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UK Mail Direct Integration


Linnworks can directly integrate with UK Mail to allow the printing of shipping labels, the cancellation of labels and the booking of collections.

You must be an existing UK Mail customer in order to use the UK Mail shipping module within Linnworks. If you are not an existing customer you will need to contact UK Mail and setup an account.

1 UKMail Integration

  • 1.1 Open Linnworks
  • 1.2 Go to the Settings tab
  • 1.3 Open Shipping Management Fig 1.1
  • 1.4 Scroll down to UKMail
  • 1.5 Click on the Configure Symbol to open the Config Fig 1.2
Fig 1.1  UKMail Shipping Management Fig 1.2  UKMail Configure Symbol

2 Setup and Configuration

  • 2.1 On initially opening the UK Mail Config enter your UK Mail Username and Password 
  • 2.2 Hit the Test button rather than the Test Account circle to validate your login credentials
  • 2.3 Clicking Test will also load a list of the account numbers associated with that login
  • 2.4 The only UK Mail settings that are needed are choosing a Test or Live Account
  • 2.5 Also, for booking collection purposes, whether the Closed for Lunch box is ticked all shown in Fig 2.1
Fig 2.1  UKMail Config

3 Creating Postal Services

  • 3.1 Postal Services can be added to UK Mail manually by clicking the Add button Fig 3.1
  • 3.2 Select a service from the list and then click OK Fig 3.2
  • 3.3 Select a UK Mail Service from the drop down list Fig 3.3, to map to the Linnworks Service selected in Fig 3.2
  • 3.4 Set an Account Number for the service Fig 3.3
  • 3.5 Tick Splittable if happy to have an order split Fig 3.3
Fig 3.1  UKMail Add Button Fig 3.2  UKMail Add Postal Services Fig 3.3  UKMail Service Mapping

4 Config Services

  • 4.1 There are further service level configuration options available by clicking in the Config column in Fig 3.3
  • 4.2 In the Config Service box Fig 4.1, set service specific options such as any Delivery Notifications, International Invoices and Declarations
  • 4.3 Once the config options have been set here, click OK Fig 4.1 to return to the UK Mail Config screen Fig 2.1
Fig 4.1  UKMail Config Options

5 UKMail Printing

  • 5.1 To print directly to a printer, click on the Send to Printer Button
  • 5.2 Once clicked the other options for selecting a printer will show Fig 5.1
  • 5.3 Choose which Printer to print labels too, Paper Size, the Margins, Scale and Orientation of the labels here Fig 5.1
  • 5.4 Alternatively you can print to PDF
Fig 5.1  UKMail Printing Options

6 Booking A Collection

  • 6.1 Before printing labels a collection must be booked
  • 6.2 The option to do this from the UK Mail config is available or when trying to print labels, without a collection booked, you'll be prompted to fill this in Fig 6.1
  • 6.3 The Book Collection screen allows you to define an Earliest, Requested and Latest Collection time as well as Instructions that will be delivered to the driver Fig 6.1
  • 6.4 You will need to book a collection for each account, although in most instances the same Collection Number will be returned
  • 6.5 Click Cancel if any mistakes are made or Book to book the collection Fig 6.1
Fig 6.1  UKMail Booking Collections

7 Voiding Consignments

  • 7.1 To Void a shipment, click the Void Consignment button in the UK Mail Config Fig 2.1
  • 7.2 Once opened it will display orders that have had UK Mail labels printed for them as well as a search functionality Fig 7.1
  • 7.3 Clicking the Void Shipping column for the order that you wish to cancel the label for will complete this action Fig 7.1
Fig 7.1  UKMail

8 Using Daily Collections

  • 8.1 Tick the Use Daily Collections box to enable the ability to click on the Daily Collection Fig 8.1
  • 8.2 Daily Collection Fig 8.1, enables an automatically booked collection
  • 8.3 To enable working days one needs to tick a check box in enabled column Fig 8.2
  • 8.4 Once ticked the times need to be specified Fig 8.2
  • 8.5 Please note that latest collection is not the time when the driver usually arrives. It depends on the company's postcode
  • 8.6 See for the Latest Collection times
Fig 8.1  UKMail Daily Collections Fig 8.2  UKMail Daily Collections

9 Printing Labels in Open Orders

  • 9.1 If an order is allocated to a postal service which is mapped to a UK Mail postal service, Linnworks will send the Shipment request to UK Mail, generate a label and record a tracking number
  • 9.2 Please note: There are multiple ways an order can be allocated to the postage service in Linnworks – macro allocation, downloading postal service from the channel directly, manual editing of the order or selecting the service at the time of printing the label (in Process Order screen)
  • 9.3 To print the label(s) from the Open Order screen – select the orders you would like to print (you can select multiple orders in one batch)
  • 9.4 Right click > Print > Print Label Fig 9.1
  • 9.5 Linnworks will either generate a PDF file with labels merged in one document or will directly send the label to the printer, depending on setup Fig 9.2
Fig 9.1  UKMail Open Order Print Fig 9.2  UKMail Label

10 Label Printing Error

  • 10.1 If a label printing resulted in error you will see an error sign next to the order Fig 10.1
  • 10.2 Move the mouse over the error icon to see the error message
Fig 10.1  UKMail Label Printing Error

Please Note

  • All tracking numbers will be recorded against the order and can be viewed in the View Order card
  • Once collections have been booked and labels have been printed login to iconsign to view your Manifest info
  • Linnworks doesn't store the Manifest information for UKMail but by logging into IConsign at viewing and printing you Manifest will be possible