# Create an order

Linkolis offers three ways to add orders to your fulfillment pipeline. Choose the method that fits your workflow.

***

### Method 1 — Add an order manually

Use this method to create a single order directly from the platform.

#### Open the form

<figure><img src="/files/OzVamY5TNZaBKhJR4xx6" alt=""><figcaption></figcaption></figure>

From the **Orders** page, click **Add new order** in the top-right corner. The **Add Parcel** form opens, divided into two steps.

***

#### Step 1 — Shipping details

<figure><img src="/files/uH9mTS9CO2naBk2XHzIF" alt=""><figcaption></figcaption></figure>

**Shipping details**

<table><thead><tr><th width="220.75">Field</th><th width="112.75">Required</th><th>Rules</th></tr></thead><tbody><tr><td><strong>Order reference</strong></td><td>Yes</td><td>Max 35 characters. Must be unique.</td></tr></tbody></table>

**Delivery mode**

Select a delivery mode from the dropdown.

| Option                      | Description                                            |
| --------------------------- | ------------------------------------------------------ |
| **Standard**                | Standard home delivery                                 |
| **Relais**                  | Delivery to a pickup point                             |
| **Standard with signature** | Standard delivery with signature required upon receipt |
| **Express**                 | Express home delivery                                  |

**Recipient**

<table><thead><tr><th width="148.25">Field</th><th width="107.75">Required</th><th>Rules</th></tr></thead><tbody><tr><td><strong>First name</strong></td><td>Yes</td><td>Max 32 characters</td></tr><tr><td><strong>Last name</strong></td><td>Yes</td><td>Max 32 characters</td></tr><tr><td><strong>Organisation</strong></td><td>No</td><td>Max 35 characters</td></tr><tr><td><strong>Email</strong></td><td>Yes</td><td>Max 70 characters · Valid email format</td></tr><tr><td><strong>Phone</strong></td><td>Yes</td><td>Min 8 / Max 20 characters · Include country code (e.g. +32…)</td></tr></tbody></table>

**Destination address**

| Field                      | Required | Rules                                       |
| -------------------------- | -------- | ------------------------------------------- |
| **Street**                 | Yes      | Max 30 characters                           |
| **Street (details)**       | No       | Max 30 characters · Floor, building, etc.   |
| **Additional information** | No       | Max 30 characters                           |
| **Zip code**               | Yes      | Max 8 characters                            |
| **City**                   | Yes      | Max 30 characters                           |
| **Country**                | Yes      | Must be a country supported by the platform |

**Shipping options**

<table><thead><tr><th width="287.25">Field</th><th width="107.75">Required</th><th>Rules</th></tr></thead><tbody><tr><td><strong>Warranty (Ad Valorem insurance)</strong></td><td>Yes</td><td>Select <strong>Yes</strong> to activate ad valorem insurance for this shipment, <strong>No</strong> to ship without coverage</td></tr></tbody></table>

<figure><img src="/files/cwiYjC6uFjU9aAdturjJ" alt=""><figcaption></figcaption></figure>

Once all fields in Step 1 are filled in, click **Confirm** to proceed to Step 2.

***

#### Step 2 — Add products

<figure><img src="/files/I8uq5ZISjrBDhlio3o2x" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/fgyQNmxwbIskjiAc0o2T" alt=""><figcaption></figcaption></figure>

Click **Add a new SKU** to add a product line to the order.

| Field        | Required | Rules                                                                                                                    |
| ------------ | -------- | ------------------------------------------------------------------------------------------------------------------------ |
| **SKU**      | Yes      | Must match an existing SKU in your product catalogue. Start typing to search — matching products appear in the dropdown. |
| **Quantity** | Yes      | Whole number, minimum 1. Must not exceed available stock.                                                                |

<figure><img src="/files/1WwfLNCLmbXZEQbIe853" alt=""><figcaption></figcaption></figure>

You can add multiple SKU lines to include several products in the same order. Click the **✕** icon to remove a line.

<figure><img src="/files/8K1czy3EyyQwWyLfvhsC" alt=""><figcaption></figcaption></figure>

Once your products are added, click **Create order** to submit. Click **Cancel** to discard.

***

#### Step 3 — Add Customs Details

This section appears automatically when the destination country is outside the EU. It is mandatory for all non-EU shipments.

<figure><img src="/files/a9MfrCLY3v4XusJ5RTCg" alt=""><figcaption></figcaption></figure>

#### EORI number

Before creating a shipment outside the EU, make sure your EORI number is configured in your account settings → **Customs**. If it is missing, the order cannot be created.

{% hint style="warning" %}
For shipments to the United Kingdom, a UK EORI number (GB) is mandatory in addition to your EU EORI number. Make sure both are configured in your customs settings before creating UK shipments.
{% endhint %}

{% hint style="warning" %}
Orders imported via API or connected marketplaces destined outside the EU will automatically fall into **Errors** if no valid EORI number is configured in your account.
{% endhint %}

To configure the **Default Nature of the Shipment**, **EORI Number**, and **UK EORI Number**, please go to:

**Settings → Customs**.

<figure><img src="/files/gj1JOUdhAVpc6QDviIGp" alt="" width="236"><figcaption></figcaption></figure>

<figure><img src="/files/GNfSSKsY39kBkQyHomuD" alt=""><figcaption></figcaption></figure>

| Field                      | Required        | Rules                                                                                                                                                                                |
| -------------------------- | --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Nature of the shipment** | Yes             | Select from the dropdown: Sale, Gift, Sample, Return, Other. You can set a default value in your account settings → **Customs** so it is applied automatically to all non-EU orders. |
| **Total invoice amount**   | Auto-calculated | Calculated automatically from the unit values set on each product. Displays `—` if one or more products have no unit value defined.                                                  |

{% hint style="warning" %}
If the **Total invoice amount** displays `—`, one or more products in the order are missing a unit value. A warning is also displayed below the Shipping options section. Click **Edit** next to the affected product and enter a value in the **Unit value excl. tax (€)** field before submitting the order.
{% endhint %}

<figure><img src="/files/mCDRfWbVqKh0orFE1Wy9" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/wGzet3DX9GgTGegPt6mz" alt=""><figcaption></figcaption></figure>

For each product in a non-EU shipment, the following fields are also required. Click **Edit** next to the product line to open the product sheet:

| Field                        | Required         | Rules                                                                                                                                     |
| ---------------------------- | ---------------- | ----------------------------------------------------------------------------------------------------------------------------------------- |
| **Unit value excl. tax (€)** | Yes              | Declared value of the item excluding tax — used for customs clearance and insurance                                                       |
| **Intended Use**             | Yes              | The intended use of the product                                                                                                           |
| **HS Code**                  | Yes              | Harmonised System code — search on the [European Customs Portal](https://ec.europa.eu/taxation_customs/dds2/taric/taric_consultation.jsp) |
| **Origin country**           | Yes              | ISO country code of the product's country of origin                                                                                       |
| **Customs description**      | Yes              | Plain-language description of the item for customs identification                                                                         |
| **MID Code**                 | Mandatory for US | Manufacturer's identification code — required for shipments to the United States                                                          |

{% hint style="info" %}
These values are saved on the product sheet. Once filled in, they will be pre-filled automatically for future orders containing the same product.
{% endhint %}

Once all fields are completed, click **Create order** to submit.

***

### Method 2 — Import orders in bulk (Excel)

Use this method to create multiple orders at once by uploading a pre-filled Excel file.

#### Get the template

<figure><img src="/files/xtZ3EwZsJhTgQlsxW9CF" alt=""><figcaption></figcaption></figure>

From the **Orders** page, click **Import** → **Get the template** to download the official import file.

The template contains two sheets:

* **📋 Instructions & Rules** — field rules, constraints, colour legend, and platform behaviour explained
* **📦 Order Import** — the data entry sheet. Start filling orders from row 4. Do not modify the headers.

#### Fill in the template

One row = one order. To ship multiple SKUs in a single parcel, duplicate the row with the same **Order reference**.

**PARCEL fields**

| Column                         | Required | Rules                                                                                                                                                                                              |
| ------------------------------ | -------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Order reference**            | Yes      | Max 35 characters · Must be unique                                                                                                                                                                 |
| **Delivery mode**              | Yes      | Must be exactly one of: `Standard`, `Relais`, `Standard with signature`, `Express`. An invalid or empty value sends the order to **Errors** — the platform will prompt you to select a valid mode. |
| **Declared value**             | No       | Numeric value ≥ 0. See platform logic below.                                                                                                                                                       |
| **Insure ad valorem (yes/no)** | Yes      | Enter `yes` to activate insurance. Any other value (including empty) = no insurance.                                                                                                               |

**Declared value — platform logic**

| Input                                    | Result                                                           |
| ---------------------------------------- | ---------------------------------------------------------------- |
| Numeric value (e.g. `49.90`)             | Declared value = the entered amount                              |
| `0`                                      | Declared value = 0                                               |
| Empty + **Insure ad valorem = yes**      | Platform auto-calculates from `unit_value` in your Product table |
| Empty + no `unit_value` in Product table | ⚠️ Order falls into **Errors**                                   |

**RECIPIENT fields**

| Column         | Required | Rules                                                                                   |
| -------------- | -------- | --------------------------------------------------------------------------------------- |
| **Last name**  | Yes      | Max 32 characters                                                                       |
| **First name** | Yes      | Max 32 characters                                                                       |
| **Address**    | Yes      | Max 30 characters · Street line 1                                                       |
| **Address 2**  | No       | Max 30 characters · Complement                                                          |
| **Address 3**  | No       | Max 30 characters · Additional line                                                     |
| **City**       | Yes      | Max 30 characters                                                                       |
| **Zipcode**    | Yes      | Max 8 characters                                                                        |
| **Country**    | Yes      | ISO 2-letter code (e.g. `FR`, `BE`, `NL`) · Must be a country supported by the platform |
| **Email**      | Yes      | Max 70 characters · Valid email format                                                  |
| **Phone**      | Yes      | Min 8 / Max 20 characters · Include country code                                        |

**ITEMS fields**

| Column       | Required | Rules                                                |
| ------------ | -------- | ---------------------------------------------------- |
| **SKU**      | Yes      | Must match an existing SKU in your product catalogue |
| **Quantity** | Yes      | Whole number ≥ 1 · Must not exceed available stock   |

#### Import the file

<figure><img src="/files/YMV4NzMEMr3CEdV9J3NV" alt=""><figcaption></figcaption></figure>

Once your file is ready, go to **Import** → **Import a file** and upload your `.xlsx` file.

{% hint style="warning" %}
Do not convert the file to `.csv`. Upload in `.xlsx` format only.
{% endhint %}

#### Errors & corrections

<figure><img src="/files/JlFrINgRlPk0A0KNtsmK" alt=""><figcaption></figcaption></figure>

After the import is complete, orders are processed in one of three ways:

* **Imported successfully** — the order meets all conditions and is added to your **Orders** page ready to be processed.
* **Moved to Errors** — the order was imported but contains one or more issues that must be corrected before it can be fulfilled. For detailed correction steps, see [Manage an error.](/errors/manage-an-error.md)
* **Rejected** — the order could not be imported at all. Rejected orders do not appear in Errors. You can download the import report at the end of the import to see the full list of rejected lines with the reason for rejection. Correct the issues in your file and re-submit.

**Common reasons an order is moved to Errors:**

* A required field is missing or exceeds the character limit
* Delivery mode is empty or does not match a valid option
* Country is not recognised or not supported
* Declared value is empty, Insure ad valorem = yes, and no unit value is set on the product
* EORI number not configured for a shipment outside the EU or to the United Kingdom
* One or more products in a non-EU shipment are missing customs information (Intended Use, HS Code, Origin country, Customs description, or MID Code for US shipments)
* Nature of the shipment not selected and no default configured in your customs settings

**Common reasons an order is rejected:**

* SKU not found in your product catalogue
* Quantity exceeds available stock

{% hint style="info" %}
After each import, download the import report to review all rejected lines. Correct the issues directly in your Excel file and re-upload to submit the corrected orders.
{% endhint %}

***

### Method 3 — Automatic import via Apps & Integrations

<figure><img src="/files/zXNSbkJAulKP7TEM9VPZ" alt=""><figcaption></figcaption></figure>

Orders placed on your connected marketplaces and stores (Bol, Kaufland, Amazon, Shopify, Prestashop, and others) can be imported automatically into Linkolis — no manual entry required.

To set this up, see [Apps & Integrations](/apps-and-integrations/app-management.md).


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