You are currently viewing documentation for Linnworks Desktop, if you are looking for documentation, click here.

Magento New Integration Setup

1 Magento API User and Role Setup

Before you setup the Channel Integration in Linnworks, you first need to configure an account in Magento that Linnworks can use to connect to the site to send and receive information. We will show you how to setup this user and assign it the permissions needed.


  • 1.1 Open the Login page for your Magento site Fig 1.1
  • 1.2 After entering your Login and Password, you should reach the initial admin page Fig 1.2
  • 1.3 Open the 'System' Menu Fig 1.3
Fig 1.1  Magento Login Fig 1.2   Magento Admin Page Fig 1.3  Magento System Menu



  • 1.4 Open the 'Web Services' Sub Menu Fig 1.4
  • 1.5 Select the option 'SOAP/XML-RPC-Roles' Fig 1.5
  • 1.6 Select the 'Add New Role' button Fig 1.6
Fig 1.4  Magento Web Services Fig 1.5  Magento SOAP/XML Roles Fig 1.6  Magento Add New Role



  • 1.7 Enter the name Linnworks into the 'Role Name' field Fig 1.7
  • 1.8 Click on the 'Save Role' button Fig 1.8
  • 1.9 Select the 'Role Resources' option on the left of the screen Fig 1.9
Fig 1.7  Magento Role Name Fig 1.8  Magento Save Role Fig 1.9  Magento Role Resources



  • 1.10 Where you see 'Resource Access' under 'Roles Resources', select 'ALL' from the drop down Fig 1.10
  • 1.11 Select 'Save Role' Fig 1.11
  • 1.12 Select the option 'SOAP/XML-RPC-Users' Fig 1.12
Fig 1.10  Magento Select All Fig 1.11  Magento Save Role Fig 1.12  Magento SOAP/XML Users


  • 1.13 In the 'Users' screen, select the option 'Add New User' Fig 1.13
  • 1.14 In the New User Screen,Fig 1.14 setup the user with the following information;
  • User Name: Linnworks, 
  • First Name: <your choice>
  • Last Name: <your choice>
  • Email:  <your choice>
  • API Key: A password used by Linnworks to access Magento via this user account. Make a note of this for setting up your Magento Channel Configuration in Linnworks
  • API Key confirmation: The password from the API Key field repeated to confirm spelling, 
  • This account is: Active
  • 1.15 Select the 'Save User' button to save the details you have set Fig 1.15
Fig 1.13  Magento Add New User Fig 1.14  Magento New User Screen Fig 1.15  Magento Save User


  • 1.16 Select the user you have just created (System, Web Services, SOAP/XML-RPC-Users, Linnworks). On the left hand side, under 'User Information', select 'User Role'. Ensure the radio button next to 'Linnworks' is enabled Fig 1.16
  • 1.17 Click on 'Save User to save the changes you have made Fig 1.17
  • 1.18 You can now close your Magento Admin page
Fig 1.16  Magento User RoleFig 1.17  Magento Save User

2 Magento Channel Integration Setup

  • 2.1 Open Linnworks
  • 2.2 Select Settings tab Fig 2.1
  • 2.3 Click on Channel Integration Fig 2.1
  • 2.4 Select Add New Channel Fig 2.1
  • 2.5 Scroll down to Magento and click the Integrate button Fig 2.2
Fig 2.1  Magento Channel IntegrationFig 2.2  Magento Integrate

3 Magento New Config

  • 3.1 The top section of the Magento Site Integration Window needs the details of the Site and the API user to be entered Fig 2.3
  • 3.2 Site URL: This has 2 fields, the second is pre-populated, and has the default location for the Magento API file(S) we use to communicate with Magento. The first field should be filled in with the address of your site. This would be the first part of the address, up to .com,, .org or similar Fig 2.3
  • 3.3 User Name: The name of the API User setup on Magento site using the previous instructions Fig 2.3
  • 3.4 API Key: The API Key/password set up for the API User on the Magento site Fig 2.3
  • 3.5 Click on 'Test' to verify the connection to the site is working correctly. Contact Support if it returns an error message other than Fig 2.4
  • 3.6 If stating Access Denied: Check the API Key has been entered correctly. This is case-sensitive, so ensure Caps Lock is off. Also ensure the correct name for the API user has been entered and that the User is assigned to the Role created
Fig 2.3  Magento New IntegrationFig 2.4  Magento Test Error

4 Magento Orders Options

These options relate to the interaction of the Integration with Magento, and what information we download. Options are as shown below: Fig 4.1

  • 4.1 Enabled: Channel will be accessed on Sync
  • 4.2 Mark orders as despatched: When order is Processed in Linnworks, we will return an update to Magento saying that order has been dispatched on the following Sync
  • 4.3 Raise Invoice when order is despatched: This option relates to the use of pre-authorised payments/orders
  • 4.4 Capture invoice once raised: This option relates to the use of pre-authorised payments/orders
  • 4.5 Invoice Prefix: This adds a number of your choice infront of the reference number of an order, please note that this can only be set during the initial integration of this channel and can NOT be added after
  • 4.6 Magento email notification on despatch: Signal Magento when the order has been processed in Linnworks to send a dispatch email from the Channel
  • 4.7 Download Pending Orders: <Default OFF> If this is enabled, we will download orders marked 'Pending' as well as orders marked 'Processing'
  • 4.8 Pending Orders from Date: When downloading Processing Orders, specify a date here we will not collect orders from before
  • 4.9 Use Order State: By default Linnworks downloads orders based on status {pending,processing}. By ticking this option it will download them based on state {new,processing}. Eg. It will allow Linnworks to download an order with status csv_paid which will show in the Order XML as shown in Fig 4.2
  • 4.10 Use Adjustment:This option will recalculate total based so it will match the total from the Magento's XML. It will add an additional service item to adjust the total
  • 4.11 Use Base Currency: If ticked the currency of your home store will be used for orders
Fig 4.1  Magento Order Options Fig 4.2  Magento Order XML

5 Magento Mapping Options

These options affect how Linnworks processes the information we receive from Magento in orders to an order in Linnworks. The meaning of each is shown below: Fig 5.1

  • 5.1 Shipping Mapping: Allows you to map the Shipping Services passed to Linnworks in the Magento order to Postal Methods setup in Linnworks when the order is imported. Fig 5.2
  • To do this, double click on the Linnworks Service box to bring up the dropdown selection box of services scroll through until the required service is found
  • Click on the required service 
  • Save before Exiting
  • 5.2 Payment Method Mapping: Allows you to map the Payment Methods passed to Linnworks in the Magento order to Payment Methods setup in Linnworks when the order is imported. Fig 5.3
  • To do this, double click on the Linnworks Method box to map the payment methods as shown in the Tag column
  • Tick the box if allowing the pending orders for the required payment method should be allowed
  • Click OK


  • 5.3 Save changes before exiting the Magento Config Fig 5.1
Fig 5.1  Magento Mapping OptionsFig 5.2  Magento Shipping Mapping Fig 5.3  Magento Payment Method Mapping

6 Magento Inventory Options

These options relate to how and if information is passed back to the channel from your Linnworks Inventory. The meaning of each option as shown below: Fig 6.1

  • 6.1 Inventory Sync: When ON, this option allows Linnworks to send updates to Magento for linked items as part of the Sync. These updates are based on the 'Available Stock' figure, derived by subtracting the number of that item in Open Orders from the current physical stock level
  • 6.2 Inventory Update from Location: If on, then you can specify one of the locations you have configured in Linnworks as the source of the physical inventory figure for stock level updates to this channel, but not to any others. By default, Linnworks adds the total of all available locations together
  • 6.3 Update Pricing  is designed to speed up the process of updating eBay once a Linnworks stock item has had its listing price manually updated and saved, once enabled the live listing will be updated automatically within 5 minutes of the change being applied in Linnworks.
  • 6.4 Work by SKU(Not Product ID): By default Linnworks attempts to match items using the SKU of the Listing and of the Inventory item. Disabling this means we will try to match to the inventory items in Linnworks using the 'Product ID' Field
  • 6.5 Mark as Out-of-Stock: If the Available stock level reaches 0, we will not tell the channel to change the listing status to 'Out-of-stock'
  • 6.6 Reindex Variation when creating listings in LL2 (recommended): We recommed that this is ticked to avoid new listings not appearing on the website. If unticked the products will need to be reindexed through the back end of Magento along with everything else

Fig 6.1  Magento Inventory Options


7 Magento Store Options

These options affect how Linnworks processes the information we receive from Magento in orders to an order in Linnworks. The meaning of each is shown below: Fig 7.1

  • 7.1 Is MultiStore: <Default OFF> If your Magento installation has more than one store running on a single installation, set this to true so we can address each store in an individual integration
  • 7.2 Store Site Id: Magento will provide a number for the 'Store ID' when multistore is enabled, please enter the correct ID number here
  • 7.3 High Volume Orders: If there's a high volume of orders ticking this button will download 60 minutes of orders in separate batches effectively speeding up the order sync as the whole database doesn't have to be gone through each time, just the last hours. Please note: If an order is deleted from an hour batch Linnworks will not re-download it as it will just start on the next hours batch. There's no ability to manipulate the time frame of the hours batch, the system does it automatically and consecutively there on
Fig 7.1  Magento Store Options

8 Magento General Options

These options affect how Linnworks processes the information we receive from Magento in orders to an order in Linnworks. The meaning of each is shown below: Fig 8.1

  • 8.1 UTC Offset: If you are in a different Time Zone, please specify the difference from UTC in hours plus or minus
Fig 8.1  Magento Mapping Options

9 Transition to a new Magento Integration

If using the old Magento Integration the option to Use a new Magento integration is available: Fig 7.1

  • 9.1 Use a new Magento integration: The box is Off by Default but if you tick this option
  • 9.2 Click on Save
  • 9.3 Confirm the change by clicking on Yes button
  • 9.4 The Magento screen will close and the next time you open it the config screen will be slightly different as above in 3 Magento New Config
Fig 9.1  Magento Old Config


  • The new Magento integration does not support row total, catalog price includes tax and shipping tax inclusive options
  • Bundle products will now be properly displayed and calculated
  • Orders placed in another currency on Magento will now be properly calculated. Use base currency option
Note: Every Magento integration which is created from 23/07/2013 on will be using the new Magento integration automatically.