworks, the integration can instantly send the order to the Stream platform for shipment creation. This eliminates the need to wait for scheduled synchronization and allows warehouse staff to generate shipping labels immediately.

Once the order is processed successfully by Stream, the integration retrieves the shipment details and updates the order in Linnworks.

This includes:

• shipment confirmation
• tracking number
• generated shipping label

This feature allows warehouse users to process shipments faster and begin dispatch operations without delay.

On-Demand Shipment Workflow

The on-demand shipment process follows this workflow:

flowchart TD

• A [Order Created in Linnworks] –> B [Shipping Service Assigned]
• B –> C [Order Sent Instantly to Stream]
• C –> D [Stream Validates Shipment]
• D –> E [Shipment Created]
• E –> F [Tracking Number Generated]
• F –> G [Tracking Number Synced to Linnworks]
• G –> H [Shipping Label Generated]

This process enables rapid shipment processing directly from the Linnworks interface.

Tracking Number Synchronization

Once a shipment is successfully created in the Stream platform, Stream generates a tracking number.

The integration retrieves the tracking number immediately and updates the corresponding order in Linnworks. This allows warehouse teams and administrators to view shipment tracking information directly within the order record.

Tracking numbers are added automatically once the order is accepted by Stream and do not require manual input.

API Processing Limit

To ensure stable and reliable system performance, the Stream integration applies a processing limit when sending orders for on-demand shipment creation.

Due to API limitations, the integration processes a maximum of:

10 orders per request

This limit helps prevent API overload and reduces the likelihood of request failures when processing multiple shipments simultaneously.

If more than 10 orders are selected for shipment processing, they will be processed in batches to maintain reliability and system stability.

Label Reference Type

The Label Reference Type setting determines which identifier is displayed on the shipping label.

This reference allows warehouse staff to quickly identify shipments during picking, packing, and dispatch.

Example reference:

Linnworks Order ID

Using the Linnworks order ID ensures that the label corresponds directly to the order record within the Linnworks system.

Label Format

The Label Format setting determines the layout and structure of the generated shipping label.

Different formats may be used depending on the type of printer used in the warehouse or the courier’s label requirements.

Available Label Formats

• Label Format Description
• Default (4×6 with QR & Barcode) Standard shipping label including QR code and barcode
• Portrait without QR Vertical label layout without a QR code
• Portrait Standard Standard portrait label layout
• Compact (100x50mm without QR) Smaller label format designed for compact printers

The default 4×6 format is commonly used because it is compatible with most warehouse label printers.

Screenshot – Label Configuration

Number of Labels

The Number of Labels option controls how many copies of the shipping label are generated for each shipment.

Available options include:

1. label copy
2. label copies
3. label copies
4. label copies
5. label copies

Generating multiple label copies can be useful in warehouse environments where additional labels are required for operational processes.

Common Use Cases

Multiple labels are often used for:

• packaging identification
• internal warehouse tracking
• courier documentation
• shipment verification

For example, one label may be attached to the package while another is used for warehouse record keeping.

Label Printing Process

Once the shipment has been successfully created and labels are generated, users can print the labels directly from Linnworks.

The label printing process typically follows these steps:

1. A shipping service is assigned to an order.
2. The order is sent to the Stream platform.
3. Stream validates the shipment request.
4. The shipment is created.
5. Stream generates the shipping label.
6. The label becomes available in Linnworks.
7. The warehouse team prints the label and attaches it to the package.

This automated workflow ensures that shipping labels are generated consistently and reduces manual processing steps.

Best Practices for Label Configuration

To ensure efficient warehouse operations, administrators should follow these recommended practices when configuring label settings.

Use a Standard Label Format

Most warehouse environments use the 4×6 label format, as it is compatible with standard shipping label printers.

Verify Printer Compatibility

Before selecting a label format, ensure that the selected format is supported by the warehouse printers.

Configure Appropriate Label Quantity

Choose the number of labels based on warehouse workflow requirements. If multiple labels are required for internal tracking or packaging operations, configure the appropriate number of label copies.

Summary

The Label Configuration module controls how shipping labels are generated when orders are processed through the Stream integration.

Through label format selection, reference configuration, label quantity settings, and on-demand shipment processing, the integration ensures that shipping labels are generated efficiently and consistently.

The ability to generate labels immediately after assigning a shipping service allows warehouse teams to process shipments quickly while maintaining accurate tracking and shipment records within Linnworks.

Module 6 — Order Synchronization

This module explains how orders move between Linnworks and Stream, including:

• how orders are sent
• how synchronization works
• how dispatch updates return
• how the lookback period works
• how identifiers are applied during sync

Introduction

The Order Synchronization module controls how orders are retrieved from Linnworks and transmitted to the Stream platform for shipment processing.

Order synchronization is a core component of the Stream 3.0 integration, as it ensures that shipment data is consistently exchanged between Linnworks and Stream.

Through synchronization settings, administrators can control:

• when orders are retrieved from Linnworks
• when orders are sent to Stream
• how shipment updates are returned to Linnworks
• how historical orders are included in synchronization

Proper configuration of order synchronization ensures that orders are processed efficiently and that shipment data remains consistent between both systems.

Order Synchronization Overview

The integration continuously monitors Linnworks for orders that are ready to be processed for shipment.

When an eligible order is identified, the integration sends the order information to the Stream platform for shipment creation.

The basic synchronization workflow is illustrated below:

flowchart TD

• A [Order Created in Linnworks] –> B [Service Assigned]
• B –> C [Order Eligible for Synchronization]
• C –> D [Order Sent to Stream]
• D –> E [Shipment Created]
• E –> F [Tracking Number Generated]
• F –> G [Tracking Synced to Linnworks]

This process ensures that orders created in Linnworks can be quickly converted into shipments within the Stream platform.

Enable Order Synchronization

The Enable Order Synchronization setting determines whether the integration will retrieve orders from Linnworks.

When this option is enabled:

• the integration monitors Linnworks for orders that meet the shipment criteria
• eligible orders can be sent to the Stream platform for shipment creation

If this setting is disabled, orders will not be automatically synchronized with Stream.

Enable Dispatch Synchronization

The Enable Dispatch Synchronization setting controls whether shipment updates from Stream are synchronized back to Linnworks.

When enabled, the integration retrieves shipment updates such as:

• shipment confirmation
• tracking number generation
• delivery run assignment
• shipment status updates

These updates ensure that Linnworks reflects the latest shipment status information from the Stream platform.

Order Lookback Days

The Order Lookback Days setting determines how far back the integration will search for orders when retrieving orders from Linnworks.

This is particularly useful when:

• the integration is newly installed
• orders were created before synchronization was enabled
• administrators need to reprocess recent orders

Example configuration:

7 days

With this configuration, the integration will retrieve orders created within the past seven days when checking for eligible shipments.

Synchronization Eligibility

Not all orders are automatically eligible for shipment processing.

For an order to be synchronized with the Stream platform, it must meet certain conditions.

Order Requirements

An order must typically include:

• a valid shipping address
• a configured shipping service
• required shipment data fields

Orders that do not meet these requirements may fail validation when sent to Stream.

Validation Handling

Before creating a shipment, the Stream platform validates the order information.

If validation fails, the integration will apply the Error from Stream identifier to the order in Linnworks.

Additionally, a note will be added to the order explaining the validation error returned by the Stream platform.

Example validation issues may include:

• missing address fields
• invalid postal codes
• incorrect service configuration

These validation notes help administrators quickly identify and resolve shipment issues.

Successful Order Synchronization

When an order is successfully synchronized with the Stream platform, the integration applies the Sent to Stream identifier to the order.

This identifier indicates that:

• the order has been transmitted successfully
• the shipment creation process has been initiated

This allows warehouse teams and administrators to quickly identify orders that have already been processed.

Shipment Update Synchronization

Once the shipment has been created in Stream, the platform begins returning shipment updates to the integration.

These updates include:

• tracking number generation
• delivery run assignment
• sequence number assignment
• delivery status updates

The integration applies the appropriate identifiers in Linnworks and updates the order with the latest shipment information.

Tracking Number Synchronization

When a shipment is accepted by the Stream platform, a tracking number is generated.

The integration retrieves this tracking number and updates the corresponding order in Linnworks.

This ensures that shipment tracking information becomes available immediately after shipment creation.

Best Practices for Order Synchronization

To ensure reliable order processing, administrators should follow these best practices:

Assign Services Before Synchronization

Orders must have a valid shipping service assigned before they can be sent to Stream.

Monitor Validation Errors

If an order receives the Error from Stream identifier, review the order notes to identify the validation issue.

Configure Lookback Period Carefully

Choose an appropriate lookback period to avoid retrieving unnecessary historical orders.

Enable Dispatch Synchronization

Enabling dispatch synchronization ensures that shipment updates are reflected in Linnworks in real time.

Summary

The Order Synchronization module ensures that orders created in Linnworks are transmitted to the Stream platform for shipment creation and delivery processing.

By controlling order retrieval, shipment updates, and synchronization settings, the integration ensures that shipment data remains accurate and consistent across both systems.

Proper synchronization configuration enables efficient order processing while maintaining complete visibility of shipment status within Linnworks.

Module 7 — Identifiers & Order Status Mapping

Introduction

The Stream 3.0 integration uses Linnworks Order Identifiers to track the status of orders as they move through the shipment lifecycle.

Identifiers allow warehouse teams, support staff, and administrators to quickly determine the processing status of an order without needing to check the Stream platform directly.

These identifiers provide visibility into key shipment events such as:

• successful order submission
• shipment validation errors
• delivery run assignment
• delivery scheduling
• sequence positioning

By using identifiers, users can easily monitor order progress and identify issues that may require attention.

Automatic Identifier Creation

During installation of the Stream integration, the system automatically creates all required identifiers in Linnworks.

Important note:

Identifiers are automatically created when the integration is installed.
Users do NOT need to create identifiers manually.

These identifiers are used internally by the integration to update order status throughout the shipment lifecycle.

Identifier Categories

The Stream integration uses several types of identifiers to represent different shipment states and delivery planning information.

The main identifier categories include:

• Synchronization identifiers
• Run identifiers
• Day identifiers
• Sequence identifiers

Each identifier category serves a specific purpose within the shipment workflow.

Synchronization Identifiers

Synchronization identifiers indicate whether an order has been successfully processed or if an error occurred during shipment creation.

Sent to Stream

The Sent to Stream identifier is applied when an order is successfully transmitted from Linnworks to the Stream platform.

When this identifier appears on an order, it indicates that:

• the order has been successfully synchronized
• Stream has received the shipment request
• shipment processing has begun

This identifier confirms that the order has entered the shipment workflow.

Error from Stream

The Error from Stream identifier is applied when an order fails validation during shipment creation.

If Stream detects an issue with the order data, the integration will:

1. Apply the Error from Stream identifier to the order
2. Add a note to the order describing the validation issue

Common validation errors may include:

• missing or invalid shipping address
• incorrect postal code
• invalid service configuration
• missing shipment data

These notes help administrators quickly diagnose and resolve shipment issues.

Run Identifiers

Run identifiers represent delivery routes created in the Stream platform.

A run is a collection of shipments that will be delivered together as part of a specific delivery route.

Run identifiers follow a strict naming syntax.

Required format:

RUN (number)

Examples:

RUN 01
RUN 02
RUN 03

When a shipment is assigned to a run in Stream, the integration retrieves the run information and applies the corresponding identifier to the order in Linnworks.

This allows users to easily identify which delivery run the order belongs to.

Run Identifier Limit

The integration supports a maximum of:

20 run identifiers

This allows the system to track multiple delivery routes within Linnworks.

Day Identifier

The Day identifier represents the scheduled delivery or collection day for the shipment.

Once a shipment is assigned to a delivery run in Stream, the integration retrieves the delivery day information and updates the corresponding order in Linnworks.

This identifier helps warehouse and logistics teams determine when the shipment is expected to be delivered or collected.

Sequence Identifier

The Sequence identifier represents the order in which shipments will be delivered within a specific delivery run.

For example, if multiple shipments are assigned to the same run, the sequence number determines the delivery position.

Example sequence identifiers:

SEQ 01
SEQ 02
SEQ 03

This information allows logistics teams to see the delivery order within the route.

Sequence Identifier Limit

The Stream integration supports up to:

20 sequence identifiers

Sequence identifiers may be applied when the sequence configuration option is enabled in the integration settings.

Identifier Workflow

The following diagram illustrates how identifiers are applied during the shipment lifecycle.

flowchart TD

• A [Order Created in Linnworks] –> B [Service Assigned]
• B –> C [Order Sent to Stream]
• C –> D {Validation Successful?}
• D –>|Yes| E [Sent to Stream Identifier]
• D –>|No| F [Error from Stream Identifier]
• E –> G [Shipment Created]
• G –> H [Tracking Generated]
• H –> I [Run Assigned]
• I –> J [Run Identifier Applied]
• J –> K [Day Identifier Applied]
• K –> L [Sequence Identifier Applied]

This process ensures that Linnworks always reflects the current shipment status based on the latest information received from the Stream platform.

Benefits of Using Identifiers

The identifier system provides several operational advantages.

Clear Shipment Status Visibility

Warehouse teams can quickly see whether an order has been sent to Stream or if it encountered an error.

Simplified Delivery Planning

Run and sequence identifiers provide insight into delivery routes and shipment order.

Faster Issue Resolution

When validation errors occur, order notes provide clear information about the issue, allowing administrators to resolve problems quickly.

Best Practices

To ensure effective use of identifiers, administrators should follow these recommendations:

• Do not manually modify integration identifiers
• Monitor orders with the Error from Stream identifier regularly
• Ensure run descriptions follow the required syntax
• Verify that sequence identifiers are enabled if delivery order tracking is required

Summary

The identifier system is a critical component of the Stream integration. It provides clear visibility into shipment processing and delivery planning by applying identifiers directly to Linnworks orders.

By using synchronization identifiers, run identifiers, day identifiers, and sequence identifiers, the integration ensures that users can easily track order status throughout the shipment lifecycle.

Module 8 — Run, Day & Sequence Configuration

Introduction

The Run, Day, and Sequence configuration defines how delivery planning information from the Stream platform is synchronized back to Linnworks.

These identifiers allow Linnworks users to see how shipments are organized for delivery once they have been processed by Stream.

This module explains how the integration retrieves delivery planning information from Stream and applies it to orders in Linnworks using identifiers.

The identifiers covered in this module include:

• Run Identifier
• Day Identifier
• Sequence Identifier

Together, these identifiers provide visibility into the delivery routing and scheduling process managed by the Stream platform.

Delivery Planning in Stream

Once shipments are successfully created in the Stream platform, they may be assigned to delivery runs.

A delivery run represents a planned delivery route used by the logistics team to organize shipments that will be delivered together.

Each run contains:

• a run identifier
• a scheduled delivery day
• sequence positions for shipments

When these assignments occur in Stream, the integration retrieves this information and updates the corresponding order in Linnworks.

Run Identifier

What is a Run

A Run represents a delivery route or delivery batch created within the Stream platform.

Shipments assigned to the same run are grouped together and delivered as part of the same route.

When an order is assigned to a run in Stream, the integration retrieves the run information and applies a corresponding Run identifier to the order in Linnworks.

This allows users to easily identify which delivery route an order belongs to.

Run Description Format

For the integration to correctly recognize run identifiers, the run description created in Stream must follow a specific syntax.

Required format:

RUN (number)

Examples:

RUN 01
RUN 02
RUN 03

The integration reads the run description and applies the corresponding identifier to the order in Linnworks.

Run Identifier Limit

The integration supports a maximum of:

20 run identifiers

This allows the system to track up to twenty delivery routes simultaneously within Linnworks.

If additional runs are created beyond this limit, they may not be recognized by the integration.

Day Identifier

The Day identifier represents the scheduled delivery or collection day for a shipment.

When a shipment is assigned to a delivery run in Stream, the integration retrieves the delivery schedule information and applies a corresponding day identifier to the order in Linnworks.

This identifier allows warehouse and logistics teams to quickly determine the expected delivery day for each order.

The day identifier provides important visibility into delivery scheduling and helps coordinate dispatch planning.

Sequence Identifier

The Sequence identifier represents the delivery position of a shipment within a specific run.

When multiple shipments are included in the same delivery run, the sequence number determines the order in which deliveries will occur.

Example sequence identifiers:

SEQ 01
SEQ 02
SEQ 03

If a shipment is assigned sequence number 01, it will be delivered before shipments with sequence numbers 02 or 03.

This information is synchronized from Stream and applied to the Linnworks order.

Sequence Identifier Limit

The integration supports up to:

20 sequence identifiers

This allows delivery routes to contain up to twenty sequence positions that can be synchronized back to Linnworks.

Sequence Identifier Configuration

Sequence identifiers are optional and are controlled through the integration configuration settings.

If the sequence feature is enabled, the integration retrieves sequence information from the Stream platform and applies the appropriate identifier to the order.

If the feature is disabled, sequence identifiers will not be applied to orders.

This allows administrators to choose whether sequence information should be visible in Linnworks.

Run, Day & Sequence Workflow

The following diagram illustrates how run, day, and sequence identifiers are applied during the shipment lifecycle.

flowchart TD

• A [Order Sent to Stream] –> B [Shipment Created]
• B –> C [Shipment Assigned to Run]
• C –> D [Run Identifier Applied]
• D –> E [Delivery Day Retrieved]
• E –> F [Day Identifier Applied]
• F –> G [Sequence Assigned]
• G –> H [Sequence Identifier Applied]

This process ensures that Linnworks reflects the latest delivery planning information generated by the Stream platform.

Benefits of Run and Sequence Synchronization

Synchronizing run and sequence information provides several operational benefits.

Delivery Planning Visibility

Warehouse and dispatch teams can easily see which run a shipment belongs to and when it is scheduled for delivery.

Improved Route Coordination

Sequence identifiers allow teams to understand the order of deliveries within a run.

This helps ensure that shipments are loaded and dispatched according to the planned delivery route.

Reduced Operational Confusion

By displaying run, day, and sequence identifiers directly in Linnworks, the integration eliminates the need to manually cross-check delivery plans in the Stream platform.

Best Practices

To ensure proper operation of run and sequence synchronization, administrators should follow these best practices:

• Ensure run descriptions follow the required RUN (number) syntax
• Avoid modifying run identifiers manually in Linnworks
• Verify that sequence identifiers are enabled if delivery order visibility is required
• Monitor delivery run assignments within the Stream platform

Following these practices ensures that delivery planning information is synchronized accurately between Stream and Linnworks.

Summary

The Run, Day, and Sequence configuration module provides visibility into the delivery planning process managed by the Stream platform.

By synchronizing run identifiers, delivery days, and sequence positions back to Linnworks, the integration allows users to track how shipments are organized for delivery without leaving the Linnworks environment.

This improves coordination between warehouse teams and delivery operations while maintaining consistent shipment information across both systems.

Module 9 — Tracking & Shipment Updates

Introduction

The Tracking and Shipment Updates module describes how shipment information generated in the Stream platform is synchronized back to Linnworks.

Once an order is successfully sent to Stream and a shipment is created, Stream begins generating shipment information such as:

• tracking numbers
• shipment confirmation
• delivery status updates
• delivery completion status

The Stream 3.0 integration retrieves this information and updates the corresponding order in Linnworks.

This ensures that order records inside Linnworks always reflect the most up-to-date shipment information.

Shipment Creation in Stream

When an order is successfully transmitted to the Stream platform, Stream processes the shipment request and performs the following steps:

1. Validates shipment data
2. Creates the shipment
3. Assigns the shipment to a depot and delivery method
4. Generates shipment tracking information

Once the shipment is created, the integration retrieves the shipment details and updates the order in Linnworks.

Tracking Number Generation

A tracking number is generated by the Stream platform when a shipment is successfully created.

Once the shipment is accepted by Stream, the integration retrieves the tracking number and automatically updates the order in Linnworks.

This tracking number becomes visible within the order record and can be used for shipment monitoring and customer communication.

Tracking Number Workflow

The tracking synchronization process follows this sequence:

flowchart TD

• A [Order Sent to Stream] –> B [Stream Validates Shipment]
• B –> C [Shipment Created]
• C –> D [Tracking Number Generated]
• D –> E [Tracking Number Synced to Linnworks]
• E –> F [Tracking Visible on Order]

This automated process ensures that shipment tracking information is available immediately after the shipment is confirmed.

Automatic Order Updates

Once Stream generates shipment updates, the integration synchronizes these updates back to Linnworks.

Shipment updates that may be synchronized include:

• tracking number generation
• delivery run assignment
• delivery day assignment
• sequence updates
• delivery completion

These updates allow Linnworks users to monitor shipment progress without needing to access the Stream platform.

Webhook Configuration

The Stream integration supports webhook-based updates for shipment status changes.

Webhooks allow Stream to notify the integration when shipment events occur.

This ensures that shipment updates are reflected in Linnworks as soon as they occur.

Webhook updates may include:

• shipment created
• shipment assigned to run
• shipment delivered

This real-time communication improves synchronization accuracy and reduces the need for manual status checks.

Mark Order as Processed on Delivered

The integration includes an option that automatically updates the order status when a shipment is delivered.

Option

Mark Order as Processed on Delivered

When this option is enabled:

• Linnworks automatically marks the order as Processed once the shipment status is updated to Delivered in the Stream platform.

This allows shipment completion to automatically update order status within Linnworks.

Delivery Status Workflow

The delivery update process typically follows this workflow:

flowchart TD

• A [Shipment Created] –> B [Shipment Assigned to Run]
• B –> C [Shipment Dispatched]
• C –> D [Shipment Delivered]
• D –> E [Delivery Status Sent to Integration]
• E –> F [Order Updated in Linnworks]
• F –> G [Order Marked as Processed]

This ensures that Linnworks accurately reflects the final delivery state of each shipment.

Benefits of Shipment Update Synchronization

Synchronizing shipment updates provides several operational benefits.

Real-Time Tracking Visibility

Users can see tracking numbers and shipment status updates directly in Linnworks.

Automated Order Status Updates

Orders can be automatically marked as processed once delivery is confirmed.

Reduced Manual Monitoring

Warehouse and logistics teams do not need to manually check the Stream platform for shipment updates.

Best Practices

To ensure accurate shipment update synchronization, administrators should follow these recommended practices:

• Enable webhook updates where possible
• Verify that API connectivity between Linnworks and Stream is functioning correctly
• Ensure tracking numbers are retrieved successfully after shipment creation
• Monitor shipment updates to ensure order statuses are synchronized properly

Summary

The Tracking and Shipment Updates module ensures that shipment information generated in the Stream platform is automatically synchronized back to Linnworks.

By retrieving tracking numbers, delivery updates, and shipment status changes, the integration keeps Linnworks order records up to date with the latest shipping information.

This synchronization provides warehouse teams, administrators, and support teams with complete visibility into the shipment lifecycle.

Module 10 — Troubleshooting & Operational Guide

Introduction

The Troubleshooting and Operational Guide provides guidance on identifying and resolving common issues that may occur when using the Stream 3.0 integration with Linnworks.

While the integration is designed to operate automatically, issues may occur due to:

• incorrect configuration
• invalid shipment data
• API communication issues
• service configuration problems
• shipment validation failures

This module helps administrators and support teams diagnose and resolve these issues quickly.

Common Integration Issues

Below are the most common issues users may encounter while using the Stream integration.

Order Not Sent to Stream

Symptoms

An order remains in Linnworks but is not sent to the Stream platform.

Possible Causes

• No shipping service assigned to the order
• Order synchronization disabled
• Invalid order data
• Order outside the lookback period
• Missing required address fields

Resolution Steps

1. Verify that a shipping service is assigned to the order
2. Ensure order synchronization is enabled
3. Confirm that the order contains a valid shipping address
4. Check the Order Lookback Days configuration
5. Retry sending the order

Error from Stream Identifier

Symptoms

The order receives the Error from Stream identifier.

Cause

This identifier is applied when the Stream platform rejects a shipment request due to validation errors.

The integration automatically adds a note to the order describing the validation issue returned by the Stream platform.

Common validation errors include:

• incomplete shipping address
• invalid postcode
• incorrect depot configuration
• missing shipment data

Resolution Steps

1. Open the order in Linnworks
2. Review the order notes for the validation error message
3. Correct the issue identified in the error note
4. Resend the order to Stream

Tracking Number Missing

Symptoms

The order has been sent to Stream but does not display a tracking number.

Possible Causes

• shipment creation failed
• Stream API communication delay
• shipment not yet accepted by Stream
• API response timeout

Resolution Steps

1. Confirm that the order has the Sent to Stream identifier
2. Verify that shipment creation was successful in Stream
3. Wait for synchronization to complete
4. Retry retrieving shipment updates if necessary

Shipment Validation Failure

Symptoms

Shipment creation fails and the order receives the Error from Stream identifier.

Common Validation Issues

Validation errors often occur due to incorrect shipment data.

Examples include:

• missing address line
• missing postcode
• unsupported delivery method
• invalid depot mapping

Resolution Steps

1. Review the order information in Linnworks
2. Verify that all required shipment fields are present
3. Confirm that the shipping service is mapped to the correct depot and delivery method
4. Resend the order after corrections

Service Configuration Issues

Symptoms

Orders fail to create shipments even though they have a service assigned.

Possible Causes

• service mapped to incorrect depot
• service mapped to incorrect delivery method
• Stream depot not configured properly

Resolution Steps

1. Review the service configuration in Linnworks
2. Verify that the correct Stream depot is selected
3. Verify that the correct delivery method is selected
4. Update the service configuration if necessary

API Processing Limit Reached

Symptoms

Bulk shipment processing fails or some orders are not processed.

Cause

The Stream API has a processing limitation for shipment creation.

The integration processes a maximum of:

10 orders per request

This limit is applied to ensure stable communication with the Stream platform.

Resolution

If more than 10 orders are processed at once, the integration automatically handles them in batches.

For best results:

• process shipments in batches of 10 or fewer orders

Run Identifier Not Applied

Symptoms

An order does not display a run identifier in Linnworks.

Possible Causes

• run description in Stream does not follow the required syntax
• run assignment has not yet occurred
• synchronization delay

Required Syntax

Run descriptions must follow this format:

RUN (number)

Example:

RUN 01
RUN 02

If the run description does not follow this format, the integration cannot recognize the run identifier.

Sequence Identifier Not Applied

Symptoms

Orders assigned to a run do not display a sequence identifier.

Possible Causes

• sequence identifiers disabled in integration configuration
• sequence assignment not yet performed in Stream

Resolution

1. Verify that sequence identifiers are enabled in the integration settings
2. Confirm that sequence positions have been assigned in the Stream platform

Webhook Update Issues

Symptoms

Shipment updates are delayed or not reflected in Linnworks.

Possible Causes

• webhook configuration disabled
• API communication issue
• temporary synchronization delay

Resolution Steps

1. Verify that webhook configuration is enabled
2. Confirm API connectivity between Stream and Linnworks
3. Wait for synchronization cycle to complete

Operational Monitoring

Administrators should regularly monitor the following to ensure the integration operates correctly:

• orders with Error from Stream identifier
• orders without tracking numbers
• service configuration updates
• shipment synchronization status

Regular monitoring helps detect and resolve operational issues early.

Best Practices

To maintain a stable and reliable integration environment, administrators should follow these best practices:

Validate Order Data

Ensure all orders contain complete shipping information before shipment processing.

Maintain Correct Service Configuration

Verify that services are correctly mapped to Stream depots and delivery methods.

Follow Run Naming Standards

Ensure delivery runs use the required RUN (number) format.

Monitor Synchronization

Regularly review orders that contain error identifiers to detect integration issues quickly.

Summary

The troubleshooting module provides administrators and support teams with the tools needed to diagnose and resolve common issues encountered when using the Stream integration.

By understanding how shipment validation, synchronization, and service configuration operate, users can quickly identify the root cause of issues and restore normal operation.

Module 11 — FAQ & Operational Best Practices

Introduction

The FAQ and Operational Best Practices module provides answers to frequently asked questions about the Stream 3.0 integration with Linnworks.

Frequently Asked Questions

1. Do I need to manually create identifiers in Linnworks?

No.

All identifiers required by the Stream integration are automatically created during installation of the application.

These identifiers include:

• Sent to Stream
• Error from Stream
• Run identifiers
• Day identifiers
• Sequence identifiers

Users should not manually create or modify these identifiers.

2. When is the tracking number added to the order?

The tracking number is added to the order after the shipment is successfully accepted by the Stream platform.

The process is as follows:

1. Order is sent to Stream
2. Shipment is created in Stream
3. Tracking number is generated
4. Tracking number is synchronized back to Linnworks

Once this occurs, the tracking number becomes visible within the Linnworks order.

3. Can labels be generated immediately after assigning a shipping service?

Yes.

The integration supports on-demand label generation.

When a shipping service is assigned to an order, the integration can immediately send the order to Stream for shipment creation.

Once the shipment is created:

• shipment details are retrieved
• tracking number is returned
• shipping label becomes available

This allows warehouse teams to generate shipping labels immediately without waiting for scheduled synchronization.

4. Is there a limit on how many orders can be processed at once?

Yes.

Due to Stream API limitations, the integration processes a maximum of:

10 orders per request

This limit ensures stable API communication and reduces the risk of request failures.

If more than 10 orders are processed simultaneously, the integration will handle them in batches.

5. How are delivery runs identified in Linnworks?

Delivery runs are identified using Run identifiers.

The run description created in the Stream platform must follow this format:

RUN (number)

Example:

RUN 01
RUN 02
RUN 03

When a shipment is assigned to a run in Stream, the corresponding run identifier is applied to the order in Linnworks.

6. How many run identifiers are supported?

The integration supports up to:

20 run identifiers

This allows the system to track up to twenty delivery routes within Linnworks.

7. What are sequence identifiers?

Sequence identifiers represent the delivery order of shipments within a run.

Example sequence identifiers:

SEQ 01
SEQ 02
SEQ 03

These identifiers help logistics teams understand the delivery order within a specific route.

The integration supports up to:

20 sequence identifiers

8. Why does an order receive the “Error from Stream” identifier?

The Error from Stream identifier appears when the Stream platform rejects a shipment request due to validation issues.

When this occurs:

• the identifier is applied to the order
• a note is added explaining the validation issue

Users should review the order notes to identify and correct the problem before resending the order.

9. What happens when a shipment is delivered?

If the Mark Order as Processed on Delivered option is enabled:

• the integration automatically updates the order status in Linnworks
• the order will be marked as Processed once Stream reports the shipment as delivered

This ensures that shipment completion is reflected in Linnworks automatically.

Operational Best Practices

Following best practices helps ensure that the Stream integration operates reliably and efficiently.

Maintain Accurate Service Configuration

Ensure that each shipping service is correctly mapped to:

• the appropriate Stream depot
• the correct delivery method

Incorrect service configuration can lead to shipment validation errors.

Validate Order Data Before Sending

Orders should contain complete and accurate shipping information before being sent to Stream.

Required information typically includes:

• full shipping address
• postcode
• service assignment

Incomplete data may cause shipment validation failures.

Use Consistent Run Naming

When creating delivery runs in Stream, ensure that the run description follows the required syntax:

RUN (number)

Example:

RUN 01
RUN 02

Incorrect run naming may prevent the integration from recognizing the run identifier.

Monitor Error Identifiers

Orders marked with the Error from Stream identifier should be reviewed regularly.

The error note added to the order will provide information about the validation issue.

Correcting these issues promptly helps prevent shipment delays.

Process Orders in Small Batches

Although the integration automatically manages API limits, it is recommended to process shipments in batches of 10 or fewer orders when generating labels on demand.

This ensures reliable shipment processing and reduces the risk of API errors.

Enable Shipment Status Updates

Enable webhook synchronization or dispatch updates to ensure that shipment status changes are reflected in Linnworks as soon as they occur.

This ensures that tracking information and delivery updates remain accurate.

Summary

The FAQ and Best Practices module provides guidance for using the Stream integration effectively and resolving common operational questions.

By following recommended practices and understanding how key features such as identifiers, label generation, and shipment synchronization work, users can ensure smooth operation of the integration and maintain efficient shipment workflows.

HYPER LINNWORKS CRM is integrated with Linn works to enable centralized management of products, inventory, warehouses, pricing, and order synchronization. 

This integration ensures seamless data flow between the CRM system and Linn works, allowing businesses to maintain accurate stock levels, structured product categorization, and controlled warehouse-level operations. 

The objective of this integration is to: 

• Synchronize products from Linn works into CRM 
• Maintain real-time inventory visibility 
• Map and manage multiple warehouses 
• Apply pricing rules through pricelists 
• Ensure accurate stock deduction at warehouse level 
• Synchronize Orders from Linn works into CRM 

1. System Installation Overview 

Hyper Linnworks CRM can be installed and configured directly from the Application Store inside your Linn works.

During installation, the system prepares all modules such as Sales, POS, CRM, Inventory, and Dashboards.  

The setup process takes 5–10 minutes, and the platform guides you through each step.   

Step 2. Click “Start Setup” 

 A blue button appears:  

🔵 Start Setup 

Clicking this will launch the installation process.  

The system now begins configuring:  

• POS  
• Dashboard  
• Sales Module  
• CRM  
• Inventory Module  
• Logistics & Metrics  
• User Access  
• Base system dependencies 

Step 3 – Monitor Setup Progress 

You will see a loading bar with status:  

100% – Setup Complete! Please reload it.  

Important notes from the screen:  

• Do NOT refresh the page during the setup.  
•  Refresh only when the progress reaches 100%  
• The screen confirms successful installation.  

After full progress:  

A green message appears:  

“Setup Complete ! Please reload.” 

Step 4 – Reload the Page 

Once the setup finishes:  

• Hit browser refresh  
• Or click the system reload button  

This loads the fully activated CRM system.  

After reloading, you see the Rishvi CRM dashboard with:  

• Sales orders count  
• Revenue  
• Average order value  
• Monthly sales graph  
• Top sales orders  
• Quotations overview  

This means Hyper Linnworks CRM has been installed successfully and is now operational. 

Logging Into the System  

If you are logged out after installation, a login screen appears:  

• Email  
• Password  
• Login button  

You must enter your administrator’s login details to proceed.  

Additional options:  

• Choose a user  
• Reset password  

Post-Installation Setup Recommendations  

After installation, you should configure:  

🔹 1. Company Information: Logo, address, tax info.  

🔹2. Products & Categories: Add all items to be sold.

🔹3. Pricelists: Retail / wholesale pricing rules.  

🔹4. Payment Methods: Configure cash, card, bank payments.  

🔹5. Users & Roles: Assign  users and permissions.  

🔹6. Warehouses & Locations: Enable stock tracking.  

Configuring System Parameters 

System parameters are key-value pairs used to control system behavior without modifying the source code. They allow administrators to dynamically configure features, integrations, and business logic. 

What are System Parameters? 

System parameters store configuration values in the format: 

Key = Value 

• Key → A unique identifier for the configuration  
• Value → The setting or data associated with the key 

Accessing System Parameters 

To configure system parameters: 

• Navigate to: 

Settings → Technical → Parameters → System Parameters 

The following system parameters must be configured to enable Hyper Linnworks CRM/POS integration: 

• rishvi_app               : CRM/POS 
• lw_customer_id          : xxxxxx 
• lw_token                 : <your_linnworks_api_token> 
• rishvi_base_app_url   : https://olbdsknit5g6vrtztqq4wlotea0vvtxm.lambda-url.eu-west-2.on.aws 

Ensure all values are correctly configured to avoid integration issues. 

Note 

If you do not have the required values such as lw_token, lw_customer_id, or any other system parameter, please contact the Rishvi Administrator to obtain the necessary credentials and configuration details. 

Ensure all values are correctly set to avoid integration issues. 

Inventory Operations 

Inventory allows you to manage, sync, and update all inventory data between Rishvi and Linn works. It provides tools to import warehouses, categories, product quantities, and bulk inventory in a structured and automated way. 

1. Product Import Section 

1.1 Linn Warehouse Details 

• This section syncs the list of warehouses from Linn works into Rishvi. 
• Clicking “Sync Now” will 
• Fetch all warehouses configured in Linn works 
• Update or create warehouse records in Rishvi 
• Ensure that warehouse IDs are mapped correctly for future operations 

✔ Useful when adding new warehouses or refreshing existing warehouse data. 

1.2 Linn Product Category Details 

• Allows syncing product categories from Linn works to Rishvi. 
• On clicking “Sync Now”: 
• All categories/subcategories from Linn works get imported 
• System maps them to Rishvi product categories 
• Ensures product classification remains consistent on both systems 

✔ Helpful for organizing products before bulk imports. 

2. Add Inventory by Linn SKU 

• This feature lets you manually add or adjust inventory for a specific product using its Linn SKU. 
• Steps: 

1.Enter the Linn SKU in the input box 

2.Click “Add Inventory” 

• The system fetches inventory details for that SKU from Linn works and updates Rishvi. 

✔ Useful for quick corrections or updating a single product without full bulk sync. 

3. Bulk Import Section 

3.1 Refresh Inventory 

This section deals with large-scale inventory synchronization. 

Inventories in Rishvi: 

• Number of product quantity records stored in Rishvi 

Inventories in Linn works : 

• Total Product Quantity records available in Linn Works 
• Clicking “Refresh Inventory” will: 

1. Recalculate counts 
2. Compare inventory differences between both systems

✔ Helpful for monitoring data consistency. 

3.2 Sync My Inventory (Bulk Sync) 

This section is designed for multi-page dynamic inventory imports. 

• Start Page & End Page 
• Define how many pages to fetch from Linn works. 
• Example: Pages 1 to 20 (each page = 30 products) 
• System calculates: 

1. Total pages
2. Maximum number of products to sync (e.g., up to 600) 

• Clicking “Sync All Inventory” will: 

1. Fetch inventory in batches 
2. Update all product quantities in Rishvi 
3. Ensure both systems stay fully synchronized 

✔ Best for first-time setup or full system refresh. 

4.On- Hand Quantity 

On hand quantity represents the current Physical Inventory available for a product in your warehouse. It’s the real time count of items physically present and available for sale or 

Use. 

5.Pricelists 

The Pricelists menu allows you to manage product selling prices that come from Linn works or are maintained in Rishvi. It ensures that the correct pricing is applied during order creation, product syncing, and customer billing. 

Purpose of the Pricelists Menu 

Pricelists help businesses maintain flexible pricing rules for products. 
Here we ensure that: 

• Product prices coming from Linn works are synced properly 
• Rishvi and Linn works always reflect the same selling price 
• Future orders use accurate pricing 
• Special prices or custom pricing rules are applied correctly 

Inside Rishvi, you can also manually: 

• Create new pricelists 
• Set pricing rules 
• Define discounts or markups 
• Assign currencies 
• Limit the pricelist to a specific customer or customer group 

Useful when your business needs separate pricing structures. 

Automated Inventory Sync (Cron Job) 

The system includes a scheduled cron job that automatically synchronizes inventory updates from Linn works. This job fetches stock changes and quantity updates from the last 2 days, ensuring that inventory levels remain accurate and up to date. 

The cron job runs automatically every 1 hour, maintaining stock consistency between systems without requiring manual intervention. The interface also displays the Next Execution Time, so users can see when the next automatic inventory sync is scheduled. 

Additionally, a Manual Sync option is available, allowing users to trigger the inventory synchronization instantly whenever immediate stock updates are required. 

ORDER MANAGEMENT 

The Order Management Dashboard in Hyper Linn works CRM provides a centralized interface to manage orders between Linn works and Rishvi. It supports both single order operations and bulk order processing, making it efficient for daily synchronization, testing, and monitoring order flow.  

Prerequisites / Initial Configuration 

Before using the Order Management Dashboard, ensure the following features are enabled in the system: 

• Pricelists 
  Enable pricelists to correctly map and apply pricing for orders imported from Linnworks.  
• Discounts 
  Enable discounts to ensure any promotional or discounted prices from Linnworks are reflected accurately in Rishvi.  
• Product Variants 
  Enable product variants to handle products with different attributes such as size, color, etc.  

How to Enable 

1. Go to Settings  
2. Navigate to the respective sections:  
3. Sales → Pricelists  
4. Sales → Discounts  
5. Inventory → Product Variants  
6. Enable the required options  
7. Click Save  

•  These configurations are mandatory for proper order synchronization and data consistency. 

Objectives of the Dashboard 

• Import and sync orders from Linn works to Rishvi  
• Track order status across both platforms  
• Import supporting data like shipping services and country details  
• Monitor synced, pending, cancelled, and returned orders  
• Handle both single and bulk order operations. 

Single Order Operations

Import Orders by Order Number 

The Import Orders by Order Number feature enables users to retrieve and process a specific order instantly by entering its Linn works order number. 

This functionality is particularly useful in scenarios such as: 

• Verifying the status of a specific order 
• Reprocessing or synchronizing an individual order 
• Resolving order-related discrepancies 

To use this feature, enter the relevant Linn works order number in the provided field and click on Import. The system will then: 

1. Fetch the corresponding order from Linn works 
2. Process the order based on configured integration rules 
3. Create a new record or update the existing record in Rishvi accordingly 

Import Shipping Services 

The Import Shipping Services button allows users to synchronize shipping service records directly from Linn works into Rishvi. 

When this button is clicked, the system sends an  request to Linn works and retrieves the complete list of configured shipping services. The fetched data is then processed and automatically created inside Rishvi as shipping service records. 

Import Countries 

Syncs country master data (billing/shipping countries) from Linn works, ensuring consistent address mapping and validation.  

Similar Partner Comparison 

The Similar Customers button helps identify and manage duplicate or partially matching customer records within the system. 

When this button is clicked, the system automatically scans and compares customer records based on predefined matching criteria such as name, email address, phone number, company name, or other key identifiers. 

Bulk Order Operations

Sync Open Orders 

The Sync Open Orders feature allows users to import open orders from Linn works into Rishvi  based on a selected page range and a specific warehouse. 

This functionality is especially useful when handling large volumes of orders and when synchronization needs to be controlled in batches. 

🔹 How It Works:

1. Warehouse Selection 
   The user selects the desired warehouse from which open orders need to be fetched. 
   Only orders assigned to the selected warehouse in Linn works will be retrieved. 
2.  Page Range Selection 
   Since Linn works returns orders in paginated format via API, the user can specify: 
3. Start Page 
4. End Page 

The system will fetch orders only within this defined range. 

Sync Processed Orders 

The Sync Processed Orders feature enables users to import processed (completed/fulfilled) orders from Linn works into Rishvi based on a selected date range and warehouse. 

This functionality provides controlled synchronization of historical or completed orders while ensuring warehouse-specific filtering. 

🔹 How It Works:

1. Warehouse Selection 
   The user selects the specific warehouse from which processed orders need to be fetched. 
   Only orders assigned to the selected warehouse in Linn works will be considered. 
2. Date Range Selection 
   The user specifies: 
3. Start Date 
4. End Date 

The system will retrieve only those processed orders whose processed/completed date falls within the selected range. 

Sync Open Orders 

The Sync Open Orders feature allows users to import open (unprocessed/pending) orders from Linn works into Rishvi based on a selected date range and specific warehouse. 

This functionality ensures controlled synchronization of active orders while filtering data according to operational requirements. 

🔹 How It Works 

1. Warehouse Selection 

The user selects the warehouse from which open orders should be fetched. 

Only orders assigned to the selected warehouse in Linn works will be retrieved. This ensures warehouse-specific accuracy in stock and order management. 

2. Date Range Selection 

The user defines: 

• Start Date 
• End Date 

The system will fetch only those open orders whose order date falls within the selected date range. 

This allows partial syncing instead of importing all open orders at once. 

Refresh Orders 

The Refresh Orders feature retrieves and display the total number of orders from both Rishvi and Linn works based on selected warehouse and order statuses. 

This feature is designed to provide a quick statistical overview of orders in each system without performing a comparison or reconciliation. 

The system displays the total count of orders in Rishvi based on: 

• Quotation 
• Cancelled 
• Sale Order (Confirmed Orders) 

The system displays the total count of orders in Linn works based on: 

• Paid 
• Unpaid 
• Processed 

🔹 Warehouse-Based Filtering 

Before refreshing, the user selects a specific warehouse. 

Only orders associated with the selected warehouse are considered in: 

• Rishvi 
• Linn works 

This ensures that the displayed data is warehouse-specific and operationally accurate. 

Create and Sync Order with Linn works 

When a new order is created in CRM and confirmed as a Sale Order, the system generates a Sync with Linn works button. This button becomes available only after confirmation, ensuring that only finalized orders are pushed to Linn works. 

Once the user clicks Sync with Linn works, the order details are sent to Linn works via API, and a Linn works Order Number is generated. This Linn works Order Number is stored in the order record, allowing the user to directly search and verify the order inside Linn works using that reference number. This ensures smooth traceability between both systems 

Quick Sale Feature 

The Quick Sale feature allows automatic creation of delivery and invoice when confirming a sales order. When the Quick Sale toggle is enabled, the system streamlines the sales process by reducing manual steps. 

Once the user clicks Confirm, the system automatically generates the Delivery Order and creates the Invoice instantly. This eliminates the need to manually validate delivery or create the invoice separately, making the sales workflow faster and more efficient. 

Automated Order Sync (Cron Job) 

The system includes a scheduled cron job that automatically synchronizes order updates from Linn works. This job fetches and updates all orders modified within the last 2 days, ensuring that recent changes such as status updates, payments, or processing updates are reflected accurately in the system. 

The cron job runs automatically every 1 hour, keeping both platforms up to date without manual intervention. The interface also displays the Next Execution Time, allowing users to see when the next automatic sync will occur. 

Additionally, users are provided with a Manual Sync option. This allows the synchronization process to be triggered instantly, without waiting for the next scheduled execution. This is especially useful when immediate updates are required. 

HYPER LINNWORKS CRM Special Case Scenarios & System Behavior 

The following points describe important system behaviors and constraints when working with the Linnworks–Hyper CRM integration. These should be clearly understood to avoid inconsistencies in order and inventory management. 

1. Order Payment Requirement 

• Orders must be marked as paid in Linnworks before processing.  
• Unpaid orders should not be processed, as this may lead to synchronization or workflow inconsistencies.  

2. Inventory Source of Truth 

• Linnworks is the single source of truth for inventory.  
• Inventory updates should always originate from Linnworks.  
• Rishvi Inventory reflects stock levels based on synchronization and should not be relied upon for inventory accuracy.  

3. Negative Stock Handling 

• Hyper Linnworks CRM allows negative stock, meaning stock levels can go below zero.  
• Linnworks does not allow negative stock.  
• This difference may lead to mismatches if stock is not managed carefully, especially when processing orders.  

4. Order Sync & Processing Workflow (Critical Scenario) 

This is an important edge case in the integration flow: 

• Orders must first be in “Open” status and synced/imported into Hyper Linnworks CRM  
• After syncing, order processing should be done in Linnworks.  
• Once processed in Linnworks, the auto-sync cron will update the order status in Hyper Linnworks CRM (e.g., from Open → Processed).  

⚠️ Special Case:

• If an order is processed directly in Linnworks without being initially synced to  

Hyper LInnworks CRM:  

• That order will NOT be fetched by the cron job.  
• It will not appear automatically in  RIshvi.  

✅ Workaround:

• Such orders can still be manually imported into Hyper LInnwork CRM  using the Order Number from the Dashboard  

Linnworks Mode 

Overview 

Linnworks Mode is a configuration feature that provides controlled access to the Hyper Linnworks CRM application. It allows administrators to enable or disable user interaction with the system through a simple toggle mechanism. 

This feature is primarily used to restrict access to the application interface when required, ensuring better control over system usage and data consistency. 

Functionality 

Linnworks Mode operates through a toggle-based control: 

• When Linnworks Mode is Enabled (ON):  
• The application icon is hidden or disabled.  
•  

• When Linnworks Mode is Disabled (OFF):  
• The application icon is visible and accessible.  

Location 

The Linnworks Mode toggle is accessible from the top-right corner of the screen,  It is represented as a quick-access toggle in the user menu panel, making it immediately available to administrators without navigating to a separate settings page. 

Summary 

Avoid direct processing in Linnworks before initial sync to prevent missing orders in Hyper Linnworks CRM 

Always follow the correct sequence: Sync → Process in Linnworks → Auto-sync update in Rishvi 

System parameters are key-value pairs used to control system behavior without modifying the source code. They allow administrators to dynamically configure features, integrations, and business logic.

What are System Parameters?

System parameters store configuration values in the format:

Key = Value

• Key → A unique identifier for the configuration
• Value → The setting or data associated with the key

Accessing System Parameters

To configure system parameters:

• Navigate to:

Settings → Technical → Parameters → System Parameters

The following system parameters must be configured to enable Hyper Linnworks CRM/POS integration:

• rishvi_app              : CRM/POS
• lw_customer_id          : xxxxxx
• lw_token                : <your_linnworks_api_token>
• rishvi_base_app_url   : https://olbdsknit5g6vrtztqq4wlotea0vvtxm.lambda-url.eu-west-2.on.aws

Ensure all values are correctly configured to avoid integration issues.

Note

If you do not have the required values such as lw_token, lw_customer_id, or any other system parameter, please contact the Rishvi Administrator to obtain the necessary credentials and configuration details.

Ensure all values are correctly set to avoid integration issues.

Inventory  Operations

 Inventory allows you to manage, sync, and update all inventory data between Rishvi and Linnworks. It provides tools to import warehouses, categories, product quantities and bulk inventory in a structured and automated way.

1. Product Import Section

1.1 Linn Warehouse Details

• This section syncs the list of warehouses from Linn works into Rishvi.
• Clicking “Sync Now” will
• Fetch all warehouses configured in Linn works
• Update or create warehouse records in Rishvi
• Ensure that warehouse IDs are mapped correctly for future operations

✔ Useful when adding new warehouses or refreshing existing warehouse data.

1.2 Linn Product Category Details

• Allows syncing product categories from Linn works to Rishvi.
• On clicking “Sync Now”:
• All categories/subcategories from Linn works get imported
• System maps them to Rishvi product categories
• Ensures product classification remains consistent on both systems

✔ Helpful for organizing products before bulk imports.

2. Add Inventory by Linn SKU

• This feature lets you manually add or adjust inventory for a specific product using its Linn SKU.
• Steps:

1. Enter the Linn SKU in the input box
2. Click “Add Inventory”

• The system fetches inventory details for that SKU from Linn works and updates Rishvi.

✔ Useful for quick corrections or updating a single product without full bulk sync.

3. Bulk Import Section

This section deals with large-scale inventory synchronization.

Inventories in Rishvi:

• Number of product quantity records stored in Rishvi

Inventories in Linn works :

• Total Product Quantity records available in Linn Works
• Clicking “Refresh Inventory” will:

1. Recalculate counts
2. Compare inventory differences between both systems

✔ Helpful for monitoring data consistency.

3.2 Sync My Inventory (Bulk Sync)

This section is designed for multi-page dynamic inventory imports.

• Start Page & End Page
• Define how many pages to fetch from Linn works.

 Example: Pages 1 to 20(each page = 30 products)

• System calculates:

1. Total pages
2. Maximum number of products to sync (e.g., up to 600)

• Clicking “Sync All Inventory” will:

1. Fetch inventory in batches
2. Update all product quantities in Rishvi
3. Ensure both systems stay fully synchronized

✔ Best for first-time setup or full system refresh.

4.On-Hand Quantity

On hand quantity represents the current Physical Inventory available for a product in your warehouse. It’s the real time count of items physically present and available for sale or Use.

5.Pricelists

The Pricelists menu allows you to manage product selling prices that come from Linn works or are maintained in Rishvi. It ensures that the correct pricing is applied during order creation, product syncing, and customer billing.

Purpose of the Pricelists Menu

Pricelists help businesses maintain flexible pricing rules for products.
Here we ensure that:

• Product prices coming from Linn works are synced properly
• Rishvi and Linn works always reflect the same selling price
• Future orders use accurate pricing
• Special prices or custom pricing rules are applied correctly

Inside Rishvi, you can also manually:

• Create new pricelists
• Set pricing rules
• Define discounts or markups
• Assign currencies
• Limit the pricelist to a specific customer or customer group

Useful when your business needs separate pricing structures.

Automated Inventory Sync (Cron Job)

The system includes a scheduled cron job that automatically synchronizes inventory updates from Linn works. This job fetches stock changes and quantity updates from the last 2 days, ensuring that inventory levels remain accurate and up to date.

The cron job runs automatically every 1 hour, maintaining stock consistency between systems without requiring manual intervention. The interface also displays the Next Execution Time, so users can see when the next automatic inventory sync is scheduled.

Additionally, a Manual Sync option is available, allowing users to trigger the inventory synchronization instantly whenever immediate stock updates are required.

Hyper Linnworks POS

A Point of Sale (POS) system is used to process sales transactions in retail or service-based environments. It helps in managing product purchases, recording payments, updating inventory, and generating receipts in real time. POS provides a fast and efficient interface for cashiers or salespersons to handle orders.

🔹 Core Features of POS

• Product Selection – Quickly browse and add products to the order list.
• Payment Processing – Supports multiple payment types like cash, card, or digital payments.
• Discount Application – Apply discounts either per product or on the entire order.
• Inventory Update – Automatically reduces stock quantities when sales are completed.
• Receipt Generation – Printable and digital receipts for customers.
• Order Validation – Ensures all necessary details (like payment, items, etc.) are correct before confirming.
• Customer Management – Option to link sales with customers if enabled.
• Real-time Sync (in integrated systems) – Syncs sales data with backend and other systems.

 🔹 Advanced Features of POS

• Multi-session Handling – Multiple POS terminals can operate simultaneously. Each session tracks sales operations and can be closed individually for accounting purposes.
• Cash Control – Allows tracking of cash inflow and outflow during a POS session. Opening and closing balance can be configured to ensure accuracy in handling physical cash.
• Barcode Scanning Support – Products can be added instantly using barcode scanners, reducing manual search and speeding up the billing process.
• Sales Order History – POS maintains a history of previous orders, allowing actions such as receipt reprinting, refunds, or cancellation of sales.
• User Access Control – Different access levels can be assigned to employees. For example, only authorized users may apply discounts, modify orders, or close sessions.
• Receipt Customization – Receipts can be personalized with details such as store logo, contact information, terms and conditions, or QR/barcode.
• Accounting Integration – Sales and payment data are automatically posted to accounting journals, ensuring accurate financial records without manual intervention.
• Tax Management – Product-specific and region-specific taxes are automatically calculated and applied during the transaction.
• Session End-of-Day Summary – At the end of each session, a detailed summary is generated, including total sales, payment methods used, and cash difference (if enabled).

POS  with  Linnworks Integration

We integrated our Hyper Linn works POS system with Linn works to automate and synchronize key business data like shipping services, product categories, price lists, and discounts.

Instead of manually configuring these in POS, we fetch them directly from Linn works using APIs. This improves accuracy, reduces setup time, and ensures that whatever is updated in Linn works is reflected in the POS.

This integration helps the POS work with real-time business configuration and makes selling faster and more efficient at the billing counter.

The dashboard gives a quick summary of all major POS features linked with Linn works. It is designed in a card-based layout where each card represents a key functionality like shipping services, discounts, pricelists, or product categories.

From here, the user can directly perform actions like importing data or enabling features. This helps in managing POS configurations in one place without going into multiple settings. It improves usability and makes it easy for admins to trigger sync and configuration updates at any time.

 Import Shipping Services

• This feature pulls shipping service details directly from Linn works using API.
• Once imported, these services are visible in the POS frontend.
• We later converted the dropdown into clickable buttons for faster selection during billing.

 Enable Pricelists

• Activates support for pricelists in POS.
• Useful when different prices need to be shown based on customer type, season, or promo rules.
• Syncs with backend price configurations.

 Import Product Categories

• Fetches product categories from Linn works and saves them in Odoo POS categories.
• Helps organize products in POS by proper grouping.
• Reduces manual setup and keeps categories consistent with Linn works.

POS Settings Configuration

Make sure POS categories are not restricted to allow all product categories to be available in the POS.
 In the POS settings, do not enable the option “Restrict Categories” under Product & POS categories.
 This ensures all products linked to any category are visible and selectable during POS operations.

POS Sales Flow with Linn works Integration

1. Linn Warehouse Selection

You can select the required Linn works warehouse from the Linn Warehouse dropdown in the POS configuration screen.

This selection determines where all POS session orders will be created in Linn works.

The selected warehouse will control:

• Where the order is pushed in Linn works
• From which warehouse stock is deducted
• Which warehouse stock is shown as available in POS

For example, if you select Pre-Sales, all orders created in that POS session will go to the Pre-Sales warehouse in Linn works and stock will be reduced from that warehouse only.

If you select Main Warehouse, orders and stock deduction will happen only in Main Warehouse.

2. Open a POS Session

The cashier opens a new POS session to start billing. This initializes the POS interface and allows transactions to begin

POS will display product availability based only on the selected warehouse.

Stock from other warehouses will not be shown or combined.

This ensures accurate warehouse-level stock control and prevents selling stock from the wrong location.

3. Select/Add Customer
 Before processing the order, a customer can be selected from existing records or added as a new customer. This helps in proper order tracking and syncing with Linn works.

4. Add Products to Cart
 The required products are added to the cart. Product details like price, stock, and category are fetched from Odoo.

5. Apply Discount (If Required)
 If discounts are enabled, the cashier can apply a discount to the order or individual products.

6. Add Internal Note
 The cashier can enter internal notes or instructions if any additional information needs to be passed along with the order.

7. Select Shipping Service
 Shipping options imported from Linn works via API are displayed as selectable buttons. The cashier selects the appropriate service based on order requirements.

8. Validate the Order
 Once all details are confirmed (customer, products, discount, internal note, and shipping), the order is validated through the POS.

9. Automatic Order Sync to Linnworks
 After validation, the order is automatically sent to Linn works.
 A Linn works Order Number is generated and stored in the POS backend order record.

10. Order Verification
 Using the Linn works Order Number:

1. The exact order can be located in Linn works.
2. All details such as customer, products, discount, internal note, and shipping service can be verified.
3. This ensures successful synchronization between POS and Linn works.

Linnworks Mode

Overview

Linnworks Mode is a configuration feature that provides controlled access to the Hyper Linnworks POS application. It allows administrators to enable or disable user interaction with the system through a simple toggle mechanism.

This feature is primarily used to restrict access to the application interface when required, ensuring better control over system usage and data consistency.

Functionality

Linnworks Mode operates through a toggle-based control:

• When Linnworks Mode is Enabled (ON):
• The application icon is hidden or disabled.
• When Linnworks Mode is Disabled (OFF):
• The application icon is visible and accessible.

Location

The Linnworks Mode toggle is accessible from the top-right corner of the screen,  It is represented as a quick-access toggle in the user menu panel, making it immediately available to administrators without navigating to a separate settings page.

Conclusion

With this POS and Linn works integration, we have transformed the entire retail billing process into a smart, automated, and highly efficient workflow. From importing product categories and shipping services directly from Linn works to managing customers, discounts, notes, and validating POS orders; all actions are seamlessly synchronized in real time.

The system eliminates manual configuration, ensures data accuracy, and speeds up the checkout process. Most importantly, once a sale is validated, the backend automatically generates a Linn works Order Number, allowing the operations team to instantly track, verify, and process the order directly in Linn works.

This integration not only improves operational transparency and order traceability but also enhances customer experience and reduces human errors. Overall, it provides a fast, scalable, and reliable POS solution fully aligned with Linn works business operations.

Key Features

1 .Automated Product Data Synchronization

• Real-Time Product Updates: The integration continuously updates product details in Linnworks using the latest data from Costco UK.
• Live Price & Stock Feeds: Automatically pulls price changes, stock levels, and promotions directly from Costco in real time.
• Zero Manual Uploads: Eliminates the need to download or upload CSV files — all updates occur seamlessly in the background.

2. Intelligent Pricing & Listing

• Dynamic Price Calculation: Automatically calculates retail prices based on your business-specific rules and listing fees.
• Tax-Adjusted Pricing: Applies region-based tax codes and margin formulas for accurate pricing.
• Consistent Currency Handling: Ensures all pricing data remains accurate and aligned with GBP standards.

3. Enriched Product Information

• Complete Product Metadata: Updates key product details including names, EAN codes, descriptions, and brand information directly in Linnworks.
• High-Quality Images: Syncs the latest product images and thumbnails from Costco automatically.
• Promotion Tracking: Includes start and end dates for active Costco promotions on each product.

4. Streamlined Data Flow Between Systems

• Automated SFTP Exchange: Reads SKUs from your Linnworks export and writes back updated product data automatically.
• Scheduled Syncs: Runs on a defined schedule (for example, every 15 or 30 minutes) to ensure data freshness.
• Error Handling & Retry: Automatically retries failed updates to guarantee complete synchronization.

Benefits for Linnworks Users

• Always Accurate Inventory: Keeps product data, stock levels, and pricing in Linnworks aligned with Costco in real time.
• No Manual Maintenance: Removes the need for manual uploads or data entry.
• Improved Profit Margins: Dynamic pricing logic maintains optimal margins based on live cost structures.
• Operational Efficiency: Saves staff time and minimizes data-related errors.
• Data Consistency: Provides a single, unified source of truth between Costco and Linnworks.

Typical Workflow

• SKU Identification: Integration identifies all active SKUs from Linnworks.
• Live Data Fetch: Fetches corresponding product details directly from Costco UK.
• Data Transformation: Applies pricing rules, profit margins, and tax adjustments.
• Inventory Sync: Updates Linnworks inventory automatically via SFTP connection.
• Scheduled Refresh: Repeats the process at regular intervals to maintain accuracy.

Optional Add-Ons

• 🕓 Scheduled Automatic Runs: Customize update frequency (hourly, daily, or custom).
• 📈 Price History Tracking: Maintain detailed records of historical price changes for margin analysis.
• 🧾 Promotional Alerts: Get notifications when products enter or exit promotional periods.
• 🔔 Email Notifications: Receive automated alerts for successful or failed sync operations.

Summary

The Costco–Linnworks Integration provides a fully automated link between your Linnworks account and Costco UK. It continuously updates product information, prices, and stock levels in real time; eliminating manual work and ensuring your listings always reflect accurate, up-to-date data.
Fast, secure, and reliable; this integration helps you maintain operational efficiency and consistency across your entire product catalog.

Key Features of Our Odoo Consulting Service

• Business Process Analysis – Identify gaps and inefficiencies in your current system.
• ERP Strategy & Roadmap – Define the right Odoo modules and integration approach.
• Module Selection Guidance – Choose only the apps that add value to your business.
• System Architecture Design – Plan scalable and future-ready Odoo deployments.
• Cost & ROI Analysis – Estimate implementation costs and forecast returns.
• Digital Transformation Guidance – Align Odoo ERP with long-term business goals.
• Continuous Advisory Support – Ongoing consultation to adapt as your business grows.

Our Consulting Process

1. Initial Assessment
   • Understand business workflows, challenges, and goals.
2. Gap Analysis
   • Identify inefficiencies and areas where Odoo can improve performance.
3. Solution Mapping
   • Recommend the right Odoo modules, integrations, and customizations.
4. Implementation Roadmap
   • Create a phased plan for Odoo deployment and adoption.
5. Optimization & Scaling
   • Provide strategies for performance tuning and future expansion.
6. Ongoing Advisory
   • Continuous support to align Odoo with evolving business needs.

Benefits of Odoo Consulting

✅ Expert Insights – Get advice from experienced Odoo professionals.
✅ Cost Savings – Invest only in modules and features that matter.
✅ Better Decision-Making – Clear roadmap for Odoo adoption.
✅ Future-Proof System – Scalable design that grows with your business.
✅ Faster ROI – Streamlined processes and optimized workflows.

Get Started

Maximize the value of Odoo with our consulting expertise. Whether you’re considering Odoo for the first time or looking to optimize an existing setup, our consultants will guide you every step of the way.

👉 Contact us today to book a consultation!

Key Features of Our Odoo Training & Support Service

• User Training Programs – Hands-on training sessions for employees across departments.
• Administrator Training – Advanced training for IT/admin staff to manage configurations.
• Custom Training Modules – Tailored to your business processes and workflows.
• Knowledge Base & Documentation – Easy-to-follow guides and training materials.
• Dedicated Support Team – Available via email, chat, or call.
• Bug Fixing & Issue Resolution – Quick response to minimize downtime.
• Ongoing System Maintenance – Performance checks, updates, and fine-tuning.

Our Training & Support Process

1. Requirement Analysis
   • Identify user roles and training needs (sales, accounts, inventory, etc.).
2. Customized Training Plan
   • Design training sessions specific to each department.
3. Interactive Training Delivery
   • Conduct sessions online or on-site with real case scenarios.
4. Documentation & Guides
   • Provide manuals, video tutorials, and FAQs for reference.
5. Continuous Support
   • Offer helpdesk support for queries, troubleshooting, and bug fixes.
6. System Maintenance
   • Regular monitoring, updates, and performance improvements.

Benefits of Odoo Training & Support

✅ Higher User Adoption – Employees quickly adapt to Odoo.
✅ Increased Productivity – Teams use the system effectively with fewer errors.
✅ Reduced Downtime – Quick issue resolution keeps operations smooth.
✅ Continuous Improvement – Stay updated with the latest Odoo features and best practices.
✅ Peace of Mind – A reliable support team is always available when needed.

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Empower your team with the right knowledge and enjoy uninterrupted ERP performance. With our Odoo Training & Support services, you’ll always have experts by your side.

👉 Contact us today to schedule training or request support!

Key Features of Our Odoo Migration Service

• Version Upgrade – Migrate from older Odoo versions to the latest stable release.
• Database Migration – Transfer all your business data securely (customers, vendors, sales, inventory, etc.).
• Module Migration – Upgrade custom and third-party modules to work with the latest version.
• UI & Functionality Migration – Preserve or enhance existing workflows while upgrading.
• Performance Optimization – Post-migration tuning for faster system performance.
• Zero Data Loss Guarantee – Secure backups and validation to ensure safe migration.

Our Migration Proces

1. System Analysis
   • Assess your existing Odoo version or ERP system.
   • Identify modules, customizations, and data dependencies.
2. Planning & Strategy
   • Prepare a step-by-step migration plan.
   • Define timelines and risk management measures.
3. Database Migration
   • Transfer customer records, product catalogs, financials, and order history.
4. Module & Customization Migration
   • Upgrade or redevelop custom modules to fit the new version.
5. Testing & Validation
   • Verify migrated data, workflows, and system performance.
6. Deployment
   • Go live with the upgraded system.
   • Ensure minimal downtime and smooth transition.
7. Post-Migration Support
   • Monitor performance and provide ongoing technical assistance.

Benefits of Odoo Migration

✅ Access Latest Features – Stay up to date with new tools and improvements.
✅ Better Performance – Faster, more efficient ERP operations.
✅ Enhanced Security – Latest Odoo versions include updated security patches.
✅ Future-Ready – Scalable to meet your growing business needs.
✅ Improved User Experience – More intuitive UI and features for teams.

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Don’t let outdated software hold back your growth. Upgrade to the latest Odoo version or migrate from your legacy ERP system with our expert Odoo Migration services.

👉 Contact us today to schedule your migration plan!

Key Features of Our Odoo Integration Service

• eCommerce Integration – Connect Odoo with Shopify, WooCommerce, Magento, BigCommerce, and more.
• CRM & Marketing Tools – Sync data with HubSpot, Salesforce, Mailchimp, and other CRMs.
• Payment Gateway Integration – Enable secure payments via PayPal, Stripe, Razorpay, and others.
• Shipping & Logistics Integration – Connect Odoo with DHL, FedEx, UPS, and local carriers.
• Accounting Tools – Integrate Odoo with QuickBooks, Xero, and other finance platforms.
• API & Third-Party Integrations – Build custom API connections for any external system.

Our Integration Process

1. Requirement Analysis
   • Identify which third-party systems need to be integrated with Odoo.
2. System Mapping
   • Define data flows (orders, inventory, payments, customers, etc.).
3. Integration Development
   • Configure Odoo connectors, APIs, and middleware solutions.
4. Testing & Validation
   • Verify data synchronization and automation accuracy.
5. Deployment
   • Activate integration in the live environment.
6. Support & Maintenance
   • Monitor integrations and provide ongoing technical support.

Benefits of Odoo Integration

✅ Unified Business Management – Control everything from one platform.
✅ Reduced Manual Work – Automatic data sync saves time and prevents errors.
✅ Improved Accuracy – Real-time updates ensure consistent records.
✅ Scalable Integrations – Add or upgrade integrations as your business grows.
✅ Better Customer Experience – Faster order processing and accurate tracking.

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Supercharge your business by connecting Odoo with your favorite platforms. From eCommerce and payment gateways to shipping and CRM tools, we make Odoo the hub of your business operations.

👉 Contact us today to discuss your Odoo Integration needs!

Key Features of Our Odoo Customization Service

• Module Customization – Modify existing Odoo modules or create new ones.
• Custom Workflows – Design workflows that match your business operations.
• Report Customization – Generate custom reports, dashboards, and KPIs.
• UI/UX Personalization – Customize user interfaces for better usability.
• Third-Party App Extensions – Extend functionality by integrating with external apps.
• Scalable Custom Code – Built to grow with your business without performance issues.

Our Customization Process

1. Requirement Gathering
   • Analyze business needs and identify gaps in standard Odoo.
2. Solution Design
   • Prepare a customization plan with module selection, workflow mapping, and reporting needs.
3. Development & Configuration
   • Custom code development, module tweaks, and UI changes.
4. Testing & Validation
   • Ensure smooth performance with real-time data testing.
5. User Training
   • Train your team on customized modules and features.
6. Deployment & Support
   • Roll out customized features with continuous support.

Benefits of Odoo Customization

✅ Tailored Fit – ERP designed for your unique workflows.
✅ Better Productivity – Save time with automation and process optimization.
✅ Scalable Solution – Add features as your business grows.
✅ Competitive Edge – Use Odoo in a way your competitors can’t.

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Your business is unique—your ERP should be too. With our Odoo Customization services, you’ll get a system that adapts to your business, not the other way around.

👉 Contact us today for a free consultation!

We take care of everything—from initial requirement gathering to final deployment—so you can start using Odoo with confidence.

Key Features of Our Odoo Implementation Service

• Tailored Setup – Configure Odoo modules according to your business needs.
• Minimal Downtime – Smooth transition with zero or minimal disruption.
• End-to-End Deployment – From installation to go-live support.
• Data Migration Assistance – Securely migrate data from legacy systems.
• Industry-Specific Implementation – Customized for retail, manufacturing, e-commerce, services, and more.
• Future-Ready – Scalable architecture that grows with your business.

Implementation Process

1. Requirement Analysis
   • Understanding business goals, workflows, and pain points.
   • Identifying the right Odoo modules for your organization.
2. System Design & Planning
   • Preparing an implementation roadmap.
   • Mapping workflows with Odoo functionalities.
3. Installation & Configuration
   • Setting up Odoo on cloud or on-premise servers.
   • Configuring modules, users, and access rights.
4. Data Migration
   • Importing existing data (customers, products, financials, etc.).
   • Ensuring accuracy and integrity of migrated data.
5. Testing & Validation
   • Running test cases to verify accuracy.
   • Fine-tuning settings for optimal performance.
6. User Training
   • Guiding your team to use Odoo effectively.
   • Documentation and knowledge transfer.
7. Go-Live & Support
   • Final deployment with live data.
   • Ongoing technical support post-deployment.

Benefits of Choosing Our Odoo Implementation

Faster ROI – Start using Odoo productively in less time.
Reduced Risks – Avoid errors with expert planning & testing.
Customization Ready – Implementation tailored to your unique workflows.
Expert Guidance – Step-by-step support from certified Odoo professionals.

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Ready to transform your business with Odoo? Our experts are here to provide smooth, cost-effective, and efficient Odoo Implementation tailored for you.

👉 Contact us today to schedule a consultation!