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Setting up Amazon

Amazon  has gone from being the largest internet book store to one of the leading universal shopping centres. Many customers appreciate the large portfolio, rely on the high product quality and expect best service such as fast delivery. With plentymarkets, you have full access to Amazon. Learn how to make items available, activate the interface for data exchange, use the FBA service by Amazon and many more. The abbreviation FBA stands for Fulfilment by Amazon, a service from Amazon where Amazon takes care of the entire stock management and logistics.

1. Registering with Amazon

Before carrying out the settings in plentymarkets, you have to register as a seller with Amazon. Amazon Seller Central is the central Amazon interface for sellers. On the Amazon UK platform, sellers who sell more than 35 items per month are considered Pro sellers and only have the possibility to upload item lists from this amount on. plentymarkets users need to select the Pro option. It is only possible to use automatic procedures and APIs to manage stock and offers with the Pro option. This option includes a monthly subscription fee as well as additional fees for each item sold. For further information, refer to the Amazon website .

2. Notes on Amazon accounts

Amazon has unified its European marketplaces. This allows you to create and manage product offers on any and all of our Amazon marketplaces in the UK, France, Germany, Spain, Italy and Sweden. You control what you sell and where, managing your business from a single seller account interface. When you sign up to sell on Amazon.co.uk, your seller account is automatically enabled to allow you to sell on Amazon.de, Amazon.fr, Amazon.es, Amazon.it and Amazon.se as well. You will be asked to define your home marketplace. This home marketplace can be any of these marketplaces. Amazon recommends that you choose your home marketplace as the country from where you will be operating and fulfilling your orders. Refer to Amazon’s information  about the European Marketplaces Account.

Amazon platform

If you sell on multiple Amazon platforms with a European Marketplaces Account, then set up a new account for each platform in plentymarkets, depending on which options you want to use, and configure each platform separately. Set up separate accounts for the price synchronisation, the item data export and the import of pending orders. For example, if you only want to use stock synchronisation, do not create a separate account for each country platform.
The same login details are used for all platforms.

Amazon platforms

With plentymarkets, you can sell on the Amazon platforms Amazon.de, Amazon.co.uk, Amazon.fr, Amazon.it, Amazon.es, Amazon.nl, Amazon.com, Amazon.ca, Amazon.com.mx and Amazon.se.

3. Setting up Amazon

There are two ways to set up the Amazon interface:

3.1. Setting up Amazon in the assistant

Use the assistant Base settings - Amazon in the Setup » Assistants » Omni-Channel menu to quickly and conveniently set up your Amazon user account in plentymarkets. Moreover, you can carry out settings for the data transfer and for Amazon MFN and Amazon FBA with this assistant.

Carrying out the base settings with the assistant:

  1. Go to Setup » Assistants » Omni-Channel.

  2. Click on the assistant Base settings - Amazon.

  3. Follow the instructions on the screen. If you need additional information about one of the options, expand the info boxes below ().

  4. In the step Summary, check your settings to makes sure they are correct.
    Tip: Click on the arrow () to show the settings.

  5. If everything is as it should be, click on Finalise.
    → The base settings are saved.
    Tip: A separate account is created for each combination of one Amazon account and one Amazon platform. Go to Setup » Markets » Amazon » Settings to see this account.

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

  7. Open the account.

  8. Check the settings and carry out any adjustments or additional settings if necessary.

Step Basic settings
Setting Explanation

Amazon email address

Enter the email address that you use as a user name to log into your Seller Central account.
Important: All plentymarkets email addresses which are used to send messages to Amazon have to be authorised first within your Seller Central account on Amazon.

Amazon region

Select the Amazon region in which your items should be offered. Amazon works with the regions North America and Europe. If you want to sell in both regions, complete the assistant twice.
Tip: Depending on your selection, a list of platforms is shown in the next step.

Amazon platforms

With plentymarkets, you can currently sell on the Amazon platforms Amazon.de, Amazon.co.uk, Amazon.fr, Amazon.it, Amazon.es, Amazon.nl, Amazon.com, Amazon.ca, Amazon.com.mx and Amazon.se. Activate at least one Amazon platform where you want to offer your items. If you have a European Marketplaces Account, then you can carry out the settings for each platform on which you want to offer your products separately.

Step Allow access to Amazon

Before setting up Amazon in plentymarkets, you have to set up MWS in your Amazon Seller Central account first. MWS means Marketplace Web Service. It is a service which grants plentymarkets access to your Amazon account. The assistant guides you through the setup. Here is a quick overview of the process:

  1. Open the link https://sellercentral.amazon.co.uk/apps/manage.

  2. Log in with your credentials for Amazon Seller Central.

  3. In Seller Central, click on Authorise a developer.

  4. Enter the following credentials:

    • Developer Nickname: plentymarkets

    • Developer ID for European markets: 6860-7675-7360

    • Developer ID for the market USA: 5751-6263-3716

  5. Click on Next.
    → The MWS registration is completed.
    → You are assigned a seller ID.


Seller ID Once you have set up MWS as described above, you are assigned a seller ID. This seller ID is required to enable data exchange between Amazon and plentymarkets. Enter the seller ID into this field.

Step Marketplace setup
Setting Explanation

Would you like to use a stock buffer?

You can keep back a specific quantity of variations by entering a number here. This prevents overselling.

Enter a number for the stock buffer.

This variation quantity is deducted from the stock that is exported to Amazon.

Do you use the storage and shipping service Amazon FBA?

FBA, or Fulfillment by Amazon, means that Amazon ships the orders.

  • Yes = Amazon FBA is activated. If you do not activate the option Show extended settings, the first warehouse in your plentymarkets system of the type sales and logistics type Amazon is used for the FBA stock import. If you have not yet created any warehouses, a new warehouse is created for you.

Show extended settings?

Select if you want to carry out any extended settings.

  • Yes = The step Automatic data transfer is added to the assistant. If you have activated the option Use FBA, the step Fulfilment by Amazon (FBA) is also added.

  • No = The assistant automatically configures the following default settings:

    • B2B = No

    • Client = Standard

    • SKU structure = Variation ID if no SKU exists

    • Catalogue was listed with SSW = No

    • Generate invoice = plentymarkets invoice service

    • Item export = daily

    • Price changes = Every 15 minutes

    • Stock synchronisation = daily

    • Stock changes = Every 15 minutes

    • Export filter = No filters are set, i.e. all variations that are active for the referrer Amazon are exported.
      Tip: You can set item filters in the Setup » Markets » Amazon » Settings » Open account » Tab: Item settings after you have completed the assistant.

    • MFN = Yes, order import every 15 minutes

If Use FBA is activated, the assistant also configures the following default settings:

  • MFN = Yes, order import every 15 minutes

  • FBA active = Yes

  • Warehouse = The first warehouse of the type Sales and logistics type Amazon in your plentymarkets system will be used for importing FBA stock. If you have not yet created any warehouses, a new warehouse is created for you.

  • Amazon Multichannel = No

  • Stock import = Hourly

  • Returns import = daily

  • Credit note import = Yes

Step Automatic data transfer (optional settings)
Setting Explanation

Select the Amazon platforms that your item data should be transferred to.

To what Amazon platforms do you want to automatically export data? You can select from all platforms that you activated in the step Base settings.

Select the Amazon platforms that your prices should be transferred to.

What Amazon platforms should receive your prices? You can select from all platforms that you activated in the step Base settings.

Would you like to transfer stock to Amazon?

  • Yes = Stock is exported to all selected platforms. The step Transmit item data is added to the assistant.

Do you ship your Amazon orders yourself?

MFN is short for Merchant Fulfillment Network. That means that you ship the products that customers order on Amazon.

  • Yes = The step Shipment by the seller (MFN) is added to the assistant.

Do you use the storage and shipping service Amazon FBA?

Your second chance to activate or deactivate Amazon FBA. If you activated FBA in the step Marketplace setup, this option is already activated.

Select how invoices for Amazon orders should be generated.

If you use the Amazon invoice service VCS, select plentymarkets invoice service with data from Amazon (invoices are created by plentymarkets and exported to Amazon) or Amazon invoice service (invoices are created by Amazon). You need to activate Amazon VCS in Amazon Seller Central before selecting one of these options. If you do not use the Amazon invoice service VCS, select plentymarkets invoice service (invoices are created by plentymarkets but not exported to Amazon).

  • plentymarkets invoice service = plentymarkets calculates the VAT. plentymarkets generates the invoice via an event procedure.

  • Amazon invoice service = Amazon invoice numbers and credit notes for Amazon orders are imported into plentymarkets.

  • plentymarkets invoice service with data from Amazon = Amazon calculates the VAT. Amazon invoices are automatically generated by plentymarkets and transferred to Amazon.

Jump to the chapter Setting up invoice generation for Amazon orders to find out more.

Are you an Amazon Business seller?

Amazon Business is the Amazon platform for commercial sales between companies, i.e. B2B.

Step Transmit item data (optional settings)
Setting Explanation

Carry out alternative settings

In this step, you decide how your item data is exported to Amazon. If you do not activate the option Carry out alternative settings, these settings are applied to all Amazon platforms you activate. If you want to select different settings for some platforms, activate this option. An additional step is then added to the assistant. This step allows you to specify different settings for these platforms.

Select the item availabilities that should be included when transferring item data.

Only items with the availabilities you activate are transferred to Amazon.
Tip: The availability of a variation is set in the Settings tab of the variation.

Select the Amazon categories that you would like to offer your items in.

Activate the categories in which you want to sell your items on Amazon.

Select the flags that should be included when transferring item data.

Flags allow you to filter your variations. So if you only want to export specific items to Amazon, you can flag them and then select the flag here.

  • All = The items are not filtered.

Select the item name that should be transferred to Amazon.

What name do you want to export to Amazon?

Select the item description that should be transferred to Amazon.

What information do you want to export to Amazon as the item description?

Would you like to transfer your item descriptions with HTML format?

  • without HTML formatting (default setting) = Your item descriptions are exported with no HTML formatting.

  • with HTML formatting = Your item description is exported to Amazon with HTML formatting.
    Note: Amazon only accepts the following HTML tags: <br>, <b>, <i>, <p>, <ul>, <li>, <table>, <tr>, <td>, <th>, <tbody> and <strong>. Amazon might reject any items with other HTML tags than the ones listed here. If you use other HTML tags, select the default setting without HTML formatting.

Select the number that should be transferred as manufacturer number.

Select which value is to be exported as the part number.

Step Transmit stock
Setting Explanation

Select the stock that should be transferred to Amazon.

  • Added stock of all distribution warehouses

  • Transmit stock of distribution warehouse with largest amount of stock

  • Export stock from the item’s main warehouse

  • Added stock of selected distribution warehouses = Opens a drop-down list for selecting the warehouses.

Would you like to use a stock buffer?

You can keep back a specific quantity of variations by entering a number here. This prevents overselling.

Select the stock buffer that should be used.

  • Fixed stock buffer = The quantity entered for Value is deducted from the stock of a variation.

  • Value = This variation quantity is deducted from the stock that is exported to Amazon.

Would you like to limit your stock on Amazon?

Allows you to limit the maximum quantity of a variation to be listed on Amazon.

Maximum stock
(only shown if you activated Limit stock)

Enter the maximum stock amount.

Select the delivery times that should be transferred.

  • Average delivery time in days

  • Average delivery time in days plus handling time = Opens a field where you can enter the handling times in days.

  • Do not transmit (not recommended)

Step Shipment by the seller (MFN)
Setting Explanation

Select the client that your Amazon orders should be assigned to.

Select a client from the drop-down list.

Would you like to import your Amazon orders into plentymarkets?

Activate to import orders in plentymarkets.

Would you like to exclude Amazon orders from the import?
(only shown if you activated Import orders)

Optional: Select a date to only import orders that were created on or after this date.

Would you like to transfer refunds to Amazon?

This option is currently not in use.

Step Shipment by Amazon (FBA)
Setting Explanation

Would you like to use the storage and shipping service Amazon Multichannel?

Amazon Multichannel is an Amazon service. Amazon takes care of the storage and the delivery of orders from other marketplaces or online shops.

Would you like to import stock from Amazon warehouses into plentymarkets?

  • Yes = Select the warehouse to import stock of Amazon warehouses to from the drop-down list.

Would you like to import FBA returns into plentymarkets?

  • Yes = Returns are imported once per day.

  • No = Returns are not imported.

Would you like to import FBA credit notes into plentymarkets?

  • Yes = FBA credit notes are imported every 4 hours.

  • No = FBA credit notes are not imported.

Tip: In the Setup » Markets » Amazon » Settings » Open account » Tab: Order settings, you can find this setting (Credit note import) in the Ship own orders (MFN) area.

Step Activate Amazon user account

Have you carried out all settings to start selling on Amazon? Then activate your Amazon user account to activate the settings in plentymarkets and to start the data exchange with Amazon. Would you like to check or adjust your settings? Then do not activate your Amazon user account and go through the assistant again.

3.2. Setting up Amazon in the Setup menu

Proceed as described below to set up Amazon in the setup menu.

3.2.1. Setting up the MWS interface

Once you have registered, set up the MWS interface on Amazon. MWS stands for Marketplace Web Service. This service supports API functions. As such, it needs to be set up in order to exchange data with plentymarkets.

Open this link  and click on Authorise a developer to authorise plentymarkets as developer and to allow access to your account. You need the following information for the interface:

  • Developer Nickname: plentymarkets

  • Developer ID for European markets: 6860-7675-7360

  • Developer ID for the US market: 5751-6263-3716

Once you have set up Amazon MWS, you will receive the merchant ID that you need for setting up the interface in plentymarkets.

How to set up the MWS interface at Amazon is also explained in this video tutorial:

Setting up the MWS interface
MWS Auth token

The MWS Auth Token has an expiration date and has to be activated again in the Seller Central when it has expired.

3.2.2. Setting up an Amazon account

Set up a new Amazon account in plentymarkets.

Set up your Amazon user account with the assistant

Use the Amazon Basic settings assistant in the Setup » Assistants » Omni-Channel menu to set up your Amazon account in plentymarkets quickly and easily. Moreover, you can carry out settings for the data transfer and for Amazon MFN and Amazon FBA with this assistant.

Creating an account:

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

  2. Click on New account.
    → The Create new Amazon Seller Central account window opens.

  3. Select an Amazon platform.

  4. Enter the Email address that you use for the platform.
    Important: All plentymarkets email addresses which are used to send messages to Amazon have to be authorised first within your Seller Central account on Amazon.

  5. Click on Create new account.
    → The account is created.

  6. Click on the previously created account in the overview on the left.

  7. Carry out the settings in the Settings tab. Pay attention to the explanations given in Table 1.
    Note: All Access data fields are mandatory.

  8. Save () the settings.

Table 1. Settings for Access data
Setting Explanation

Amazon platform

A platform has to be selected when the account is created. However, the platform can be changed here. If you have a European Marketplaces Account, then you can carry out the settings for each platform on which you want to offer your products separately. For further information, refer to the section Amazon platform.

Seller ID

Enter the seller ID that you have received from Amazon. If you have a European Marketplaces Account, then the same seller ID is used for every platform.

Merchant token

Enter the merchant token that you can find on Seller Central.

Email address

Enter the email address that is used as user name for the Seller Central account.
Important: All plentymarkets email addresses which are used to send messages to Amazon have to be authorised first within your Seller Central account on Amazon.

Active

Activate the interface.
Note: Only activate once all of the settings have been carried out. This prevents incorrect data from accidentally being transferred.

B2B

Select to activate this account for Amazon Business.

Area Initial settings

Client

Select which client should be used for orders from Amazon.

SKU structure

The SKU (Stock Keeping Unit) is a unique reference number for all items and item variations on Amazon.
Select one of the following options:
Variation ID
GTIN if available, otherwise variation ID
Variation number if available, otherwise variation ID
The selected setting only goes into effect for items that are exported to Amazon for the first time. Amazon and your online store exchange data based on these SKUs.
Important: Do not change this setting after items have been transferred to Amazon. If you do so, communication, e.g. stock updates, between plentymarkets and Amazon will no longer be possible.
Important: If you have already started selling your items on Amazon and now you want to start selling them with plentymarkets, you have to assign already existing SKUs in the Item » Edit item » Open item » Tab: Variation ID » Tab: Settings » Tab: Availability menu.

Catalogue was listed with SSW

  • Yes = Items are listed on Amazon with starsellersworld . The item SKU will be cut off right behind the last "-" when importing the items. This makes it possible to match the item in the system.

  • No = Items are not listed on Amazon with starsellersworld.

Generate invoice

Select whether invoices should be generated by plentymarkets or by Amazon. See also Setting up invoice generation for Amazon orders.
Note: If you want to use Amazon Business, activate the option VCS plentymarkets (VCS Lite) or VCS Amazon.

  • plentymarkets = plentymarkets calculates the VAT and generates the invoice. You set up an event procedure which uploads the invoices to Amazon via Amazon IDU. See Setting up Amazon IDU.

  • VCS plentymarkets (VCS Lite) = Amazon invoices are automatically generated by plentymarkets and transferred to Amazon. Amazon calculates the VAT. Amazon calls this option VCS Lite. See Setting up VCS plentymarkets.
    Note: VCS must be activated in Amazon Seller Central.

  • VCS Amazon = Invoices for Amazon orders are generated by Amazon.
    Invoices for Amazon orders and credit notes are imported into plentymarkets. See Setting up VCS Amazon.
    Note: VCS must be activated in Amazon Seller Central.

SKU settings and stock synchronisation

If the same settings for SKU numbers are selected for all platforms, then you can synchronise all platforms for the European Marketplaces Account with the stock synchronisation. If the settings are not the same, then the synchronisation must be carried out separately for each platform.

Because the stock is managed globally for a European Marketplaces Account, it is sufficient to activate the stock for your home marketplace. Nevertheless, the SKU settings must match.

3.2.3. Carrying out item settings

In the Item settings tab, you carry out settings related to the item export. For example, you can configure automatic processes and export filters. If you use export filters, then only items with the selected filters are exported.

Watch this video tutorial for further information about item settings for Amazon:

Amazon item settings

Carrying out item settings:

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

  2. In the account overview to the left, click on the account.

  3. Carry out the settings in the Item settings tab. Pay attention to the explanations given in Table 2.

  4. Save () the settings.

Table 2. Settings in the Item settings tab
Setting Explanation

Automatic processes

Item export;
Price changes;
Stock synchronisation;
Stock changes

Do not transfer the information or select how often the information should be transferred.

Export filter

Item availability;
Export categories;
BMVD categories;
Flag 1;
Flag 2;
Tags;
Store item

Only items with the selected filters are exported.

  • Item availability = If a parent (main item) has an availability that was not selected here, then it will not be transferred.

  • Flag 1 and 2 = These filters only apply to the daily export.

  • Tags = You can select one or more tags.

  • Store item = If you select the filter Only items visible in online store, the items which should be exported have to be activated for the shop which was selected for the Client in the Setup » Markets » Amazon » Settings » Tab: Settings menu for the selected Amazon account. If you select the filter All items, then all items are exported, independent of the selected shop.

Export settings

Item name;
Item description

The selected information is exported.

Allow HTML tags

The following tags are allowed: < br >, < b >, < i >, < p > ,< ul >, < li >, < table >, < tr >, < td >, < th >, < tbody > and < strong >.

Warehouse selection

Select one of the following options: Transfer stock quantity of distribution warehouse that currently has largest stock, Use item’s main warehouse, Transfer sum of the stock quantities from all distribution warehouses, or Select warehouses. If you select the option Select warehouses, then the setting Warehouse is displayed below.

Warehouse

Select one or more warehouses. This setting is only displayed if you selected the option Select warehouses under warehouse selection.
The stock of the selected warehouses is summed up and transmitted to Amazon. Buffers and maximum amounts are also taken into consideration. This allows you to systematically offer the stock of specific warehouses on specific Amazon accounts or Amazon platforms.
If you selected the option Select warehouses under Warehouse selection, but have not selected a warehouse, the item is not exported because the stock cannot be calculated.

Stock buffer

If an item is limited to net stock, the exported stock is reduced by the value entered.

Maximum stock

Defines the upper limit for exported stock for all items. This setting takes priority over the setting below Quantity for items not limited to stock.

Quantity for items that are not limited to the stock

For items with the setting no limitation, the maximum amount of the real stock and the quantity defined here is transferred.
Example: Setting 0, net stock 8\. plentymarkets transfers 8.
Items with the setting Limited to net stock are not taken into consideration.

Average delivery period

Select Do not transfer, Transmit "average delivery time in days", or Transmit "average delivery time in days” + Additional delay in delivery.

Processing time

Enter a number of days for the additional delay in delivery. This option is only displayed if the Average delivery period option is set to Transmit "average delivery time in days + handling time.

Manufacturer part number

Select whether you want to transfer the SKU, variation number, GTIN, variation ID, external variation ID, model or no value at all for the CSV file’s field.

Additional SKU

Activate the data exchange for additional Amazon SKUs.
Activate ALL, the Stock update, or the Price update for additional SKUs.

3.2.4. Carrying out order settings

In the Order settings tab, you carry out settings related to shipping.

The abbreviation MFN stands for merchant-fulfilled network. This means that the seller takes care of order processing. Watch this video tutorial for further information about Amazon MFN:

Amazon MFN

Carrying out order settings:

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

  2. In the account overview to the left, click on the account.

  3. Carry out the settings in the Order settings tab. Pay attention to the explanations given in Table 3.

  4. Save () the settings.

Table 3. Settings in the Order settings tab
Setting Explanation

Ship own orders (MFN)

Order import

Do not transfer the information or choose how often the information should be imported.

Order import start date

Enter a date. Only orders starting from this date will be imported into plentymarkets.
Note: Every order that was imported into plentymarkets will be billed.

Shipping confirmation

Do not export the shipping confirmation to Amazon or choose how often the shipping confirmation should be exported.

Order item

Defines how the item name is displayed in the order item. Select one of the following options:
Copy item name from store
Copy item name from Amazon - with SKU
Copy item name from Amazon - without SKU

Incoming payment

Select Incoming payment booked if the incoming payment should be displayed as booked when MFN and FBA orders are imported.
Note: This setting applies to both own shipping (MFN) and to shipping by Amazon (FBA).

Status for transmitted returns

Select the order status for returns that were successfully reported to Amazon.

Status for untransmitted returns

Select the order status for returns that were not reported to Amazon.

Pending orders

Decide whether pending orders should be imported every 15 minutes or never.

Credit note import

Select whether Amazon credit notes for MFN and FBA orders should be imported into your plentymarkets system.
Note: This setting applies to both own shipping (MFN) and to shipping by Amazon (FBA).

  • No (default) = Credit notes are not imported. If you select No, create an event procedure to import returns into your plentymarkets system in form of credit notes.

  • Yes = Amazon credit notes are imported into your plentymarkets system every 4 hours.

Shipment by Amazon (FBA)

Active

Place a check mark to activate Amazon FBA.

Referrer

Select whether only orders from Amazon should be processed with FBA or whether orders from other referrers should be processed with FBA as well.

Status

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

Warehouse

Select which Amazon FBA warehouse should be used for stock synchronisation with the account. This warehouse is also used to assign the FBA order to the account if no FBA order could be assigned to the country the order originates in.

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

Do not import returns or select daily import of returns.

Include coupons to returns

Select whether coupons can be used for 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 whether the stock should be imported hourly or never.

Status for transmitted orders

Select the order status for orders that were successfully 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

  • Standard = Normal shipping

  • Expedited = Express shipping

  • Priority = Fastest shipping service

Additional settings for FBA
(in the Ship own orders (MFN) area)

The following settings are located in the Ship own orders (MFN) area at the top of the menu. However, these settings apply to both own shipping (MFN) and to shipping by Amazon (FBA). As such, also select options for these settings:

  • Incoming payment = Select Incoming payment booked if the incoming payment should be displayed as booked when MFN and FBA orders are imported.

  • Credit note import = Select whether Amazon credit notes for MFN and FBA orders should be imported into your plentymarkets system.

3.3. Retrieving order reports

The Process status tab contains information about order reports for your MFN orders. Use the Call schedule button to display the time interval in which Amazon generates order reports and the exact time of the next call.

4. Activating the order referrer

An order referrer tags an order with the sales channel on which the order was generated. You also need to activate the order referrer in order to link items, characteristics etc. with Amazon platforms. Go to Setup » Orders » Order referrer to activate the order referrer.

Activating the order referrer for Amazon:

  1. Go to Setup » Orders » Order referrer.

  2. Activate the Amazon platforms.

  3. Save () the settings.

5. Activating the data exchange

This chapter describes the settings that need to be configured in order to exchange data between your plentymarkets system and Amazon. You will learn how to automatically import Amazon orders via the XML interface and how to manually import them with a CSV file. Third, you will learn how to send shipping confirmations to Amazon, how to synchronise FBA stock and how to reset order reports from Amazon.

5.1. Importing Amazon orders

Go to Setup » Markets » Amazon » Data exchange » Order import to set up the import of Amazon orders. Orders can be imported automatically via the XML interface or they can be imported manually with a TXT file. Both possibilities are described below.

5.1.1. Automatically importing orders

Proceed as follows to set up the automatic order import.

Setting up the automatic order import:

  1. Go to Setup » Markets » Amazon » Data exchange » Order import.

  2. Select the option Retrieve XML interface from the Process for order import drop-down list.
    → A second drop-down list opens.

  3. Select the account from the Amazon account drop-down list.

  4. Click on Preview () to show a preview of the import.

5.1.2. Manually importing orders

Proceed as follows to set up the manual import of Amazon orders.

Setting up the manual order import:

  1. Go to Setup » Markets » Amazon » Data exchange » Order import.

  2. Select the option Import CSV file from the Process for order import drop-down list.
    → The Settings area opens.

  3. Carry out the settings. Pay attention to the explanations given in Table 4.

  4. Click on Preview () to show a preview of the import.

Table 4. Order import for Amazon
Setting Explanation

Book incoming payment

The payment is automatically booked when importing the order.

Use old format

Activate if you still use the old Amazon import format.

Client

Select the client for the order import.

Amazon account

Select the Amazon account.

CSV file

Select the CSV file for the order import.

Selecting the CSV file for the order import:

  1. Click on Select file.

  2. Select the CSV file for the import.

  3. Click on Open.

  4. Click on Preview ().
    → The available orders are displayed.

  5. For the orders that are to be exported, activate the option Import.

  6. Click on the gear-wheel icon to carry out the import.

Tip: Imported orders

If orders are imported from Amazon that you did not upload with plentymarkets and/or that contain items which have not yet been created in plentymarkets, then you can manually assign the items for these orders and set the corresponding status.

Missing invoice address

If the invoice address is missing from the orders that were retrieved from Amazon, then contact the Amazon support. Amazon has to carry out this setting.

Original currency and standard currency are different

Additional information is saved for orders that are imported with a different currency than the standard currency saved in plentymarkets. In this case, both the original currency and the original gross and net amounts are saved for every item included in the order.

5.2. Sending shipping confirmations to Amazon

Once the Amazon order has been processed in your plentymarkets system and the order has been shipped, you will have to inform Amazon of the new status. This allows the sales figures to be credited to your account. Your plentymarkets system automatically takes care of this important step via the interface as well.

Orders have to meet the following requirements for the shipping confirmation to be sent to Amazon:

  • Referrer: Amazon or an Amazon sub-referrer

  • Status range 7 (less than 8)

  • External order number

  • Imported order (not created manually)

  • Outgoing items booked (time must not be in the future)

If the shipping confirmation is not automatically transferred, e.g. because the servers are temporarily unavailable, or if you want orders to be manually confirmed shortly before an accounting deadline, so that they will still be taken into consideration during the next payment, then you can also transfer shipping confirmations manually to Amazon. No shipping confirmation is sent to Amazon for Prime orders (Amazon_Prime, Amazon_PrimeSame_Day, Amazon_Prime_NextDay, and Amazon_Prime_SecondDay).

Manually sending shipping confirmations to Amazon:

  1. Go to Setup » Markets » Amazon » Data exchange » Shipping confirmation.

  2. Select an Amazon account from the drop-down list.

  3. Enter a date next to Items shipped on.
    → All of the outgoing items from this date are transmitted to Amazon.

  4. Click on Send shipping confirmation.

5.3. Editing Amazon order reports

In the Setup » Markets » Amazon » Data exchange » Reports menu, you can define intervals for Amazon order reports and reset Amazon order reports from a specific date.

5.3.1. Setting intervals for order reports

Go to Setup » Markets » Amazon » Data exchange » Reports » Tab: Scheduled reports to define the interval in which order reports should be created by Amazon. Orders from these reports are imported during the automatic order import. Therefore, we recommend to use a low interval both for the generation of reports as well as for the order import.
MFN order reports can be identified by the name GET ORDERS DATA.

Additionally, you can retrieve tax reports and define an interval for the retrieval of FBA order reports in this menu.

In order to create tax reports for Amazon Business, define an interval under Tax reports. Retrieve the tax reports for Amazon Business in the Amazon Seller Central. If you define an interval for the generation of tax reports in your plentymarkets system, you do not need to carry out any further settings in the Seller Central.

If you activated Amazon FBA in the Setup » Markets » Amazon » Settings » Tab: Order settings menu, FBA order reports are automatically retrieved every 4 hours. In the FBA orders area, you can optionally define an interval for the retrieval of order reports.

Defining an interval:

  1. Go to Setup » Markets » Amazon » Data exchange » Reports » Tab: Scheduled reports.

  2. Select an Amazon account from the drop-down list.

  3. Select an interval for the generation of order reports.

  4. Save () the settings.

5.3.2. Resetting order reports

In the Setup » Markets » Amazon » Data exchange » Reports » Tab: MFN reports menu, you can reset the Amazon order reports from a specific date.

If you reset order reports from a specific date, then these order reports will once again become available for import. When carrying out the import again, only the missing orders from this date are imported. This is done by synchronising the Amazon transaction number. If a transaction number already exists, then the order is not imported again. This ensures that orders are not duplicated.

Resetting MFN reports:

  1. Go to Setup » Markets » Amazon » Data exchange » Reports » Tab: MFN reports.

  2. Select an Amazon account from the drop-down list.

  3. Select a date for which you would like to reset the MFN reports.

  4. Save () the settings.

6. Retrieving Amazon orders

Anyone who has worked with another shop system in the past can certainly remember just how time-consuming daily order processing in the Seller Central portal can be. All that is made significantly easier with plentymarkets. Here, all orders from all connected markets are collected together into one order folder. Amazon orders automatically become plentymarkets orders, which you can quickly and effectively work with according to the fulfilment procedure that you are accustomed to. You do not even have to worry about the order import. The interface takes care of that for you in the background. A few requirements have to be fulfilled so that everything works correctly. These are summarised in the following.

Orders are retrieved every 15 minutes. However, in some cases it can take up to 90 minutes until an order that was generated in Amazon will appear in your plentymarkets system. That is not a malfunction, but rather is the only possibility due to technical reasons. Usually, an email from Amazon informs you about the sale beforehand and you can already see the order in Seller Central.

6.1. Carrying out settings for the interface in plentymarkets

The basic settings Incoming payment and Shipping confirmation are relevant for importing orders. We assume that you transfer orders with the status [5] cleared for shipping and that you let the daily shipping confirmation be generated automatically by your plentymarkets system. Check these settings once again.

6.2. Editing returns for Amazon orders

Even with Amazon, you have to anticipate the occasional order cancellation after a shipment has taken place. The customer then has to send the items back to you directly. For further information about creating a return in plentymarkets and resetting the outgoing items again, refer to the Booking items out page of the manual.

Because Amazon received the customer’s payment on your behalf, the reversal also has to take place via Amazon. You also have to take care of this in the order folder in Seller Central.

Carrying out a reversal manually or with the help of an event procedure

The interface does not automatically trigger the refund of the purchase price with Amazon. Rather, this has to be carried out manually or automatically with the help of an event procedure. If you forget to manually refund the sum or if you forget to set up an event procedure for automatically refunding the purchase price, you risk a customer complaint with Amazon and negative feedback.

MFN returns (= shipment by the seller) can be reported to Amazon in form of credit notes with an event procedure. Returns for Amazon can only be created for orders of the type credit note. Proceed as described below.

6.2.1. Creating order statuses

First, create an order status for Amazon returns in the Setup » Orders » Status menu, for example [9.6] Return sent to Amazon. You need this order status for the Amazon settings.

6.2.2. Setting the order status

Set this order status in the Amazon settings as described below.

Setting an order status for returns:

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

  2. Select the Amazon account.

  3. Click on the Order settings tab.

  4. For the setting Status for transmitted returns, select the order status that you previously created for Amazon returns.

  5. Save () the settings.

6.2.3. Sending returns to Amazon automatically

Set up an event procedure to automatically send returns in form of credit notes to Amazon.

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

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

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 5.

  5. Save () the settings.

  6. Carry out the settings according to Table 5.

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

  8. Save () the settings.

Event procedures and credit note import

Use event procedures to initiate refunds in plentymarkets. The automatic credit note import (option "Credit note import" in the order settings) ensures that credit notes are not duplicated in your system. If you manually create credit notes or have them created by a third-party system and there are no credit notes in your plentymarkets system, a credit note is created during the import.

Table 5. Event procedure for automatically sending returns to Amazon
Setting Option Selection

Event

Select an event.
Important: Do not select the event Order generation: New credit note. This may lead to credit notes being created multiple times at Amazon.

Filter

Order > Referrer

Amazon or an appropriate Amazon sub-referrer, e.g. Amazon France
Note: Do not select an Amazon FBA referrer such as Amazon FBA Germany for the Order > Referrer filter if you use the automatic credit note import.

Procedure

Return > Create a return at Amazon

6.3. Reserving stock for pending orders

Pending orders are imported in status [1] Incomplete data into your plentymarkets system and remain there until Amazon approves the orders. Until the approval, no addresses or prices will be saved for the order. After the approval by Amazon, the order is updated and adresses and prices are saved. The automatic stock update decides in which status the order is placed.

If Amazon does not approve the order, the order is not updated, but instead automatically set to status [8] Cancelled.

There are two ways to reserve stock for pending orders in plentymarkets: either with an event procedure or in the basic order settings.

The following event procedure is used to put the order from status 1 to a status where stock is reserved.

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

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

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 6.

  5. Save () the settings.

  6. Carry out the settings according to Table 6.

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

  8. Save () the settings.

Table 6. Event procedure for automatically updating order statuses
Setting Option Selection

Event

New incomplete order

Filter 1

Order > Order type

Order

Filter 2

Order > Referrer

Amazon referrers

Procedure

Order > Change status

Select the status in which stock is reserved.

  1. Go to Setup » Orders » Events.

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

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 6.

  5. Save () the settings.

  6. Carry out the settings according to Table 6.

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

  8. Save () the settings.

7. Setting up invoice generation for Amazon orders

Invoices for your Amazon orders can be generated in different ways, depending on the settings you select in the Setup » Markets » Amazon » Select the Amazon account » Tab: Settings.

Only use Amazon Business with Amazon VCS

To create B2B invoices, you need the VCS service from Amazon, where Amazon calculates the VAT for your Amazon orders. As such, activate the option VCS plentymarkets (VCS Lite) or VCS Amazon if you want to use Amazon Business.

Table 7. Options for generating invoices
Option Explanation

Amazon Invoice Document Uploader - IDU

plentymarkets calculates the VAT. plentymarkets generates the invoice via an event procedure.
Note: You need to create the event procedure manually.
Tip: In the Setup » Markets » Amazon » Select an Amazon account » Tab: Settings menu, this option is called plentymarkets.
How to set up Amazon Invoice Document Uploader - IDU

VCS Amazon

Amazon invoice numbers and credit notes for Amazon orders are imported into plentymarkets.
Note: VCS must be activated in Amazon Seller Central.
Important: Invoices for Amazon orders can no longer be created manually or with an event procedure.
How to set up VCS Amazon

VCS plentymarkets (VCS Lite)

Amazon calculates the VAT. Amazon invoices are automatically generated by plentymarkets and transferred to Amazon.
Tip: Amazon calls this option VCS Lite.
Note: VCS must be activated in Amazon Seller Central.
Important: Invoices for Amazon orders can no longer be created manually or with an event procedure.
How to set up VCS plentymarkets (VCS Lite)

Best practice for Amazon VCS

Also read the best practice for Amazon VCS. This contains additional information about setting up Amazon’s invoice service VCS in plentymarkets.

7.1. Setting up Amazon IDU

VCS is an optional service. If you activate this service in Amazon Seller Central, Amazon calculates the VAT for your Amazon orders. If you do not want to use Amazon VCS, you can upload invoice documents created in plentymarkets to Amazon (Amazon Invoice Document Uploader - IDU). To do so, proceed as described below.

Send shipping confirmation first

You can only upload invoices to Amazon after a shipping confirmation was sent to Amazon.

Activating Amazon IDU in plentymarkets:

  1. Go to Setup » Markets » Amazon » Select an Amazon account » Tab: Settings.

  2. For the setting Generate invoice, select the option plentymarkets.

  3. Save () the settings.
    → plentymarkets calculates the VAT for Amazon orders.
    → Invoices for Amazon orders are created by plentymarkets.

  4. Set up the event procedure described below to upload invoices to Amazon.

Set up the following event procedure to upload invoices created by plentymarkets as well as invoices created with an external software to Amazon. However, invoices created by plentymarkets always take priority over external invoices. This means that all invoice documents are checked and if invoices created by plentymarkets are found, they are uploaded first. If there is no plentymarkets invoice, the external invoice will be uploaded to Amazon.

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

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

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 8.

  5. Save () the settings.

  6. Carry out the settings according to Table 8.

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

  8. Save () the settings.

Table 8. Event procedure for uploading invoices to Amazon
Setting Option Selection

Event

Select an event, for example Order change: Status change, Documents: Invoice generated

Filter

Order > Referrer

Amazon or an appropriate Amazon sub-referrer, e.g. Amazon France

Procedure

Order > Upload invoice to Amazon

7.2. Setting up VCS plentymarkets/VCS Lite

If you select VCS plentymarkets, Amazon calculates the VAT, but invoices for Amazon orders are created by plentymarkets and automatically uploaded to Amazon. Amazon calls this option VCS Lite.

Send shipping confirmation first

You can only upload invoices to Amazon after a shipping confirmation was sent to Amazon.

7.2.1. Activating VCS plentymarkets/VCS Lite in Amazon Seller Central

To get started, activate the VCS service in Amazon Seller Central.

Activating VCS plentymarkets/VCS Lite in Amazon Seller Central:

  1. Log into Amazon Seller Central.

  2. Go to Settings » Tax settings » VAT calculation settings.

  3. Navigate to the area Invoice generation.

  4. Select the option I will upload my own VAT invoices.

  5. Save the settings.
    → The date on which the VCS service is activated is displayed.

  6. Write down the date shown.

  7. Set yourself a reminder for the day on which you need to activate Amazon VCS in plentymarkets.

7.2.2. Activating VCS plentymarkets/VCS Lite in plentymarkets

On the date Amazon activates the VCS settings, you also need to activate VCS plentymarkets in plentymarkets. To do so, proceed as described below.

Activating VCS plentymarkets/VCS Lite in plentymarkets:

  1. Go to Setup » Markets » Amazon » Select an Amazon account » Tab: Settings.

  2. For the setting Generate invoice, select the option VCS plentymarkets.
    Important: Only activate VCS plentymarkets on the date on which Amazon VCS is activated in Amazon Seller Central.

  3. Save () the settings.
    → Invoices for Amazon orders are automatically generated by plentymarkets and transferred to Amazon.
    → Amazon calculates the VAT for Amazon orders.
    → Invoices for Amazon orders can no longer be created manually or with an event procedure.

  4. Important: If you have used Amazon IDU up to now, deactivate the event procedure that uploads invoices to Amazon. Otherwise, invoice documents are uploaded to Amazon in douplicates. This can overload the interface so that some invoices are not uploaded to Seller Central at all.

7.3. Setting up VCS Amazon

If you activate VCS Amazon, Amazon calculates the VAT and generates the invoices for your Amazon orders. Amazon invoice numbers and credit notes for Amazon orders are imported into plentymarkets.

7.3.1. Activating VCS Amazon in Amazon Seller Central

To get started, activate the VCS service in Amazon Seller Central.

Activating VCS Amazon in Amazon Seller Central:

  1. Log into Amazon Seller Central.

  2. Go to Settings » Tax settings » VAT calculation settings.

  3. Navigate to the area Invoice generation.

  4. Select the option I want Amazon to automatically generate VAT invoices..

  5. Save the settings.
    → The date on which the VCS service is activated is displayed.

  6. Write down the date shown.

  7. Set yourself a reminder for the day on which you need to activate Amazon VCS in plentymarkets.

7.3.2. Activating VCS Amazon in plentymarkets

On the date Amazon activates the VCS settings, you also need to activate VCS Amazon in plentymarkets. To do so, proceed as described below.

Activating VCS Amazon in plentymarkets:

  1. Go to Setup » Markets » Amazon » Select an Amazon account » Tab: Settings.

  2. For the setting Generate invoice, select the option VCS Amazon.
    Important: Only activate VCS Amazon on the date on which Amazon VCS is activated in Amazon Seller Central.

  3. Save () the settings.
    → Amazon calculates the VAT for Amazon orders.
    → Invoice numbers for Amazon orders are generated by Amazon and imported into plentymarkets.
    → Invoices for Amazon orders can no longer be created manually or with an event procedure.

  4. Important: If you have used Amazon IDU up to now, deactivate the event procedure that uploads invoices to Amazon. Otherwise, invoice documents are uploaded to Amazon in douplicates. This can overload the interface so that some invoices are not uploaded to Seller Central at all.

7.4. Troubleshooting: Manually uploading invoices

If all your settings for the invoice creation are correct, invoice information is exchanged with Amazon automatically. Were not all invoices for your Amazon orders uploaded to Amazon?

  • Make sure that you have set up the upload of invoices for Amazon orders correctly as described in this chapter.

  • If all settings are correct and only some invoices are missing, you can upload these invoices to Amazon manually. To do so, proceed as described below.

Manually uploading invoices to Amazon:

  1. Go to Setup » Markets » Amazon » Data exchange » Reports.

  2. Open the tab Upload invoices.

  3. From the drop-down list, select an Order ID type.

  4. Enter the ID of the invoice.
    Tip: Enter more than one order ID separated by commas.

  5. Click Apply ().
    → plentymarkets starts to upload any missing invoices for valid orders to Amazon.

8. Activating the Amazon payment method

The Amazon payment method is used for orders that were placed on Amazon and transferred to your plentymarkets system. Do not confuse this with Amazon Pay, which is a way for customers to use the Amazon checkout process when placing orders in your online store.

Activate the payment method Amazon as described below.

Activating the Amazon payment method:

  1. Go to Setup » Orders » Payment » Methods.

  2. Activate the option Also show inactive.

  3. Click on the folder International > Amazon.
    → The settings for the Amazon payment method are displayed.

  4. Place a check mark next to the option Active.

  5. Carry out additional settings as desired.

  6. Save () the settings.

Permitting the payment method in customer classes

Go to Setup » CRM » Classes to activate or deactivate permitted payment methods.
For further information, refer to the Permitting the payment method in a customer class page of the manual.

For further information, refer to the Managing payment methods page.

9. Viewing the API log

The Data » API log menu contains a history of processes that run via the Amazon interface. The following formats are available for Amazon:

  • Amazoncatalog

  • AmazonControllerOrders

  • AmazonFBAOrders

  • AmazonOrder

  • AmazonOrderFulfillment

  • AmazonPayments

  • AmazonPaymentsAdvanced

  • AmazonPaymentsFulfillment

  • AmazonPriceUpdate

  • AmazonRequestReport

  • AmazonOrderRefund

  • AmazonStock

  • ArticleAmazonCSV

  • Reader_ArticleAmazonCSV_Execution

Viewing the API log:

  1. Go to Data » API log » Tab: API log.

  2. Select a format from the Process drop-down list.

  3. Select a date if you only want to see entries for a specific day.

  4. Click on Search () to carry out the search.
    → The processes are displayed.

Preparing variations

Information on how to prepare variations for exporting them to Amazon have moved. You can now find this information on the Preparing variations page of the manual.

FAQ

The FAQ about price and stock synchronisation have moved. You can now find this information on the Preparing variations page of the manual.

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