Coolshop user manual

To use the Coolshop integration, you must first install it from within Linnworks.net.

• Log into Linnworks.net
• Select Settings in the left-hand menu bar.

• Select the Channel Integration option.
• Click Add New to return a list of available Channel Integrations

• Locate Coolshop on the list, and click Integrate.

• Click on the link at the bottom to review the Coolshop Connector’s Terms and Conditions first, then click Accept to move onto the next step of the integration.

• Enter your Coolshop account name to start the actual integration.

• After reading the Disclaimer, tick I agree to the terms and conditions and click Next to continue integrating.

You will require the following information:

Shop ID:

• Log into your Coolshop seller portal.
• Click on My Account.
• Click on Settings.
• Select Open, then ID. This is your Shop ID value.

Country:

This is the region or country for the Coolshop channel you are integrating, eg. UK, Italy, Brazil.

API Key:

• Log into your Coolshop seller portal.
• Click on your e-mail address, which can be found on the top-right corner.
• Select and copy the API key.

Alternatively, copy and paste this link into your browser, then press Enter. You may need to log in with your Coolshop user name and password.

https://marketplace.Coolshop.com/shop/user/api

Shop URL:

This is the URL of your Coolshop marketplace, normally
https://marketplace.Coolshop.com/

Default Currency:

Set the default currency for the orders downloaded from the channel, for example GBP, USD. This field is optional, as the Currency should be included in the orders.

• Click Next to continue.

• To complete the integration, click on Finish. Your Coolshop integration should now show in Channel Integrations.

Account Status

• In Linnworks.net, click Settings.
• Select Channel Integration.
• Locate the Coolshop entry, and click the Configuration button.
• To Enable or Disable the Account, locate the Account section.
• If the Enabled option is unticked, the channel will not download or update orders, or provide inventory level updates.
• The Test button allows you to confirm there are no errors preventing Linnworks and Coolshop communicating. Contact EBG Support if Test Reports any errors.
• Click Save at the bottom of this window to apply any changes.

Channel Inventory Settings

• In Linnworks.net, click Settings.
• Select Channel Integration.
• Locate the Coolshop entry, and click the Configuration button.
• In the Inventory section, the first entry is Update Inventory. If this is disabled, then Linnworks will not tell the listings on the Coolshop marketplace when Available Stock Levels change in Linnworks. If enabled, then Linnworks will provide these updates.
• Update Inventory only works where a listing has been Mapped to a Linnworks Inventory item. See the end of this document for more information on Mapping.
• The Price Change feature allows Linnworks to send new prices directly to the listing when they are correctly imported or updated.

Note that Price Change only works where a listing has been Mapped to a Linnworks Inventory item. See the end of this document for more information on Price Change and Mapping.

• Max Listed allows you to filter the highest quantity that Linnworks can/will send to the listings on Coolshop. If Max Listed is set to 50, and your Available Stock moves from 30 to 60, Linnworks can only send 50, and this will not change until the Available Stock level drops below 50.
• Stock Percentage acts in a similar fashion, but only updates the listings with the specified percentage of your actual Available Stock level.
• End When allows you to set a ‘false zero’ for the channel. This means it will send Out of Stock when the available stock reaches the value set in this value.
• Click Save at the bottom of this window to apply any changes.

Channel Listing Settings

Linnworks.net periodically checks the channel for the current listings you have on the channel, their titles and SKUs, so that the Mapping Tool can be used correctly. It can be triggered manually, should you have made changes directly on the channel and outside of Linnworks.

• In Linnworks.net, click Settings.
• Select Channel Integration.
• Locate the Coolshop entry, and click the Configuration button.
• In the Listings section, the information reflects the information Linnworks currently has about your listed items on the Coolshop marketplace.
• If there is a tick by Listing Download in Progress, Linnworks is downloading the current listings, and cannot be interrupted.
• The Listing Download Start Time value is the time the last download/update was started.
• The Last Listing Download Completion Time value tells you the last successful download completed and was imported into Linnworks.
• The Listing Download Estimated Completion reflects Linnworks’ best estimate of when the most recent or current download should complete.The Download Listings button instructs Linnworks to retrieve the latest listing information, and ticks the Listing Download in Progress box. This can only be used once every 4 hours maximum, and will warn you if you try to use it more frequently.
• Click Save at the bottom of this window to apply any changes.

 

Order Settings

This section reflects activities affecting the Linnworks Order Sync on your Coolshop channel integration. Linnworks downloads orders from Coolshop with the status Shipping in Progress.

• In Linnworks.net, click Settings.
• Select Channel Integration.
• Locate the Coolshop entry, and click the Configuration button.
• In the Order section, there are two options.

Dispatch Notes, when enabled, allows Linnworks to send information about orders that have been Processed in Linnworks. Orders that are Processed in Linnworks are updated to the status Manifested on Coolshop.

The Order Sync Date reflects the date and time of the last successful order download and update for the Coolshop channel integration.

• Click Save at the bottom of this window to apply any changes.

API Settings

These settings are used to enable Linnworks and your Coolshop account to connect, and are covered in Step 1. Click Save at the bottom of this window to apply any changes.

• In Linnworks.net, click Settings.
• Select Channel Integration.
• Locate the Coolshop entry, and click the Configuration button.
• Locate the Location Mapping button, and click on it.
• This opens the Location Mapping window.
• The first option is the Order Download location. This is initially Default, but can be changed. Click on the drop-down list and select which inventory/fulfillment location will initially receive the orders from the Coolshop integration.
• Under Inventory Sync Locations, you control which Linnworks Inventory locations are used to calculate the Available Stock values for your Coolshop listings.
• If you have only the Default location, this can be ignored, with Default left enabled.
• If you have multiple Inventory Locations, you can switch off locations (slide the switch to the left) that you don’t want to be included in the stock numbers on the listings.

Click Save when you have finished to update Linnworks. You should also click Save at the bottom of the configuration window to apply any changes.

Linnworks.net uses the Mapping Tool to ensure that it knows which SKUs in its inventory are connected to which listings on Coolshop. As such, you should ensure that all of your listings are mapped correctly, or stock levels and prices will not update correctly, and orders may not be picked accurately.

• In Linnworks.net, Select Settings.
• Select Channel Integration.
• Locate the Coolshop entry, and click on the Mapping button (see above).

This screen is divided into 2 sections.

On the left is the listings Linnworks is aware of on your Coolshop Channel. If this is not correct, or a change is missing, you should see the Download Listings button in the Listings section of the Channel Configuration.

On the right is a Linnworks Inventory Search tool.

Each has its own Search box.

In the bottom left hand corner of the window is a status section. It shows the Total Number of Listings on the channel, and then beside it the Unlinked and Linked numbers – Linked listings are connected to a Linnworks Inventory item to allow updates and recognition, Unlinked are not. Ideally there should be no Unlinked listings.

 

Linking Items Automatically

If the SKUs in your inventory match the SKUs used on the listings, you can ask Linnworks to link them all for you.

• Click the button in the top left hand corner with a gear on it.
• Select Link All By.
• Select SKU.
• Linnworks will map all those listings that have a SKU which matches a SKU in the Linnworks Inventory.
• Check the Linked and Unlinked values once this is complete.

 

Linking Items Manually

If the SKUs in your inventory do not match the SKUs used on the listings, you can make the link manually.

• Use the left hand list and Search to find the listing to be linked.
• Click on the listing to highlight and select it.
• In the right hand list, use the Search box to find the correct Linnworks Inventory item to link it to.
• Click on the Link button beside it with the listing highlighted.
• Repeat for other listings to be linked manually.

 

Creating Linnworks Inventory Items and Mapping

If there are no SKUs in your inventory match to the SKUs on the listings, you can ask Linnworks to create basic Inventory items for you, and link them.

• Use the left hand list and Search to find the listing to be linked.
• Click on Create button.
• A new item will be created in the Linnworks inventory using the name, price and stock level, as well as the SKU from the listing. This will be linked to the SKU.
• This can be updated with other information later in the Inventory.
• Repeat this for other Listings that have no Linnworks inventory equivalent.

 

Price Change Functionality

Price Change only works for listings that are correctly linked to a Linnworks Inventory item in the Mapping Tool.

• Open Linnworks.net.
• Select Inventory.
• Select My Inventory.
• Use Search to locate the Inventory item that requires a Price Change.
• Click on the SKU to edit the item.
• Click on the Listing Descriptions tab.
• Under the Product Pricing by Channel section, click on Add New.
• Enter the Source as Coolshop.
• Enter the SubSource as the name of the Coolshop channel.
• Enter the Price.
• Click on + Add to complete.
• If there is already an entry present for the correct Source and SubSource, double click the Price to edit it, and then click Enter.
• Close the SKU window when you have finished.

• In Linnworks.net, click Settings.
• Select Channel Integration.
• Locate the Tanga entry, and click the Payment Method button.
• This opens the Edit Payment Methods window, the list will initially be blank.
• When mapped, Linnworks will ensure the orders it downloads from Tanga reflect correctly which payment methods/providers have been used on the site.
• Click Save at the bottom of the channel integration window to apply any changes.

 

Map Coolshop Payment Methods

• Select the Channel Payment Method value, and select one of the Payment Methods from Tanga that show in the drop-down list.
• Click on the Linnworks Payment Method drop-down. Select the appropriate Linnworks Payment Method that should be used in Linnworks orders when they are downloaded, including the above payment method.
• Click Add to save the mapping, and return to the list.
• Repeat this for all of the Tanga payment methods you wish to use.
• Click Save at the bottom of the channel configuration window to apply any changes.

The next step is to map your Tanga.com Shipping services to Postal Services in Linnworks, so orders don’t need to have their Postal Service set manually. Initially, all are mapped to Default.

• In Linnworks.net, click Settings.
• Select Channel Integration.
• In the Edit Shipping Allocation window, you should have an empty list.
• To add a new entry for one of your Tanga shipping services, click on Create New.

 

Create New Shipping Service Mapping

• For Channel Service Name, enter the name of the Shipping Service in Tanga.
• In Channel Service Tag, enter the Tag Value used for the service in Tanga.
• In the Linnworks Postal Service drop-down list, select the name of the Linnworks Postal Service that should be used for orders imported from Tanga, with the Shipping Service to dispatch them correctly.
• The Add button will save the mapping, and display it in the Edit Shipping Allocation screen.
• Repeat this for all the other Tanga Shipping methods you are using..
• Click Save at the bottom of the channel integration window to apply any changes.