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Using the FBA service by Amazon

The abbreviation FBA stands for Fulfilment by Amazon. Instead of dealing with the orders yourself, packaging the items and sending them, you let Amazon take care of this task for you with the FBA programme. Of course, you then have to store at least some of your items with Amazon.

For further information about setting up Amazon FBA in plentymarkets, watch this video tutorial:

Amazon FBA

1. Setting up the FBA service by Amazon

1.1. Creating a warehouse for Amazon FBA

Go to Setup » Markets » Amazon » Settings » Tab: Order settings and use the Warehouse option to select which warehouse you would like to use for Amazon fulfilment orders. This way, you can be sure that the complete range of stock management functions remain intact with the FBA programme and that you can keep track of the stock at Amazon in your plentymarkets system.

Creating a warehouse:

  1. Go to Setup » Stock » Warehouse.

  2. Click on New warehouse.

  3. Enter a name for the warehouse.

  4. Select a Warehouse type.
    Note: If you only want to use this warehouse for FBA stock, i.e. if you only want to offer the stock of this warehouse for Amazon FBA and not in your online store or on other markets, then select the warehouse type Repair.

  5. Select Amazon as Logistics type.

  6. Save () the settings to create the warehouse.
    → The warehouse is listed in the overview in alphabetical order and opened.

  7. Carry out further settings according to the explanations on the Setting up a warehouse page of the manual.

  8. Save () the settings.

1.2. FBA order import

Proceed as follows to define that your FBA orders are automatically imported in your plentymarkets system once a day.

Automatically importing FBA orders:

  1. Go to Setup » Markets » Amazon » Settings.

  2. Select the account.

  3. Click on the Order settings tab.

  4. In the Amazon FBA area, activate the option Active.

  5. Save () the settings.

Order processing has the following steps:

  • The customer makes a purchase on Amazon.

  • Amazon sends the items.

  • The plentymarkets system requests a report.

  • Amazon creates the report.

  • The next day, plentymarkets automatically checks whether any Amazon reports exist. If yes, then these reports are imported.

  • Orders are generated in plentymarkets from the information contained in these reports.

Note regarding the order import

Amazon only generates the list of orders once per day. Because it can take up to 2 days before an item is ready for shipping, FBA orders are available in your system with a time delay. Generally, the order confirmation that was generated by Amazon is available in your system two days after the item was shipped or a total of up to 4 days after it was ordered. The punctuality of the deliveries, however, is not affected. They will be carried out with the quickness that is customary for Amazon.

Amazon FBA orders are imported with the parameters Status and Referrer. Select the Status that is most appropriate for your process. For example, this could be status [7] Outgoing items booked. The referrer is automatically set to Amazon FBA or an Amazon FBA sub-referrer, e.g. Amazon FBA USA. The date when items are shipped is saved directly in plentymarkets. Therefore, stock is not reserved for items that are included in the order.

Event procedures for fulfilment

Configure the event procedures that are necessary for the fulfilment process. Such event procedures are having invoices generated and sent to your customers with the help of automatic emails, and having the order then switch to another status.
For further information, refer to the Event procedures and Fulfilment pages of the manual.

FBA partial deliveries

Amazon will send FBA partial deliveries if the items ordered by the customer are stored in separate warehouses. Hence, the customer receives multiple packages for one order.
In plentymarkets, each FBA partial delivery is saved as a separate order, depending on the FBA warehouse which sends the item. You can import one tracking number from Amazon for each partial delivery and then assign it to the according partial delivery. You can generate a separate invoice for each partial delivery. This is necessary if the Amazon warehouses are located in different countries due to differing taxes.

European Fulfilment Network (EFN)

Amazon is continuously expanding its European Fulfilment Network for sellers who use shipment by Amazon. In order to use this network, it is required that you are fiscally registered in all countries in which you use FBA logistics centres. In order for your invoices to be generated correctly for these new logistics centres from the fiscal point of view, you can - in addition to your company location - select the warehouse location as basis for the default VAT rate. You can carry out these settings for each client (store) in the Setup » Client » Select client » Locations » Select location » Accounting menu. In the VAT rates tab, you save the necessary tax rates for the countries.

Example: Logistics centre is located in Poland and items are shipped to Germany

To avoid that the Polish tax rate is used for orders that are shipped to Germany from a logistics centre in Poland, you also have to enter the country Germany with the German tax rate for the location Poland. To do so, go to Setup » Client » Select client » Locations » Poland » Accounting » Tab: VAT rates, select the country Germany and enter the German tax rate as well as the valid VAT number.

1.3. Automatically importing FBA returns

In case of a return, the customer sends the items back to Amazon. The return is imported into your plentymarkets system and listed in the order menu. It is given the return status that you selected in the Setup » Orders » Settings menu.

Do not change the order

Returns will only be imported if the order exists in plentymarkets and its external order number was not changed.

Activate the import function as described below in order to automatically import FBA returns in your plentymarkets system.

Activating the import function for FBA returns:

  1. Go to Setup » Markets » Amazon » Settings.

  2. Select the Amazon account.

  3. Click on the Order settings tab.

  4. Select the setting Daily from the Returns import drop-down list in the Shipment by Amazon (FBA) area.

  5. Save () the settings.

1.4. Automatically importing FBA credit notes

Use the credit note import in order to automatically import FBA credit notes into your plentymarkets system. The credit notes are imported with the status which you have selected for the Standard status for credit note setting in the Setup » Orders » Settings menu. If you activate the credit note import, then FBA credit notes are imported into your plentymarkets system every 4 hours.

Do not import FBA returns as credit notes via an event procedure

If you activate the credit note import, FBA credit notes are automatically imported into your plentymarkets system every 4 hours. Therefore, in this case do not use an event procedure to create credit notes from FBA returns.

Activating the automatic credit note import:

  1. Go to Setup » Markets » Amazon » Settings.

  2. Select the Amazon account.

  3. Click on the Order settings tab.

  4. Select Yes for the Credit note import option.

  5. Save () the settings.

2. Setting up Amazon Multi-Channel

Amazon Multi-Channel Fulfilment is Amazon’s service that enables you to fulfil orders from sales channels other than Amazon.co.uk using the stock that you have stored in the Amazon fulfilment centre. (source: Amazon)

In other words, the Multi-Channel function allows you to store your items with Amazon and have Amazon ship your items even though you sell these items on external markets. This chapter describes which settings you have to carry out in your plentymarkets system so that these orders can be processed by Amazon.

The following steps are necessary to configure your stock and item data for Amazon Multi-Channel.

Watch this video tutorial for more information about Amazon Multi-Channel and setting up the service in your plentymarkets system:

Amazon FBA

2.1. Creating a warehouse for Amazon Multi-Channel

Create a warehouse, if you have not yet created one as described in the Using the FBA service by Amazon chapter. When using Multi-Channel fulfilment, it is important to set up a warehouse for each country-specific Amazon marketplace with the logistics type Amazon and the country as its location.

Example of matching Amazon platform and warehouse location

Multi-Channel fulfilment takes place via amazon.co.uk. Create a new warehouse Amazon UK with the logistics type Amazon and the location Great Britain. The items must actually be stored with Amazon in that country e.g. in Great Britain. Otherwise they cannot be handled and shipped by amazon.co.uk.

2.2. Activating the variation availability for Amazon Multi-Channel

Carry out the following settings for the items that you want to make available for Amazon Multi-Channel.

Activating the variation availability for Amazon Multi-Channel:

  1. Go to Item » Edit item.

  2. Open the item.

  3. Click on the Multi-Channel tab.

  4. Carry out the settings in the Amazon area. Pay attention to the explanations given in [item-availability-amazon] in the Setting the variation availability chapter.

  5. Save () the settings.

2.3. Carrying out settings for Amazon Multi-Channel

Carry out the settings in the Amazon menu as described below.

Setting up Amazon Multi-Channel:

  1. Go to Setup » Markets » Amazon » Settings.

  2. Click on the Order settings tab.

  3. Carry out the settings in the Shipment by Amazon (FBA) area. Pay attention to the explanations given in Table 1.

  4. Save () the settings.

Table 1. Setting up Amazon Multi-Channel
Setting Explanation

Active

Place a check mark to activate the daily order import.

Referrer

  • Only use for Amazon orders = Only process Amazon orders with FBA.

  • Can be used for all orders = Process all orders with FBA.

Status

Select the order status for orders that were imported from Amazon.

Warehouse

Select which warehouse should be used for Amazon shipments.

Outgoing items

Select whether outgoing items should be marked as booked or not. The option Mark as booked does not trigger an item movement. In order to trigger an item movement, select the option Do not mark as booked and set up an event procedure.

Returns import

Select whether returns should be imported daily or never.

Include coupons to returns

Select whether coupons can be used for FBA returns or not. If the FBA order was paid fully or partly with a coupon, the coupon is added to the return. A minimum order quantity for the coupon is not taken into consideration.

Stock import

Select the option Hourly to import stock on an hourly basis.
Only changes in the stock data are taken into consideration. For further information about stock import options, refer to the Synchronising stock chapter.

Status for transmitted orders

Determines which order status should be used for multi-channel FBA orders that were transferred to FBA.

Item bundles Multichannel

Select which positions should be transferred to Amazon.

  • Transmit all order positions = Transmit all positions included in the order to Amazon. If you select this option, then both the package position and the contents of the package are transmitted to Amazon.

  • Transmit package position only = Only the package position is transferred to Amazon.

  • Transmit without package position = Only the contents of the package are transferred to Amazon.

Shipping category

Select a shipping category.

  • Standard = Normal shipping

  • Expedited = Express shipping

  • Priority = Fastest shipping service

2.4. Automatically transferring the shipping permission to FBA

Set up an event procedure to automatically inform Amazon about the order. After Amazon has received this information, the order is processed and the item(s) are made ready for shipping.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 2.

  5. Save () the settings.

  6. Carry out the settings according to Table 2 vor.

  7. Place a check mark next to the option Active ().

  8. Save () the settings.

Table 2. Event procedure for automatically transferring the shipping permission to FBA
Setting Option Selection

Event

Order change: Status change > [5] Cleared for shipping

Filter 1

Order > Order warehouse

Amazon Multi-Channel

Filter 2

Shipping > Shipping by FBA only

Filter 3

Order > Referrer

Important: Do not select an Amazon referrer. Otherwise, it may result in duplicate FBA orders.

Procedure

Shipping > Transfer shipping permission to FBA

When switching to status 5, Amazon is informed that the items are cleared for shipping. Amazon ships the items and your plentymarkets system receives a confirmation from Amazon. The order switches to status 5.1, as determined in the order settings. The package number is imported into your plentymarkets system.

Import of package numbers

Package numbers are imported once per day.

2.5. Synchronising stock for Amazon Multi-Channel

Stock is synchronised with Amazon in the Setup » Markets » Amazon » Data exchange » FBA stock menu. There are a few different ways to do this. You can use the hourly automatic stock synchronisation, an automatic procedure or a CSV file.

Only for Amazon Multi-Channel

This feature is intended for Amazon Multi-Channel only.

In plentymarkets, a distinction is made between automatic stock synchronisation and manual stock synchronisation. Both procedures are described below.

Proceed as follows to automatically synchronise stock.

Automatically synchronising stock:

  1. Go to Setup » Markets » Amazon » Data exchange » FBA stock.

  2. Select the Amazon account in the Automatically tab.

  3. Click on Synchronise Amazon FBA stock.

4 minutes are allotted for this process. If Amazon does not provide the data within this time frame, then stock is not synchronised. The next request will use the previous data that was not transferred. This can lead to errors. Therefore, we recommend that you manually synchronise data with a CSV file as described in the next chapter.

Stock information is only synchronised for those items that had their stock changed on Amazon in the last 30 days. We recommend that you use the manual synchronisation for the first import. The stock is synchronised according to the initial settings in plentymarkets.

Stock is synchronised manually via CSV file.

Assigning SKU numbers

If you want to manually synchronise data, then you also have to specify how SKU numbers should be assigned to the stock. This is specified in the initial settings.

Before you carry out this synchronisation, you have to request the corresponding report file from Amazon in Seller Central. Download this CSV file and save it on your computer.

Manually synchronising stock:

  1. Go to Setup » Markets » Amazon » Data exchange » FBA stock.

  2. Click on the Manual tab.

  3. Select the Amazon account.

  4. Click on Select file to select the CSV file that you have just saved.

  5. Save () the settings to carry out the synchronisation.

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