Suppliers: Avasam product creation using Linnworks

When submitting products from Linnworks to Avasam for creation, we apply certain checks before they go live.

 

This help article is written for our suppliers and may not be relevant if you are an Avasam seller. To access seller-specific articles, please follow this link.

Updating a product or products to import to Avasam

Reviewing the import, addressing errors and deletion

To make a product in Linnworks an Avasam product, you need to add 5 extended attributes to it. You can do this either manually, or by importing a csv file.

Please note in this article we will only cover product creation for simple (non-variant) products. If your products require variation support, we do have another article that describes that process in greater detail.

In this article we will look into the following tasks:

  1. Creating a product in Avasam from an item in your Linnworks inventory. (One or many)
  2. How to identify if a product has experienced an error during creation.
  3. Where error information is found.
  4. What the error information means and how to correct these errors.
  5. What errors should be fixed in Avasam.
  6. What errors should be fixed in Linnworks and then resubmitted to Avasam.
  7. The import history page and the option to export information about errors.
  8. Deleting products from Avasam correctly.

Updating a single Linnworks product for listing on Avasam

  1. Login to your Linnworks account.
  2. Click on inventory.
  3. Select my inventory.
  4. Search for the SKU you would like to add to Avasam.
  5. Click on the SKU to open it.
  6. Click on the extended properties tab.
  7. You need the following extended properties:
    1. Avasam, which should be set to 'Yes'.
    2. Avasam_VAT (the percentage of VAT to be applied to the products, i.e. “20” or “0” (if zero-rated)).
    3. DropShippingPrice is the price of the product, excluding VAT that the seller must pay you.
    4. DropShippingRRP is the current Recommended Retail Price of the product excluding VAT - This helps our sellers to calculate their margin.
      1. The product margin between these 2 values (c&d) must be greater than 20%.
    5. DropShippingCategoryCode tells Avasam what kind of product it is.
      1. We provide a list of these codes when you are onboarded, and below. Your Supplier Account Manager can provide an updated copy upon request.
  8. To create an extended property:
    1. Click add new.
    2. Enter the extended property name in the name column (this is case sensitive, so ensure you use correct capitalisation).
    3. Enter the value for the property under value.
    4. Confirm the type is set to attribute.
  9. In Linnworks, click on choose file, and select the file you created. 
  10. Where Linnworks recognises a column, such as SKU, it will be mapped automatically.
    1. For each of the extended property columns:
      1. Locate the field in the list.
      2. Click on the dropdown list in the 2nd column.
      3. Select item extended property.
      4. Check the 2 fields in the 3rd column. The top field should contain the name value as column 1.
      5. The lower field should be set to attribute. If not, click the field and select attribute from the drop down list.
      6. Repeat for any other extended properties required.
  11. Once all fields are mapped, click on run now.
  12. You will be returned to the import data list, and the import will show it's status. Once it has a date and time under last import then the import has completed. 
  13. Once you have imported the updates for your product(s) into Linnworks, you need to import the data into Avasam.
    1. Login into your Avasam account.
    2. Open settings.
    3. Select product mappings.
      1. Click add new mapping to create a new entry.
      2. Specify an extended property from your Linnworks items to map to a fixed field in Avasam:
        1. Enter the extended property name in the first field (Case sensitive).
        2. Select the Avasam field it will map to in the second column dropdown.
        3. A prime example would be brand, as this is mandatory. If you don't have a brand extended property, then set an entry for brand, and enter Unbranded in the default field.
      3. Click add field to create another entry, if required, and repeat until all fields are mapped that correspond to Avasam fields.
      4. Any fields NOT mapped will be saved as other fields in the inventory.
    4. Click settings to return.
    5. Click on inventory settings
    6. Click on Linnworks settings to open that section. 
    7. Click sync inventory and price. Avasam will connect to Linnworks and seek new products to import.
    8. If products were created correctly, they will initially go into the Avasam staging environment where they will be reviewed by our system and our catalogue team. 


Using a CSV file to update multiple Linnworks products

To upload the extended attributes via import file you need to import the fields into Linnworks using the ‘Inventory import’ feature, under 'Settings'.

  1. Login to your Linnworks account.
  2. Click on settings.
  3. Select import Data.
  4. Click the import now button.
  5. Select the import type inventory import and give it a meaningful name, like ‘Avasam attribute import’.
  6. Click next.
  7. Create a CSV file with the following headings:
    1. The first column should be the SKU.
    2. The second column should be titled Avasam, and always set to yes.
    3. Avasam_VAT is the percentage of VAT to be applied to the products (i.e. “20” or “0” (if zero-rated)).
    4. DropShippingPrice is the price of the product, excluding VAT that the seller must pay you.
    5. DropShippingRRP is the current Recommended Retail Price of the product excluding VAT - This helps our sellers to calculate their margin.
      1. The product margin between these 2 values (d&e) must be greater than 20%.
    6. DropShippingCategoryCode tells Avasam what kind of product it is.
      1. We provide a list of these codes when you are onboarded. Your Supplier Account Manager can provide an updated copy upon request.
    7. Complete the creation of this file with rows for each SKU you want to be exported to Avasam, then save the file.
  8. In Linnworks, click on choose file, and select the file you created to load it. 
  9. Where Linnworks recognises a column, such as SKU, it will be mapped automatically.
    1. For each of the extended property columns:
      1. Locate the field in the list.
      2. Click on the dropdown list in the 2nd column.
      3. Select item extended property.
      4. Check the 2 fields in the 3rd column. The top field should contain the name value as column 1.
      5. The lower field should be set to attribute. If not, click the field and select attribute from the drop down list.
  10. Once all fields are mapped, click on run now.
  11. You will be returned to the import data list, and the import will show it's status. Once it has a date and time under last import then the import has completed. 
  12. Once you have imported the updates for your product(s) into Linnworks, you need to import the data into Avasam.
    1. Login into your Avasam account.
    2. Open settings.
    3. Select product mappings.
      1. Click add new mapping to create a new entry. Pmapping
      2. Specify an extended property from your Linnworks items to map to a fixed field in Avasam:
        1. Enter the extended property name in the first field (This is case sensitive).
        2. Select the Avasam field it will map to in the second column dropdown.
        3. A prime example would be brand, as this is mandatory. If you don't have a brand extended property, then set an entry for brand, and enter Unbranded in the default field.
      3. Click add field to create another entry, if required, and repeat until all fields are mapped that correspond to Avasam fields.
      4. Any fields NOT mapped will not be imported into the inventory for that SKU.
    4. Click settings to return.
    5. Click on inventory settings
    6. Click on Linnworks settings to open that section. LinnSettings
    7. Click sync inventory and price. Avasam will connect to Linnworks and seek new products to import.
    8. If the product(s) were created correctly, they will initially go into the Avasam staging environment where they will be reviewed by our system and our catalogue team. 

      Identifying and correcting errors with new products

      Where our staging environment or product team find issues with any product in a given batch or file, that batch will be held until corrected and fully approved.

      If the product you're seeking isn't showing in your inventory, you can check for issues by:

      1. Opening my products.
      2. Click on Import history.
      3. This shows a list of the product imports that have occurred in the system, including those from Linnworks.
      4. Find the entry that occurred at the time you executed the sync from Linnworks.
        1. Click on logs.
        2. The entry will show how many rows were successful, and if any had errors.
        3. Click download to review the log file and review any issues that occurred with your import. Each field has an accompanying error column next to it - where a value is missing or incorrect,  you have 2 options to review and update them.
          1. Go back to the item in Linnworks and update that field.
            1. Once you have worked through all of these errors for all SKUs:
            2. Go to settings.
            3. Go to Inventory settings.
            4. Click on Linnworks settings.
            5. Click Sync inventory and price again and return to step 1.
            6. This will update both the Linnworks inventory and Avasam.
          2. Click fix stranded products.
            1. This updates the product view to reflect products you have setup for Avasam, but are not live all - are in the Avasam staging environment and not visible to sellers. Stranded
            2. Use the filters at the top of the screen to filter the view by specific issue within the staging environment. 
              1. If a product is in review, you cannot make any updates to it, but can recheck later. 
              2. You can filter for SKUs with statuses such as SKUs rejected and SKUs blocked.
              3. To find a specific item, you can search by SKU, title, barcode or supplier product ID.
              4. If you click filter, you can filter the view based on
                1. Item price.
                2. Stock level.
                3. The stage the item(s) are at within staging.
                4. Product category. (See here)
                5. You can select more than 1 stage to filter by.
              5. Click apply to update the filter and update your view.
              6. Any parameters you're filtering by are shown in pink under the search box.
              7. Hover the cursor over a filter, and click on the 'x' to remove that filter.
              8. For a given SKU, hover over the error field to get more information on the problem(s).
              9. If you open the SKU by clicking on the SKU (in blue) you can review it, as the errors are then found alongside the affected fields. Producterror
                1. An error may be because there is a banned word or value present in the field, the value is outside of the permitted range, or because the field isn't populated, for example.
            3. Click save to apply all of your changes. These will not update your Linnworks inventory though, only Avasam.
            4. Only once all errors are cleared for a SKU can you save the updated information. When all issues with the SKU is resolved, it will be re-checked by staging and the Catalogue Team.

      If there are no further errors found after a further check in staging, the products will become live.  Otherwise they will be returned to the stranded products page with updated error information for your review.

      You can always toggle back to your 'Live products' view by clicking the 'My products' button.

      Item stages:

      Hold - Item did not meet Avasam minimum data requirements

      Rejected - after 30 days on hold without corrections, product is rejected

      Blocked - Includes forbidden key words, brands or items

      Review - Passed minimum data requirements and it is under Avasam review

      Deleted - In the process of being removed from the platform

      How do I delete or remove products from Avasam?

      To make a product invisible to sellers quickly, set the stock level to 0 in my products. Products with 0 inventory do not display in the catalogue.

      To permanently delete the product from the catalogue, then follow these instructions.

      To permanently delete a product from Avasam follow the steps below. From first request it can take up to 3 days to complete the deletion in order to ensure any pending orders are completed.

      • Open my products.
      • Locate the SKU(s) in the Inventory.
      • Check the selection box for each (to the left).
      • Click on action.
      • Click delete in the drop down menu.
      • Avasam will confirm the action in the top right hand corner.
      • When Avasam next syncs with Linnworks for stock level updates, it will pick up that the status of the SKU(s) is delete.
      • The product will be removed from the Inventory, and a stock level of '0' set for it.
      • Once the stock level of 0 has been confirmed as sent to all linked listings, those listings will be unmapped/unliked from the Avasam stock item.
      When the product has confirmed that all listings are zeroed and unlinked, the item will be removed from Avasam altogether, and will no longer be visible in either view.

      Avasam will delete the following extended properties from the item(s) in Linnworks:
      • Avasam
      • Avasam_VAT
      • DropShippingPrice
      • DropShippingRRP
      • DropShippingCategoryCode

      You can check for items that are set to delete and in progress currently by going to my products, and clicking fix stranded products. There is a filter button for deleted products.

      Categories

      The following categories are currently supported by Avasam for use in the category field (use category code):

      Avasam category name Category code
      Adult 39
      Automotive 10
      Baby & Children 11
      Books 14
      Computers & Electronics 18
      DIY and Tools 19
      Fashion & Lifestyle 17
      Food & Drink 13
      Health & Beauty 12
      Home & Garden 22
      Jewellery & Accessories 26
      Packaging 42
      Pet Supplies 32
      PPE 41
      Sports & Outdoors 35
      Stationary & Office 36