Wayfair & CastleGate Integration for Linnworks
End-user documentation for installing, configuring, operating, and troubleshooting the Wayfair Dropship, CastleGate, and Wayfair Multi-Channel Fulfilment integration with Linnworks.
Overview
The Wayfair & CastleGate Integration connects Linnworks with Wayfair Dropship, CastleGate, and Wayfair Multi-Channel Fulfilment. It automates inbound order import, product and inventory synchronisation, outbound 3PL fulfilment, shipment updates, cancellations, and operational auditing.
Architecture at a glance
Linnworks
Acts as the operational system for orders, products, postal services, stock locations, identifiers, and fulfilment processing.
Integration Service
Authorises each Linnworks installation, stores tenant-specific configuration, validates and maps data, runs scheduled jobs, and records detailed audit logs.
Wayfair & CastleGate
Supplies Dropship and CastleGate orders, accepts product inventory updates, fulfils outbound 3PL orders, and returns fulfilment, cancellation, and inventory information.
Once installation and configuration are complete, the scheduled workflows run automatically. Manual actions are normally needed only for configuration, mapping, validation errors, or support investigation.
Integration Scope
The integration supports four main operational areas.
Wayfair Order Import
Imports Wayfair Dropship orders and CastleGate purchase orders into an integration queue, where Linnworks retrieves and creates them as channel orders.
Products & Inventory
Makes active Wayfair supplier-catalog products available to Linnworks and sends eligible Linnworks inventory changes to Wayfair.
Multi-Channel Fulfilment
Sends eligible Linnworks orders from the CastleGate 3PL fulfilment location to Wayfair, handles cancellation requests, and processes shipped orders back in Linnworks.
Portal & Tenant Management
Provides configuration, user access, service mappings, queue visibility, audit history, API payload logs, and controlled retry tools for each Linnworks installation.
Before You Start
Make sure the following information and access are available.
| Requirement | Why it is needed |
|---|---|
| Permission to install an application in Linnworks | Required to authorise the integration for the Linnworks account |
| Wayfair Client ID | Used to obtain access to Wayfair APIs |
| Wayfair Client Secret | Used with the Client ID for Wayfair authentication |
| Wayfair Supplier ID | Required for Dropship, CastleGate, and fulfilment API requests |
| Intended Wayfair environment | Choose Sandbox for testing or Production for live operations |
| Linnworks postal services | Required when mapping dispatch services to Wayfair carrier and ship-speed values |
| Valid Linnworks item SKUs | Required for product, inventory, and 3PL fulfilment matching |
| Installation and portal addresses | Supplied by your implementation administrator |
Start in Sandbox and complete an end-to-end test before enabling the Production environment.
Installation Guide
Use the installation address supplied by your administrator. The exact Linnworks screens can vary, but the integration workflow is the same.
Steps to Install
Install the application in Linnworks
- Open the supplied application installation address.
- Sign in to the Linnworks account that will own the integration.
- Review the requested application access.
- Approve and install the application.
Linnworks sends an installation token to the integration. The integration uses that token to authorise the account and record its Linnworks email, username, user ID, and API server.
Confirm the CastleGate fulfilment location
During installation, the integration checks Linnworks for a fulfilment location named:
CastleGate 3PL
- If the mapped location already exists, the integration reuses it.
- If a location with the same name exists, the integration maps it.
- If no matching location exists, the integration creates it as a fulfilment centre.
Do not rename or delete this location after setup. It is used by outbound 3PL orders and CastleGate inventory updates.
Check the installation email account
On the first successful installation, the integration creates a Client portal user for the Linnworks installation email and sends a welcome email containing:
- The portal login email
- A temporary password
- A reminder to change the temporary password
If the message does not arrive, check spam or quarantine first. An administrator can inspect email audit logs and issue a password reset.
Sign in to the integration portal
- Open the portal address supplied by your administrator.
- Enter the email and temporary password from the welcome email.
- Change the password after the first login.
A password change requires the current password, the new password, and confirmation of the new password.
Complete Step 1 of the configuration wizard
Select:
Common Integration - Basic order and inventory sync
This is the available profile for the standard Wayfair and CastleGate workflow.
Complete Step 2 of the configuration wizard
Enter the Wayfair Client ID, Client Secret, Supplier ID, and environment. Then choose which order and 3PL features to enable.
Save the configuration and confirm that the setup stage shows as complete. The settings can be updated later.
Reinstallation and Uninstallation
Reinstallation
An application update using the same token refreshes the stored Linnworks account details. Reinstalling a previously inactive installation under the same email with a new token reactivates that installation and its users. If an active installation already exists for the email with a different token, the previous uninstall must be registered before the new installation can be accepted.
Uninstallation
Uninstallation marks the installation and its associated portal users as inactive. Scheduled processing for that installation stops.
Configuration Reference
Required Wayfair Settings
| Setting | Required | Description |
|---|---|---|
| Wayfair Client ID | Yes | Client ID from Wayfair application management |
| Wayfair Client Secret | Yes | Client secret paired with the Wayfair Client ID |
| Wayfair Supplier ID | Yes | Supplier identifier used by Dropship, CastleGate, and fulfilment requests |
| Wayfair Environment | Yes | Sandbox for testing or Production for live processing |
| Is Wayfair Order Sync | Yes | Enables or disables Wayfair Dropship order import |
Optional 3PL Feature Toggles
| Setting | What it controls |
|---|---|
| Enable 3PL Order Sync | Enables Linnworks-to-Wayfair Multi-Channel Fulfilment order processing. The current integration also uses this setting when scheduling CastleGate purchase-order import. |
| Enable 3PL Order Cancellation | Enables automatic processing of eligible Linnworks cancellations in Wayfair |
| Enable 3PL Order Dispatch Sync | Enables Wayfair fulfilment status checks and processes shipped fulfilment orders in Linnworks |
Saving the configuration confirms that required values are present. Always validate the credentials and mappings with a real Sandbox workflow before switching to Production.
Shipping Service Mappings
Shipping mappings translate the Linnworks postal service on an order into the carrier and service information expected by Wayfair.
Create a Mapping
Step 1 - Select the integration
Open Service Mappings in the portal and select the relevant integration.
Step 2 - Select the Linnworks service
Choose the exact Linnworks postal service. The integration validates that the service ID, name, and optional vendor match the values held in Linnworks.
Step 3 - Select Wayfair values
Enter the Wayfair carrier SCAC code and select a supported Wayfair ship
speed, such as GROUND, NEXT_DAY, or another value appropriate to the
service.
Step 4 - Activate and save
Leave the mapping active and save it. An identical mapping cannot be created twice. Multiple Linnworks postal services may use the same Wayfair carrier and ship-speed combination.
Inactive or missing mappings can prevent dispatch information from being translated correctly. Review mappings whenever Linnworks postal services change.
How Wayfair Orders Reach Linnworks
The inbound channel workflow covers both Wayfair Dropship orders and CastleGate purchase orders.
The integration checks Wayfair every 5 minutes when Is Wayfair Order Sync is enabled.
It requests recent, unresponded Dropship orders, stores new orders in the queue, and ignores orders already recorded for that integration. The implemented lookback window is the previous two days, with up to 100 orders requested per batch.
The integration checks CastleGate every 10 minutes for new purchase orders when the required 3PL order-sync feature is enabled.
New purchase orders are stored in the same inbound channel queue and marked as CastleGate orders. Existing purchase-order numbers are not imported again.
Linnworks polls the channel integration for pending orders, normally on its channel-update cycle. The integration returns orders in pages of up to 100.
After Linnworks retrieves an order, its queue status changes from Pending to SentToLinnworks.
An hourly verification job compares sent queue records with Linnworks open orders.
When the order is found in Linnworks, its queue status changes to VerifiedInLinnworks. This provides a clear audit trail from Wayfair receipt through Linnworks creation.
Inbound Order Sequence
Step 1 - Fetch
The scheduler requests eligible Wayfair Dropship or CastleGate orders for the active integration.
Step 2 - Deduplicate and queue
The integration checks the Wayfair order or purchase-order reference and stores only new records.
Step 3 - Linnworks creates the order
Linnworks retrieves pending channel orders and creates them using the mapped order, customer, address, item, and shipping data.
Step 4 - Verify
The integration confirms that the sent record exists in Linnworks and records the verified state.
Dispatch, Cancellation, and Refunds
Linnworks can call the channel integration for post-order actions on Wayfair Dropship orders.
When a Linnworks order is dispatched, the integration:
- Resolves the Wayfair order using the Linnworks reference
- Validates the Wayfair purchase order and Supplier ID
- Maps the Linnworks postal service to a Wayfair carrier and ship speed
- Sends shipment, package, carrier, service, and tracking details to Wayfair
- Records the completed or failed operation with audit details
Missing order references, purchase-order data, supplier configuration, service mappings, or tracking information can cause the operation to fail.
The integration checks the Wayfair cancellation request for the order and confirms it when the order is still cancellable.
A cancellation may be rejected if Wayfair reports that the order is no longer eligible. Repeated requests are handled safely when Wayfair has already recorded the cancellation.
Refund requests are handled through the implemented Wayfair cancellation-request confirmation flow. The result and request details are stored in the order operation and audit history.
Dispatch, cancellation, and refund operations can be retried from the portal when they are in a failed state.
Each operation supports up to 3 processing attempts. After the limit is reached, its state becomes MaxRetriesExceeded and the underlying data or configuration must be investigated before further intervention.
Product Catalogue and Dropship Inventory
Wayfair Products to Linnworks
Step 1 - Fetch supplier catalogue
Every 5 hours, the integration retrieves the Wayfair supplier catalogue in pages and updates its local product records.
Step 2 - Update product state
Active products remain available to Linnworks. Archived products are retained with an archived status. Previously stored products that disappear from the Wayfair response are marked DeletedInWayfair.
Step 3 - Linnworks retrieves active products
Linnworks can request active products from the channel integration in pages of up to 500.
Linnworks Inventory to Wayfair
When Linnworks submits an eligible inventory change, the integration creates an inventory operation and sends the new quantity to Wayfair.
| Environment | Inventory behavior |
|---|---|
| Sandbox | Uses a TRUE_UP request in dry-run mode for testing |
| Production | Uses a DIFFERENTIAL inventory update for live processing |
The operation can finish immediately or remain SubmittedToWayfair when Wayfair accepts it for asynchronous processing.
Current limitation: Direct product price updates are not supported. The implemented Wayfair product update flow does not expose a catalog price field, so price-update operations fail with an explicit unsupported-operation message.
Wayfair Multi-Channel Fulfilment Workflow
This workflow sends eligible Linnworks orders to Wayfair for 3PL fulfilment.
Step 1 - Find eligible Linnworks orders
When Enable 3PL Order Sync is active, the integration checks Linnworks open orders assigned to the mapped CastleGate 3PL fulfilment location.
Step 2 - Validate the order
Before submission, the integration confirms:
- One active integration is available for the installation
- The Wayfair Supplier ID is configured
- The order contains at least one item
- A shipping address is present
- Address line 1, town or city, postcode, and country are present
- Every item can provide a supplier part number
Step 3 - Map the fulfilment request
The integration maps customer, delivery address, shipping, totals, tax, and line-item data to a Wayfair fulfilment request.
For each item, the supplier part number is selected in this order:
- Linnworks Channel SKU
- Linnworks SKU
- Linnworks Item Number
Step 4 - Create the Wayfair fulfilment order
Valid orders are submitted to Wayfair Multi-Channel Fulfilment. The Wayfair fulfilment request identifier and response details are stored against the queue record.
Step 5 - Mark the Linnworks order
After a successful submission, the integration assigns the Linnworks identifier:
Sent to WayfairCastleGate
This identifier allows users and scheduled jobs to recognise an order already sent for fulfilment.
Step 6 - Process shipment back in Linnworks
When Wayfair reports the fulfilment as SHIPPED and tracking data is available, the integration updates the Linnworks shipping information and processes the Linnworks fulfilment-centre order. The queue then becomes ProcessedInLinnworks.
Fixing a Validation-Failed 3PL Order
When an outbound fulfilment order fails validation, the integration:
- Sets its queue state to ValidationFailed
- Assigns
Error from WayfairCastleGateto the Linnworks order - Adds an internal Linnworks note containing the validation errors
- Excludes the order from automatic submission until it is corrected
Correct and Retry the Order
Step 1 - Open the Linnworks order
Find the order carrying the Error from WayfairCastleGate identifier.
Step 2 - Read the internal note
Review the exact validation messages added by the integration. Common causes include an incomplete shipping address, no order items, a missing Supplier ID, or an item without a usable supplier part number.
Step 3 - Correct the data
Update the Linnworks order, item, address, mapping, or integration configuration identified in the note.
Step 4 - Remove the error identifier
Remove Error from WayfairCastleGate from the Linnworks order after the
correction is complete.
Step 5 - Allow the order to be fetched again
On the next fetch cycle, the integration re-reads the corrected order and can move it to ReadyForRetry. An authorised portal user can also use an appropriate manual fetch or retry action.
Step 6 - Confirm success
Verify that the queue reaches Completed, the Wayfair fulfilment reference is present, and Linnworks carries Sent to WayfairCastleGate.
Do not remove the error identifier before correcting the order. Otherwise, the same validation failure will be recorded again.
3PL Cancellation and Shipment Processing
When Enable 3PL Order Cancellation is active, the integration detects eligible Linnworks cancellations and submits a cancellation request for the corresponding Wayfair fulfilment order.
Results are stored as Cancelled, NotCancellable, AlreadyCancelled, or Failed. Failed cancellation requests are limited by the configured retry count.
When Enable 3PL Order Dispatch Sync is active, the integration checks Wayfair fulfilment status on a staggered five-minute cycle.
The current Linnworks processing action is triggered when Wayfair reports SHIPPED.
For a shipped fulfilment order, the integration:
- Reads the carrier, service, and tracking information
- Updates Linnworks shipping information
- Processes the fulfilment-centre order
- Records audit and API log entries
- Marks the queue ProcessedInLinnworks
Missing tracking information prevents the shipped order from being processed successfully and requires investigation.
CastleGate Inventory to Linnworks
The CastleGate inventory workflow updates stock at the mapped CastleGate 3PL Linnworks location.
Step 1 - Read CastleGate inventory
The integration retrieves all CastleGate inventory-summary pages. Only records containing a supplier part number and CastleGate inventory data are considered.
Step 2 - Calculate fulfilment stock
Fulfillable quantities are added together across all CastleGate warehouses for the supplier part number.
Step 3 - Match Linnworks SKU
The supplier part number must match a Linnworks SKU exactly. Missing Linnworks SKUs are skipped and recorded in the audit output.
Step 4 - Update the fulfilment location
Matching quantities are written to the CastleGate 3PL location in batches of up to 50. The Linnworks change source is recorded as Wayfair CastleGate 3PL Sync.
Step 5 - Record the result
The inventory audit records fetched, matched, skipped, updated, and failed counts. A failed update batch does not prevent the remaining batches from being attempted.
The CastleGate inventory job is designed to run every 6 hours once its per-integration scheduler is enabled.
Automation Schedule
All scheduler times are defined in UTC. Per-integration jobs run only when the installation is active and the required feature setting is enabled.
| Workflow | Normal schedule |
|---|---|
| Wayfair Dropship order fetch | Every 5 minutes |
| CastleGate purchase-order fetch | Every 10 minutes |
| Linnworks 3PL order fetch | Every 5 minutes |
| Send 3PL orders to Wayfair | Every 5 minutes, staggered 2 minutes after fetch |
| Cancel eligible 3PL orders | Every 5 minutes, staggered after send |
| Sync shipped Wayfair fulfilments to Linnworks | Every 5 minutes, staggered after cancellation |
| Wayfair supplier-catalog product fetch | Every 5 hours |
| Verify inbound orders in Linnworks | Hourly |
| Discover or refresh per-integration jobs | Hourly |
| CastleGate inventory to Linnworks | Every 6 hours when the inventory job is enabled |
| Subscription check | Sunday at 02:00 UTC |
| Linnworks order-identifier sync | Daily at 03:00 UTC |
A schedule indicates when a job becomes eligible to run. API response time, queue size, feature settings, subscription state, and worker availability can affect the exact completion time.
Multi-Tenant Access and Subscription Control
Each Linnworks installation is handled as a separate tenant with its own token, Wayfair credentials, settings, fulfilment location, queues, mappings, and audit data.
Portal Roles
Client
Can access only the installation and operational data associated with their account. Client users cannot view another installation's configuration or queues.
Admin
Can manage all installations, create and reset users, review cross-tenant operations, change subscription states, inspect audits, and perform support actions.
Subscription States
| Status | Effect |
|---|---|
| Active | Scheduled and user-initiated integration processing is allowed |
| SuspendedBySubscription | Processing is paused because the Linnworks application profile is inactive or unavailable; the weekly check can restore it automatically |
| SuspendedByAdmin | Processing is paused until an administrator changes the status |
| ExemptedByAdmin | Processing remains allowed and the automated subscription check does not change the status |
The outbound 3PL workflow expects exactly one active integration for an installation. Remove duplicate active configurations before processing fulfilment orders.
Support Portal
The authenticated portal provides operational visibility across the integration.
What Users Can Review
Dashboard & Configuration
Review dashboard counts, installation state, integration configuration, feature settings, and service mappings.
Inbound Orders
Search Wayfair and CastleGate queues, inspect order details, and review fetch, dispatch, cancellation, refund, and verification history.
Products & Inventory
Review supplier-catalog products, inventory and price operations, CastleGate stock-sync audits, retry counts, and operation results.
3PL Fulfilment
Inspect outbound order queues, cancellation queues, validation errors, Wayfair fulfilment references, status history, and Linnworks processing results.
Audit & API Logs
Trace installation, integration, order, product, master-data, user, email, and API events using timestamps and correlation IDs.
Controlled Operations
Authorised users can trigger supported fetch, send, retry, or synchronisation actions for operational recovery.
Information to Collect for Support
Before escalating an issue, collect:
- Installation email or installation ID
- Integration ID
- Linnworks order ID and order reference
- Wayfair purchase-order or fulfilment request ID
- Current queue status
- Exact error text
- Correlation ID
- UTC timestamp of the failed attempt
Never send Client Secrets, installation tokens, passwords, or full authentication headers in a support message.
Lifecycle Status Reference
| Status | Meaning |
|---|---|
| Pending | Stored by the integration and waiting for Linnworks retrieval |
| SentToLinnworks | Returned to Linnworks through the channel order feed |
| VerifiedInLinnworks | Confirmed in Linnworks open orders |
| Status | Meaning | | --- | --- | | Pending | Operation created and waiting to run | | InProgress | Operation is being processed | | Completed | Wayfair action completed successfully | | Failed | Operation failed and can be retried if attempts remain | | MaxRetriesExceeded | The operation reached the 3-attempt limit |
| Status | Meaning | | --- | --- | | Pending | Linnworks order is queued for Wayfair submission | | InProgress | Submission is currently running | | Completed | Wayfair accepted the fulfilment order | | Failed | A non-validation error occurred and attempts may remain | | ValidationFailed | Order data must be corrected in Linnworks | | ReadyForRetry | Corrected order is eligible for another send attempt | | Deleted | Queue record represents an order no longer available for normal processing | | Cancelled | Fulfilment order has been cancelled | | ProcessedInLinnworks | Shipped fulfilment was applied and processed in Linnworks |
| Status | Meaning | | --- | --- | | NotRequested | No cancellation has been requested | | Pending | Cancellation is queued | | InProgress | Wayfair cancellation request is running | | Cancelled | Wayfair confirmed cancellation | | NotCancellable | Wayfair reports that the order cannot be cancelled | | Failed | Cancellation attempt failed | | AlreadyCancelled | Wayfair had already cancelled the order |
| Status | Meaning |
|---|---|
| Active | Product is active and available to Linnworks |
| Archived | Product is retained but no longer active |
| DeletedInWayfair | Previously stored product is no longer returned by Wayfair |
| SyncFailed | Product synchronisation failed |
| SubmittedToWayfair | An inventory operation was accepted for asynchronous Wayfair processing |
Common Validation Errors
| Error or symptom | Likely cause | Recommended action |
|---|---|---|
| Installation authorisation fails | Empty, invalid, expired, or unregistered Linnworks token | Re-open the approved Linnworks installation flow and contact the administrator with the correlation ID |
| Active installation exists with another token | A previous uninstall was not registered | Complete or repair the uninstall before reinstalling |
| No active integration found | Configuration is incomplete, inactive, or not linked to the installation | Complete the wizard and confirm one active integration |
| Multiple active integrations found | Duplicate active configurations exist for one installation | Ask an administrator to retain only the intended active integration |
| Supplier ID missing | Wayfair Supplier ID was not saved | Update the integration configuration |
| CastleGate 3PL location missing | Location was renamed, deleted, or was not mapped during installation | Restore the exact location or ask an administrator to rerun location setup |
| Order has no items | Linnworks order contains no usable order lines | Add or correct the order items |
| Shipping address incomplete | Address line 1, town or city, postcode, or country is empty | Correct the Linnworks delivery address |
| Supplier part number missing | Item has no Channel SKU, SKU, or Item Number | Populate at least one supported item identifier |
| Postal service mapping fails | Submitted service details do not exactly match Linnworks | Refresh the Linnworks services and select the exact service, name, and vendor |
| Dispatch cannot resolve carrier or speed | No active service mapping exists | Create or activate the correct postal-service mapping |
| Shipped order cannot process | Tracking data is absent or incomplete | Confirm tracking in Wayfair and inspect the status-sync audit |
| CastleGate inventory SKU skipped | Supplier part number does not exactly match a Linnworks SKU | Correct the SKU relationship in the source systems |
| Product price update fails | Direct price updates are unsupported | Maintain price through the approved process outside this integration |
| Manual selection rejected | More orders were selected than the configured on-demand limit | Select a smaller batch and retry |
Troubleshooting
Orders Are Not Importing
Confirm the installation is active, the subscription is not suspended, Is Wayfair Order Sync is enabled for Dropship orders, and the relevant Wayfair credentials and Supplier ID are present. Then review inbound order and API audit logs.
3PL Orders Are Not Sending
Confirm Enable 3PL Order Sync is active, only one integration is active, the order is assigned to CastleGate 3PL, and all required items and address fields are populated.
Order Shows ValidationFailed
Read the internal Linnworks note, correct every listed issue, remove Error from WayfairCastleGate, and allow the next fetch cycle to reload the order.
Shipment Did Not Process
Confirm dispatch sync is enabled, Wayfair status is SHIPPED, and carrier and tracking data are available. Review the queue error, API log, and correlation ID.
Inventory Does Not Match
Confirm the exact Linnworks SKU exists, the CastleGate 3PL location is still mapped, and the inventory job is scheduled. Review fetched, matched, skipped, updated, and failed counts.
Login or Password Problem
Use the installation email address, check whether the user and installation are active, and ask an administrator for a password reset if the current password is unavailable.
Reliability and Auditability
Durable Queues
Orders, operations, cancellations, and synchronisation results are persisted so their state survives beyond a single request.
Deduplication
Wayfair order references, CastleGate purchase-order numbers, and stored queue links are used to prevent normal scheduler cycles from creating duplicate records.
Controlled Retries
Failed operations retain retry counts and error details. Validation failures require correction, while eligible technical failures can be picked up again within configured limits.
Correlation IDs
Requests and operational events carry correlation IDs that connect queue history, audits, and API logs during investigation.
Tenant Isolation
Client users and integration processing are scoped to their Linnworks installation. Admin access is required for cross-tenant support.
Subscription Gating
Automated and manual integration processing checks installation activity and subscription state before running protected workflows.
Best Practices
Test in Sandbox First
Validate order import, product retrieval, inventory submission, 3PL fulfilment, cancellation, shipment processing, identifiers, and service mappings before using Production.
Protect Credentials
Restrict portal access, rotate secrets through the approved process, and never place Client Secrets, tokens, or passwords in order notes or support tickets.
Keep SKUs Consistent
Use the same supplier part numbers across Linnworks and Wayfair. CastleGate inventory matching requires an exact Linnworks SKU.
Maintain Service Mappings
Review mappings whenever postal services, carriers, or shipping options change. Keep only intended mappings active.
Use Identifiers as Designed
Treat Sent to WayfairCastleGate as the success marker and Error from WayfairCastleGate as a correction-required marker. Remove the error identifier only after fixing the order.
Escalate with Evidence
Provide order references, queue status, UTC time, error text, and correlation ID so support can trace the complete workflow quickly.
Frequently Asked Questions
Is the integration fully automatic?
Yes, after installation, configuration, service mapping, and scheduler setup. Manual intervention is still required for validation errors, unsupported data, expired credentials, suspended subscriptions, or exhausted retry limits.
Which orders are sent from Linnworks to Wayfair fulfilment?
The outbound 3PL job reads eligible open orders from the mapped CastleGate 3PL fulfilment location when Enable 3PL Order Sync is active.
How do I retry a validation-failed 3PL order?
Read the Linnworks internal note, correct the order, remove Error from WayfairCastleGate, and wait for the next fetch cycle or use an authorised manual action.
Why does an order have Sent to WayfairCastleGate?
The identifier means Wayfair accepted the outbound fulfilment request. It prevents the order from being treated as a new unsent order during normal processing.
Why is a shipped order still open in Linnworks?
Check that dispatch sync is enabled, Wayfair reports SHIPPED, and tracking data is present. Missing tracking data prevents the Linnworks fulfilment-centre processing step.
Can the integration update Wayfair prices?
No. The current implementation explicitly rejects direct product price updates because the supported product update flow does not provide a catalog price field.
Does Sandbox change live Wayfair inventory?
No. Sandbox inventory submissions use dry-run behavior. Use Sandbox to validate payloads and workflow without relying on a live stock change.
What happens when the subscription is suspended?
Protected integration workflows stop for that installation. A subscription-based suspension can be restored automatically by the weekly check after Linnworks reports the application profile as active. An administrator must change an admin-controlled suspension.
Can one portal user see another Linnworks installation?
Client users are restricted to their associated installation. Admin users can access all installations for support and management.
What should I do if I forget my password?
Contact an administrator. Password reset is an admin-controlled action that creates and emails a new temporary password.
Summary
Inbound Channel Automation
Wayfair Dropship and CastleGate purchase orders are fetched, deduplicated, delivered to Linnworks, and verified through durable queue states.
Outbound 3PL Fulfilment
Eligible Linnworks orders are validated and sent to Wayfair, while identifiers, notes, queue statuses, cancellation states, and shipment processing provide operational control.
Product & Stock Synchronisation
Wayfair catalogue products are made available to Linnworks, Linnworks inventory changes can be submitted to Wayfair, and CastleGate stock updates the dedicated Linnworks location.
Traceable Tenant Operations
Role-based access, tenant-specific configuration, audit logs, API payload history, correlation IDs, feature toggles, and subscription checks support secure day-to-day operation.
The integration provides a structured and auditable connection between Linnworks and the Wayfair ecosystem, covering the complete path from order capture and product data through fulfilment, dispatch, cancellation, and inventory updates.