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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. Various 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 on 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.

MWS authorisation

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.

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.

2. Setting up Amazon in plentymarkets

Carry out the following settings in plentymarkets in order to set up the interface to Amazon.

2.1. Setting up an account

Set up a new Amazon account in plentymarkets.

Creating a new 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.

  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. Pay attention to the explanations given in tables 1 to 4.

  8. Save () the settings.

European Marketplaces Account

"Amazon has unified its European marketplaces, allowing you to create and manage product offers on any and all of our Amazon marketplaces in the UK, France, Germany, Spain and Italy. You control what you sell and where. You manage 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 and Amazon.it. You will be asked to define your home marketplace which can be any of the 4 marketplaces. We recommend that you choose your home marketplace as the country from where you will be operating and fulfilling your orders." (Source: Amazon).
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 access data is 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.com, Amazon.ca, and Amazon.com.mx.

2.2. Carrying out the initial settings

All entries in the Access data section of the Settings tab are mandatory entries. Enter the data and pay attention to the explanations given in Table 1.

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.

Active

Place a check mark to activate the interface.
Only place a check mark once all of the settings have been carried out. This prevents incorrect data from accidentally being transferred.

B2B

Place a check mark to activate this account for Amazon business.

Carry out settings that relate to the SKU structure in the Initial settings section. The SKU (Stock Keeping Unit) is a unique reference number for all items and item variations on Amazon.

Table 2. Settings in the Initial settings tab
Setting Explanation

Client

Select which client should be used for orders from Amazon.

SKU structure

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.
Pay attention to the note below the table with the title Assigning already existing SKU numbers.

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.
plentymarkets = Invoices are generated by plentymarkets.
Create an event procedure if you would like to upload invoices that were generated in plentymarkets to Amazon. For further information, refer to the Uploading invoices to Amazon chapter.
VCS plentymarkets = Condition: Amazon VCS is activated. Amazon invoices are automatically generated by plentymarkets and transferred to Amazon.
VCS Amazon = Condition: Amazon VCS is activated. Amazon invoices are generated by Amazon.
Amazon invoices and credit notes are imported into plentymarkets.

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.

Since 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.

Assigning already existing SKU numbers

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.

Authorising plentymarkets email addresses

All plentymarkets email addresses which are used to send messages to Amazon have to be authorised first within your Seller Central account on Amazon.

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.

Table 3. 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.

Allowing 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.

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.

Table 4. 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.

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 the order is imported.

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 should be imported into your plentymarkets system.
Yes = Amazon credit notes are imported into your plentymarkets system every 4 hours.
No = 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.
The credit not import is deactivated by default.

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

Select Standard = normal shipping, Expedited = express shipping, or Priority = fastest shipping service.

2.5. 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.

3. Activating the order referrer

In order to link items, properties etc. with Amazon platforms, you have to activate the order referrer for those Amazon platforms in the Setup » Orders » Order referrer menu.

Activating the order referrer for Amazon:

  1. Go to Setup » Orders » Order referrer.

  2. Place a check mark next to the desired Amazon platforms.

  3. Save () the settings.

4. Setting the item availability

Items have to be available for Amazon. This is done in the Availability tab of an item within the Item » Edit item » Open item » Tab: Variation ID menu.

Setting the item availability for an Amazon country platform:

  1. Go to Item » Edit item » Open item » Tab: Variation ID » Tab: Settings.

  2. Activate the main variation in the Availability section.

  3. Click on the Availability tab.

  4. Click in the selection field in the Markets section.
    → A list with all available markets is displayed.

  5. Select Web API.

  6. Click on Add ().

  7. In the same list, select the Amazon country platform(s) on which the item should be available.

  8. Click on Add ().
    → The market is added.

  9. Save () the settings.

  10. Click on the Multi-Channel tab.

  11. Carry out the settings in the Amazon area. Pay attention to the explanations given in Table 5.

  12. Save () the settings.

The availability for variations can be edited in the Item » Edit item » Open item » Tab: Variations » Open variation » Tab: Variation ID » Tab: Availability menu.

Table 5. Setting the item availability for Amazon
Setting Explanation

Product type

Select the Amazon product type.

FBA Fulfillment

Select one of the Amazon marketplaces AMAZON_EU (Europe), AMAZON_FE (Far East), AMAZON_NA (North America).

Amazon FBA

Activate if the FBA function should be used and FBA stock and Multi-Channel stock should be imported.
If you activate the Amazon FBA option, then the FBA stock of this item can be imported into plentymarkets and Amazon Multi-Channel orders that are shipped with FBA can be booked.

Item availability for MFN and FBA

In order to set up items for MFN as well as FBA, select the Amazon country platform Amazon country and the platform Amazon country FBA.

5. Defining SKU manually

Add SKUs manually for specific referrers in the Item » Edit item » Open item » Tab: Variation ID » Tab: Availability menu if needed. 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 this menu.

Or: Use the data format VariationSKU to import SKUs.

Adding SKU:

  1. Go to Item » Edit item » Open item » Tab: Variation ID » Tab: Settings.

  2. Click on the Availability tab.

  3. Click on Add () in the SKU section.
    → The New SKU window is displayed.

  4. Select the referrer Amazon to add the SKU.

  5. Select the corresponding marketplace account.

  6. Enter the SKU.

  7. Enter the parent SKU.

  8. Click on Add ().
    → The SKU is saved and displayed.

SKUs can still be changed afterwards. However, note that changes to SKUs may cause Amazon to be unable to assign the items.

Parent SKU

Parent SKUs can be saved for both items and variations. The manual maintenance of SKUs enables you to assign the Parent SKU of entirely different item variations to variations of an item. For example, you can assign the Parent SKU of a variation which belongs to an entirely different item 5 times to an item with 5 variations. These variations are listed on Amazon as variations of the item with the Parent SKU they are assigned to.
If one variation has a different Parent SKU than the remaining variations of an item, then two different items are listed on Amazon, but you only have to maintain one item in your plentymarkets system.

6. Defining additional SKUs manually

Add SKUs manually for specific referrers in the Item » Edit item » Open item » Tab: Variation ID » Tab: Availability menu if needed.

Adding SKU:

  1. Go to Item » Edit item » Open item » Tab: Variation ID » Tab: Settings.

  2. Click on the Availability tab.

  3. Click on Add () in the SKU section.
    → The window New SKU is displayed.

  4. Select the referrer Amazon to add the SKU.

  5. Select the corresponding marketplace account.

  6. Enter the SKU.

  7. Click on Add.
    → The SKU is saved and displayed.

SKUs can still be changed afterwards.

Activating the stock update and price update for additional SKUs

Additional SKUs are automatically included in the Amazon order import. Activate the stock update and price update for additional SKUs manually in the Setup » Markets » Amazon » Settings » Tab: Item settings menu.

The stock update and price update for additional SKUs is carried out along with the normal stock update and price update at the interval that you have selected within Setup » Markets » Amazon » Settings » Tab: Item settings for the options Price changes and Stock synchronisation in the Automatic processes section.

During the stock update for additional SKUs, FBA stock is also updated.

Activating the stock and price update:

  1. Go to Setup » Markets » Amazon » Settings » Tab: Item settings.

  2. In the Export settings section, place a check mark next to Stock update and Price update for the Additional SKU option, depending on which options you want to activate. ALL activates both the stock update and the price update.

  3. Save () the settings.

7. Linking ASIN with variations

An ASIN (= Amazon Standard Identification Number) is a unique product identification number on Amazon which simplifies selling items on Amazon. In order to quickly and comfortably sell items that have already been listed on Amazon, an ASIN should be saved for every variation.

If an ASIN is saved for a variation, then only price, stock, and GTIN need to be saved for the variation to sell the item on Amazon.

Save a GTIN for your variations

The barcode GTIN13 is required to search for ASINs on Amazon and to import them into plentymarkets. Therefore make sure that a barcode (GTIN13) is saved for your variations because otherwise ASINs cannot be found.

Go through the Amazon ASIN import assistant

First go through the Amazon ASIN import assistant in order to import matching ASINs for your variations into your plentymarkets system. This is done in the System » Assistants menu. Also use the assistant to define if and how ASINs should be linked to variations.

The Setup » Markets » Amazon » ASIN matching menu contains an overview of imported ASINs. All imported ASINs are displayed here, including ASINs which are linked with a variation and ASINs which have not yet been linked. You can also link ASINs individually or with the group function in this menu.

ASINs are imported into your plentymarkets system stepwise. Therefore, not all variations that can be linked with variations are displayed immediately.

7.1. Linking ASINs with variations

To link ASINs with variations, open the Setup » Markets » Amazon » ASIN matching menu.

Linking an ASIN with a variation:

  1. Go to Setup » Markets » Amazon » ASIN matching.

  2. In the line of the variation in the ASIN field, place a check mark next to one or several ASINs that should be linked with the variation.
    → If more than one matching ASINs were found for the variation, then the ASINs are displayed in a drop-down list.

  3. Save () the settings.

7.2. Linking ASINs with the group function

Use the group function in the Setup » Markets » Amazon » ASIN matching menu in order to link multiple ASINs at once.

Using the group function:

  1. Go to Setup » Markets » Amazon » ASIN matching.

  2. Click on Group function.
    → A section with the actions for the group function is expanded.

  3. In the Group function section, select the action that should be carried out. Pay attention to the explanations given in Table 7.

  4. Place check marks in the lines of the variations that should be edited with the group function.

  5. Click on Carry out group function.

Table 7. Procedures for the group function
Setting Explanation

Automatically link the first ASIN

If more than one matching ASINs were found for the variation, then the first ASIN that was found is linked.

Link all ASINs

If more than one matching ASINs were found for the variation, then all ASINs that were found are linked with the variation.

8. Defining prices

In this chapter, you will learn how to define sales prices, RRPs, and special offers for Amazon.

Define a sales price without price type

Define a sales price with no price type (RRP, special offer, set price). Otherwise, your items will not be exported to Amazon.

8.1. Defining a sales price

Proceed as described below to define a sales price for Amazon country platforms. This price is displayed on the country platforms.

Defining the sales price for country platforms:

  1. Go to Setup » Item » Sales prices » Open sales price » Tab: Settings.

  2. Place a check mark next to the desired Amazon referrer.

  3. Place a check mark next to the desired Amazon account.

  4. Click on the Language tab.

  5. Enter the desired names into the Internal name and External name fields.
    → If these fields are not filled, the price will not be taken into consideration.

  6. Save () the settings.

8.2. Defining an RRP

Proceed as described below to define an RRP for Amazon country platforms. This price is transferred to Amazon as list price.

Defining the RRP for country platforms:

  1. Go to Setup » Item » Sales prices » Open sales price » Tab: Settings.

  2. Place a check mark next to the option RRP in the line Price type.

  3. Place a check mark next to the desired Amazon referrer.

  4. Place a check mark next to the desired Amazon account.

  5. Click on the Language tab.

  6. Enter the desired names into the Internal name and External name fields.
    → If these fields are not filled, the price will not be taken into consideration.

  7. Save () the settings.

8.3. Defining special offers

In order to transfer special offers to Amazon, create an additional sales price with the price type Special offer and link it to the item. In addition, the properties SaleStartDate and SaleEndDate have to be created and linked to the item. Proceed as described below to define special offers for Amazon items.

Defining a special offer for Amazon platforms:

  1. Go to Setup » Item » Sales prices » Open sales price » Tab: Settings.

  2. Place a check mark next to the option Special offer in the line Price type.

  3. Place a check mark next to the desired Amazon referrer.

  4. Place a check mark next to the desired Amazon account.

  5. Click on the Language tab.

  6. Enter the desired names into the Internal name and External name fields.
    → If these fields are not filled, the price will not be taken into consideration.

  7. Save () the settings.

Next, you have to link the special offer to the item in the Item » Edit item » Open item » Tab: Variation ID » Tab: Settings menu.

Next, create the properties SaleStartDate and SaleEndDate and link them with the Amazon product type. Proceed as described below to create and link the property SaleStartDate. Create the property SaleEndDate in the same way but enter the name SaleEndDate and link the Amazon field sale_end_date instead.

Creating a property for special offers and linking it with the Amazon product type:

  1. Go to Setup » Item » Characteristics » Tab: New characteristic.

  2. Enter SaleStartDate for Name (internal).
    → Make sure to enter this exact name. Otherwise, the special offer will not be transferred to Amazon.

  3. Enter a name in the desired language in the Webshop section.

  4. Select Text from the property type drop-down list.

  5. Select the product type from the drop-down list Amazon link.
    → A new drop-down list appears.

  6. Select the Amazon option sale_from_date from the drop-down list.

  7. Click on Add ().
    → The link is created.

Now link the properties to the item in the Item » Edit item » Open item » Tab: Variation ID » Tab: Properties menu. Enter the date in the following format: YYYY-MM-DD.

9. Setting up freely definable fields in the Amazon export (Seller Central)

The freely definable fields are used to customise the data that you export to Amazon. Those fields have to be linked to free text fields. The free text fields allow you to individually customise the item data and therefore save an exact description of the item.

9.1. Creating free text fields

First, create the free text fields that you want to link to freely definable fields on Amazon. Proceed as described below.

Creating free text fields:

  1. Go to Setup » Item » Free text fields.

  2. Enter a name under Field name.

  3. Select the data type from the drop-down list.

  4. Enter the maximum number of characters for the free text field.

  5. Save () the settings.
    → The free text fields will be available the next day in the editing window of the items in the Fields tab. Enter the actual text there.

9.2. Linking free text fields

Once you have configured the free text fields, link them with Amazon Seller Central export fields. To do so, proceed as follows.

Linking free text fields with Amazon export fields:

  1. Go to Setup » Markets » Amazon » Freely definable fields.

  2. Open the submenu Freely definable fields in the Amazon export (Seller Central) ().

  3. Expand the category ().

  4. Select an Export field from the drop-down list.

  5. Select the appropriate field from the Free text field drop-down list.
    → You can only select fields that you have created.

  6. Save () the settings.

10. Setting up freely definable fields in the Amazon export (Marketplace)

Link freely definable fields in the Amazon export (Marketplace) for the BMVD categories Books, Music, Video and DVD.

Linking free text fields:

  1. Go to Setup » Markets » Amazon » Freely definable fields.

  2. Open the submenu Freely definable fields in the Amazon export (Marketplace).

  3. Select the free text fields from the drop-down lists.

  4. Save () the settings.

  5. Go to Setup » Item » Free text fields.

  6. Enter a name under Field name for the free text fields that you have just selected.

  7. Select a type from the drop-down list in the Data type column.

  8. Enter the maximum number of characters for the free text field.

  9. Save () the settings.
    → The free text fields will be available the next day in the editing window of the items in the Fields tab. Then enter the number. Pay attention to the explanations given in Table 8 and Table 9.

Limitations for free text fields

Only certain values can be used for the fields item-condition and will-ship-internationally. The field item-note can be used as a text field and formulated differently for every item.

Entering the Amazon product type and item data

Open an item under Item » Edit item and click on the Multi-Channel tab. The Amazon product type must be selected in order for the export to work correctly: Marketplace - Books, Marketplace - Music, Marketplace - Video, Marketplace - DVD. Furthermore, the EAN, UPC or ISBN must be entered in the item data.

The following values are possible for the item-condition field:

Table 8. Options in the item-condition field
Number Meaning

1

Used, Like New

2

Used, Very Good

3

Used, Good

4

Used, Acceptable

5

Collectible, Like New

6

Collectible, Very Good

7

Collectible, Good

8

Collectible, Acceptable

9

Not used

10

Refurbished (for computers, kitchen & housewares, electronics, and camera & photo only)

11

New

The following values are possible for the will-ship-internationally field:

Table 9. Options in the will-ship-internationally field
Number Meaning

7

Shipping within Germany

8

Shipping within Europe (including non EU countries)

9

Shipping within the EU, Switzerland and Liechtenstein

10

Shipping worldwide

11. Linking categories

You have to save some information in your plentymarkets categories in order for your items to automatically be assigned to the existing categories when exporting them to Amazon. The so called Browse Tree Guides (BTG) from Amazon provide you with classification information. This information is provided in table format (MS Excel) and contains unique classification numbers, the so called Browse Node IDs, which you will have to assign to your online store categories. The lists are available in the help centre of the Seller Central or via this link.

Using the official Browse Tree Guides for the Amazon platform that you want to sell your products on ensures that your items can be found quickly and easily in the Amazon catalogue. The Browse Node IDs form the basis for the item/product assignment in the navigation as well as in the product search. Due to the large amount of items offered on Amazon, an explicit assignment of your items into these Browse Node IDs determines whether a customer will find your product in the corresponding category or not. Therefore, we recommend that you take some time when carrying out this next step and that you select the Browse Node IDs carefully.

Go to Setup » Markets » Amazon » Category link to link categories. In plentymarkets, you can link each item category with up to two Amazon classification numbers from the Browse Tree Guides.

It is absolutely necessary that you link the entered values separately line by line.

The category links are only taken into consideration for the default categories, which were selected for an item under Item » Edit item » Open item » Tab: Categories.

Linking Amazon categories:

  1. Use this link to access the help centre within Seller Central.

  2. Select the desired classification list, e.g. apparel.

  3. Look up the desired category name in the node path column (e.g. blouse).

  4. Go to Setup » Markets » Amazon » Category link in your plentymarkets back end.

  5. Enter the corresponding Browse Node ID from the list into the table.

  6. Click on the gear-wheel icon that corresponds to the category that you want to link.

Exporting the Browse Node ID

The Browse Node ID that was assigned when selecting the category is inserted into the RecommendedBrowseNode1 field during the data export. The RecommendedBrowseNode2 field is only used for categories that are linked multiple times.

12. Linking attributes and attribute values

Attributes also have to be linked before your items can be transferred to Amazon. It is also possible to link attributes for several languages.

Linking attributes and attribute values:

  1. Go to Setup » Item » Attributes.
    → The overview of all attributes used in your catalogue opens.

  2. Open an attribute.

  3. Click on the Attribute link tab.

  4. Click on Amazon.
    → The Amazon section for the attribute link is displayed.

  5. Select the corresponding Amazon category from the drop-down list.

  6. Enter the Amazon attribute values that most closely match your own attribute values.
    Note: At the moment, the second column for Market attribute values is only used for the category Size in the Shoes flat file. The column footwear_size is filled with the value entered in the second column when the Shoes flat file is exported. If the second column is empty, footwear_size is filled with the value entered in the first column.

  7. Save () the settings.

  8. Repeat this process for all remaining attributes.

Next, activate the attributes within the item settings.

Deactivate main variation without an attribute link

If an item’s variations have attribute links but the main variation has none, then the main variation has to be set to inactive. Otherwise, the main variation will be exported as a single item. The main variation must be activated if it has an attribute link.

13. Linking variation properties with Amazon

Use variation properties to define individual characteristics of a variation.

Link variation properties that you have created in the Setup » Settings » Properties » Configuration and added to a variation with Amazon in the Setup » Settings » Properties » Configuration » Tab: Amazon menu.

Variation properties are prioritised over properties

If you linked a property and a variation property with the same Amazon field, then the variation property is prioritised over the property. The property is overwritten by the variation property during the item export.

Linking a variation property with Amazon:

  1. Go to Setup » Settings » Properties » Configuration.

  2. Open the property.

  3. Click on the Visibility tab.

  4. Activate an Amazon referrer under Referrers.

  5. Save () the settings.

  6. Click on the Amazon tab.

  7. Click on Add correlation.

  8. Select the Amazon platform.

  9. Select the Amazon category.

  10. Select the Amazon field.

  11. Save () the settings.
    → The property is linked with the Amazon field and exported during the next item export.

14. Linking properties with Amazon

In case you ever need to define the parameters or characteristics of items for Amazon which cannot directly be set up with plentymarkets, we have developed the solution that is described here: Parameters or values are integrated by means of the properties.

The item’s property and the Amazon product type are linked in the Setup » Item » Characteristics menu. In plentymarkets, you can save a maximum of 16 links for one property.

Linking properties with the Amazon product type:

  1. Go to Setup » Item » Characteristics.

  2. Expand () the property that you want to use for Amazon.
    → The property’s editing section opens.

  3. Select the category from the Amazon link drop-down list.
    → A new drop-down list appears.

  4. Select the Amazon field from the drop-down list.

  5. Click on Add ().
    → The link is created.

Tip: Property type “selection”

All property types can be used for the Amazon link. Properties of the types Selection and Text can be used to transfer multilingual properties.

Activating a property for an item

In the last step, activate the property in the item settings and enter a value.

Activating a property for an item:

  1. Go to Item » Edit item.

  2. Open the item.

  3. Click on the Characteristics tab.

  4. Activate the property by placing a check mark next to it.

  5. Save () the settings.
    → The field for entering the value is created.

  6. Enter a value.

  7. Save () the settings.

EU compliance export

EU compliance notes are added by means of a property. They are transferred to Amazon as a separate flatfile. To transfer EU compliance notes, select the EU Compliance Amazon field for the corresponding Amazon product type, then link the property to the item and select the appropriate export category from the Item settings tab in the Amazon settings.

15. 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. First, you will learn how to export all of the relevant data about your items and stock. Second, 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.

15.1. Exporting item data

In the Setup » Markets » Amazon » Data exchange » Data export menu, two data exports can be generated. On the one hand, the data export Seller Central which contains all relevant information about your items and stock and which can then be uploaded directly into Seller Central. On the other hand, the data export Marketplace which you can use to export item data for the BMVD categories on Amazon.

15.1.1. Setting up the data export Seller Central

Use the Seller Central section of this menu to manually generate a data export that contains all relevant information about items and stock and that can be uploaded directly to Amazon Seller Central. Proceed as described below.

Listing items in several categories

If you wish to offer items in several categories, you have to generate the different catalogues as export files one after the other.

Setting up the data export Seller Central:

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

  2. Carry out the settings in the Seller Central section. Pay attention to the explanations given in Table 10.

  3. Click on Load file to export the data.
    → The data export is in CSV format.

  4. Save the CSV file on your computer so that you can use it later.

Table 10. Data export Seller Central
Setting Explanation

Amazon account

Select the Amazon account.

Export the item catalogue

Select the item catalogue for the export. When exporting the item catalogue to Amazon, only those items are taken into consideration that were edited during the last 24 hours. Stock and prices will continue to be synchronised automatically.

Tag IDs

Enter one or more tag IDs. Separate multiple IDs using commas. Only items with the selected tags are exported.

Items with flags only

Select which items should be exported: all items, all items with flags, all items without flags or only items with a specific flag.

Number of items

Enter the number of items that should be exported.

Date (from)

Enter a date.
New: = Newly listed items are only exported starting from this date.
Changed: = Changed or updated items are exported.

Manufacturer

Select ALL or a specific manufacturer.

15.1.2. Setting up the data export Marketplace

In the Marketplace section of this menu, you export item data of the BMVD categories to Amazon. Proceed as described below.

Setting up the data export Marketplace:

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

  2. Pay attention to the explanations given in Table 11 and carry out the settings in the Marketplace section.

  3. Click on Load file to export the data.
    → The data export is in CSV format.

  4. Save the CSV file on your computer so that you can use it later.

Table 11. Data export Marketplace
Setting Explanation

Amazon account

Select the Amazon account.

Genre

Select one of the following BMVD categories: Books, Music, Video or DVD.

Items with flags only

Select which items should be exported: all items, all items with flags, all items without flags or only items with a specific flag.

Procedure

Select the procedure for the export.
Update/add item = The data transmitted in the CSV file is added/updated on Amazon.
Remove offers = The offers transmitted in the CSV file are removed from Amazon.
Delete data completely from the system = The data transmitted in the CSV file is completely deleted from Amazon.

Delivery

Select the shipping method.

Uploading a stock file to Seller Central

When uploading BMVD product data to Seller Central, select the option Inventory loader file instead of the option Inventory files for non-media categories.

15.2. 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.

15.2.1. 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 appears.

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

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

15.2.2. 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 section opens.

  3. Carry out the settings. Pay attention to the explanations given in Table 12.

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

Table 12. 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. Find the orders that you want to import and place check marks next to the Import option.

  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.

15.3. Sending shipping confirmations to Amazon

As soon as the Amazon order was processed in your plentymarkets system and the goods were shipped, you have to inform Amazon of the new status so that the sales figures can 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 in order 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.

15.4. 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.

15.4.1. 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 section, 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.

15.4.2. 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.

15.5. Synchronising stock

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.

15.5.1. Automatically synchronising stock

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.

15.5.2. Manually synchronising stock

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.

16. 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.

16.1. 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.

For further information about manual and automatic order import, refer to the FBA order import chapter.

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.

MFN: Manually reversing with Seller Central

Since 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.

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.

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 option Status for transmitted returns, select the order status that you previously created for Amazon returns.

  5. Save () the settings.

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 name.

  4. Select the event listed in Table 13.

  5. Save () the settings.
    → The event is created.

  6. Carry out the settings as described in Table 13.

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

  8. Save () the settings.
    → The event procedure is saved.

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 13. 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 a suitable Amazon sub-referrer, e.g. Amazon France

Procedure

Return > Create a return at Amazon

Filter for the Amazon referrer

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.

16.2. Importing pending orders from Amazon

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.

16.2.1. Reserving stock for pending orders

There are two ways to reserve stock for pending orders in plentymarkets. Use an event procedure or the basic settings of an order. The 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 name.

  4. Select the event listed in Table 14.

  5. Save () the settings.
    → The event is created.

  6. Carry out the settings as described in Table 14.

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

  8. Save () the settings.
    → The event procedure is saved.

Table 14. 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.

In the basic settings of the order you can define in which order statuses stock is reserved with the setting Status for order reservation.

Defining order status for stock reservation:

  1. Go to Setup » Orders » Settings.

  2. For Status for order reservation, select the statuses for which stock should be reserved.

  3. Save () the settings.

17. Activating Amazon VCS in plentymarkets

Activate Amazon VCS in the Seller Central

First activate Amazon VCS in the Amazon Seller Central before activating it in your plentymarkets system.

Do not use Amazon VCS and IDU at the same time

If you use Amazon VCS, you must not use Amazon IDU because in this case, invoice documents would be uploaded to Amazon twice. This can result in missing invoices in the Seller Central due to throttling.

Amazon VCS is the VAT calculation service offered by Amazon. With this service, Amazon calculates the sales tax. You decide whether Amazon invoices should be generated by Amazon or by plentymarkets. If you have plentymarkets create Amazon invoices, then the invoices are automatically transferred to Amazon.

Activate Amazon VCS in plentymarkets in the Initial settings section of the Setup » Markets » Amazon » Select an Amazon account » Tab: Settings menu.

Invoices cannot be generated in other ways

Note that Amazon invoices cannot be generated in other ways (e.g. manually or with an event procedure) once you activate the options VCS plentymarkets or VCS Amazon.

Best practice for Amazon VCS

Also read the best practice for Amazon VCS which contains further information about the setup of Amazon’s invoice service VCS in plentymarkets.

Activating the invoice service Amazon VCS in plentymarkets:

  1. Go to Setup » Markets » Amazon » Select an Amazon account » Tab: Settings.
    Important: You first have to activate the invoice service in the Amazon Seller Central before carrying out the settings in plentymarkets.

  2. Select an option for the Generate invoice setting. Pay attention to the explanations given in Table 15.

  3. Save () the settings.

Table 15. Options for invoice generation with Amazon VCS
Option Explanation

plentymarkets

Invoices are generated by plentymarkets.
Important: Select this option if you do not use Amazon VCS or if you would like to upload your own invoice documents to Amazon (Amazon Invoice Document Uplaoder - IDU) with an event procedure.

VCS plentymarkets

Condition: Amazon VCS is used.
Amazon invoices are automatically generated by plentymarkets and transferred to Amazon.
Important: If you activate this option, then Amazon invoices cannot be created manually or with an event procedure any longer.

VCS Amazon

Condition: Amazon VCS is used.
Amazon invoices are generated by Amazon. Amazon invoices and credit notes are imported into plentymarkets.
Important: If you activate this option, then Amazon invoices cannot be created manually or with an event procedure any longer.

18. Uploading your own invoices to Amazon

You can upload the invoice documents that were created in plentymarkets to Amazon (Amazon Invoice Document Uploader - IDU) if you do not use Amazon VCS. To upload your invoices to Amazon, create an event procedure in the Setup » Orders » Events menu.

You can 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 will be checked and invoices created by plentymarkets will be uploaded first if available. If there is no plentymarkets invoice, the external invoice will be uploaded to Amazon.

Do not use Amazon IDU and VCS at the same time

If you use Amazon IDU, you must not use Amazon VCS because in this case, invoice documents would be uploaded to Amazon twice. This can result in missing invoices in the Seller Central due to throttling.

Send shipping confirmation first

Note that you can only upload an invoice to Amazon after a shipping confirmation was sent 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 name.

  4. Select the event listed in Table 16.

  5. Save () the settings.
    → The event is created.

  6. Carry out further settings as described in Table 16.

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

  8. Save () the settings.
    → The event procedure is saved.

Table 16. 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 a suitable Amazon sub-referrer, e.g. Amazon France

Procedure

Order > Upload invoice to Amazon

19. Using the Amazon gift service

By activating the Amazon gift service, your customers can choose to have their items gift wrapped and they can leave a gift message during the order process on Amazon. These options are transferred to plentymarkets when orders are automatically retrieved. No additional settings need to be carried out. Each order item containing gift options has an additional line of information with the ID -2 added to it directly behind the actual ordered item. It includes the type of packaging as well as the greeting.

Activate the gift options in Amazon Seller Central in order to use the gift service.

Tip: Multiple types of packaging and surcharges

You can add various types of packaging and define surcharges.

20. 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.

20.1. 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 account.

  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.

Only you can decide whether the advantages tied to the FBA service outweigh the disadvantages for your personal situation as an online seller. Here we would only like to make reference to a few important points:

  • Amazon processes orders quickly and reliably. Peak times before Christmas run just as smoothly for store owners as the summer slump while most people are away on vacation.

  • Your listing on the market improves noticeably. You can expect higher sales figures.

  • The FBA service is subject to costs. Naturally, your gross margin will decrease. When doing a comprehensive comparison of the costs, keep in mind that the FBA service includes the expenses tied to storage, handling orders, customer service etc. and as such, relieves you from these expenditures.

  • Generally, items that are stored with Amazon can only be offered there as well. You need to have separate stock for other markets. Amazon’s Multi-Channel fulfilment service, however, is a variation that provides you with additional possibilities in this matter.

  • You have much less stress with deliveries that cannot be sent or that are delayed. Packages with the Amazon logo are generally given priority.

20.2. 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. Place a check mark next to the option Active in the Amazon FBA section.

  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. Since 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.

20.3. Automatically importing FBA returns

In case of a return, the purchaser 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) section.

  5. Save () the settings.

20.4. 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.

21. Setting up Amazon Multi-Channel

Amazon Multi-Channel Fulfillment is a service that enables you to fulfill orders from sales channels other than Amazon.com using the inventory that you have stored in the Amazon fulfillment center (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.

21.1. 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.

21.2. Setting up the item availability for Amazon Multi-Channel

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

Setting up the item 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 Table 5 in the Setting the item availability chapter.

  5. Save () the settings.

21.3. 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) section. Pay attention to the explanations given in Table 17.

  4. Save () the settings.

Table 17. 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

21.4. 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 Create new event procedure window opens.

  3. Enter a name.

  4. Select the event listed in Table 18.

  5. Save () the settings.
    → The event is created.

  6. Carry out further settings as described in Table 18.

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

  8. Save () the settings.
    → The event procedure is saved.

Table 18. 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.

22. Editing Amazon Prime orders

With filters in the order search and event procedures sections, orders with shipping conditions for Amazon Prime are treated separately in plentymarkets. Shipping labels for Amazon Prime orders are created via the Amazon Merchant Fulfilment API.

Mandatory fields for registering Amazon Prime orders

In order to handle Amazon Prime orders, certain information has to be saved in the Setup » Orders » Shipping » Shipping service provider » Settings menu. Amazon requires the following mandatory fields: Company, Street, House number, Postcode, Town, Country, Telephone, and Email. These mandatory field have to be filled in order to handle Amazon Prime orders.

22.1. Filtering Amazon Prime orders

All of your orders are displayed in the Orders » Edit orders menu. You can use filters to narrow down which orders are displayed. For example, you can display Amazon Prime orders only.

The Amazon filter includes the following options:

  • ALL filters all Amazon orders.

  • Prime filters all Amazon Prime orders except Prime SameDay, Prime NextDay, and Prime SecondDay.

  • Prime (all) filters all Amazon Prime orders, including Prime SameDay, Prime NextDay, and Prime SecondDay.

  • No = Amazon Prime orders will not be taken into consideration.

  • Prime SameDay filters only Prime SameDay orders.

  • Prime NextDay filters only Prime NextDay orders.

  • Prime SecondDay filters only Prime SecondDay orders.

  • SameDay filters Amazon orders that do not belong to Amazon Prime but need to be delivered the same day.

  • NextDay filters Amazon orders that do not belong to Amazon Prime but need to be delivered the next day.

  • SecondDay filters Amazon orders that do not belong to Amazon Prime but need to be delivered the day after tomorrow.

22.2. Creating a shipping label for Amazon Prime orders

Amazon requires you to create shipping labels for Amazon Prime orders via the Amazon Merchant Fulfilment API. In return, Amazon provides shipping service providers that offer a discounted price. Learn how to link shipping profiles with Amazon Prime below.

Linking shipping profiles with Amazon Prime:

  1. Go to Setup » Orders » Shipping » Settings » Tab: Shipping profiles.

  2. Select the shipping profile that you want to link with Amazon Prime.

  3. Select the filter Amazon Prime in the Loyalty program section.

  4. Click on the Table of shipping charges tab.

  5. Select the shipping method for the Amazon Prime Service option in the Amazon Prime section.

  6. Save () the settings.

Tip: Pay attention to the shipping package

Pay attention to the shipping package saved for the shipping profile to prevent overpriced labelling.

Afterwards, register your Amazon Prime orders for the Amazon shipping provider that you have selected. To do so, go to Orders » Shipping centre » Tab: Register. You have to search for Amazon Prime orders in the Search tab before you can register them. The orders that were found are displayed here.

Tip: Pay attention to the shipping service provider

Pay attention to the selected shipping service provider. Otherwise, you won’t be able to set the correct Amazon services in the tables of shipping charges.

Registering Amazon Prime orders:

  1. Go to Orders » Shipping centre » Tab: Search.

  2. Search for the Amazon Prime order that you would like to register.

  3. Click on the Register tab.

  4. Select the option Amazon Prime from the Shipping service provider drop-down list.

  5. Click on Register.

  6. Open the order.
    → After having successfully registered the order, a PDF icon appears in the Overview section. By clicking on this icon, you can download the shipping label.

23. 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. Place a check mark next to 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.

24. Setting up Amazon Business

Use Amazon Business to sell your items to commercial customers. Before carrying out the settings in plentymarkets, you have to register on Amazon for the program. In order for B2B items to be transferred to Amazon, you have to activate an Amazon account for Amazon Business. You have the possibility to create a standard sales price for Amazon Business and create up to 5 more sales prices if you want to offer quantity based discounts. Proceed as described below in order to transfer your items to Amazon business.

Information regarding Amazon Business

Currently Amazon Business is only available for the country platforms Amazon.de and Amazon.co.uk.

24.1. Activating Amazon Business

Open the Setup » Markets » Amazon » Settings menu to activate the Amazon account for Amazon Business.

Activating an Amazon account for Amazon Business:

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

  2. Place a check mark next to the option B2B.

  3. Save () the settings.

24.2. Creating a sales price

After having activated the Amazon account for Amazon Business, you can create and link sales prices for B2B items. In addition to the standard price for items with the minimum quantity 1, you can create up to 5 more prices for quantity based discounts. It is possible to create prices for quantity based discounts as fixed prices or percentage.

If you do not create a separate sales price for Amazon Business, the standard sales price for Amazon is exported, provided that Amazon Business is activated for this price.

24.2.1. Creating a sales price

First, create a standard price for B2B items. To do so, select the option Minimum quantity, the Referrer and the Amazon account in the Setup » Item » Sales prices menu.

Creating a standard sales price for B2B items:

  1. Go to Setup » Item » Sales prices.

  2. Click on New.
    → The New tab opens.

  3. Enter 1 for Minimum quantity.

  4. Select the referrer Amazon Germany B2B.

  5. Select the Amazon account that is activated for Amazon B2B.

  6. Pay attention to the explanations given in table 18 in the Managing items page of the manual and carry out further setting as desired.

  7. Save () the settings.

24.2.2. Creating sales prices for quantity discounts

Proceed as described below to offer quantity based discounts to Amazon Business customers.

Creating sales prices for quantity discounts:

  1. Go to Setup » Item » Sales prices.

  2. Click on New.
    → The New tab opens.

  3. Enter the item quantity that you would like the discount to begin with for the Minimum quantity option. The quantity has to be larger than 1.

  4. Select the referrer Amazon Germany B2B.

  5. Select the Amazon account that is activated for Amazon B2B.

  6. Pay attention to the explanations given in table 18 in the Managing items page of the manual and carry out further setting as desired.

  7. Save () the settings.

Or: You can also display up to 5 more sales prices in percent for quantity based discounts, using property links. To do so, select the Amazon link quantity_price_type when creating the property of the type Text or Selection and enter the value percent when linking the property to the item. Additionally, you have to create properties for quantity_lower_bound1-5 and for the discount quantity and quantity_price1-5 for the percentage.

Creating a property for quantity_price_type:

  1. Go to Setup » Item » Characteristics.

  2. Expand () the property that you want to use for Amazon.
    → The property’s editing section opens.

  3. Select the product type from the drop-down list Amazon link.
    → A new drop-down list appears.

  4. Select the Amazon field quantitypricetype from the drop-down list.

  5. Click on Add ().
    → The link is created.

Next, activate the property in the item settings and enter the value in percent.

Activating a property for an item:

  1. Go to Item » Edit item.

  2. Open the item.

  3. Click on the Characteristics tab.

  4. Activate the property by placing a check mark next to it.

  5. Save () the settings.
    → The field for entering the value is created.

  6. Enter the value percent.

  7. Save () the settings.

Proceed in the same manner to create the properties quantity_lower_bound1-5 and quantity_price1-5. Use properties of the type Whole number for quantity_lower_bound1-5 and properties of the type Whole number or Decimal number for quantity_price1-5.

25. Setting up Amazon Pay

Pay with Amazon is a comprehensive payment solution for online sellers. Offer Pay with Amazon and enable millions of Amazon customers to shop securely on your website without re-entering their delivery and payment information. Customers can complete purchases quickly without leaving your website.

The advanced option for Payment with Amazon is special because it offers pure payment processing. This means that you only transfer the necessary amount due in order to process the payment. No details about the shopping cart or item data are transferred (see Amazon).

The Amazon Pay page provides you with important information about integrating the payment provider in plentymarkets.

26. 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.

27. FAQ

27.1. Price and stock synchronisation

Which settings do I have to activate so that prices are exported to Amazon?
  • Activate the sales price: Make sure that the item’s sales price is activated for the Amazon account and the Amazon referrer. This is done in the Setup » Item » Sales prices menu. You also need to save a sales price name in the language of the platform that the item should be sold on. You can save sales price names for different languages in a sales price’s Language tab.

  • Activate the item in the Item » Edit item » Open item » Tab: Variation ID menu. To do so, open the Settings tab and place a check mark next to the Active option in the Availability section. Then click on the Availability tab and activate the options Web API and the desired Amazon referrer in the Markets drop-down list.

  • Amazon product type: You have to select an Amazon product type in the item’s Multi-Channel tab.

  • SKU: Add an SKU with the referrer Amazon. This is done in the SKU section of the Item » Edit item » Open item » Tab: Variation ID » Tab: Availability menu.

Which settings do I have to activate so that stock is exported to Amazon?
  • Activate the item in the Item » Edit item » Open item » Tab: Variation ID » Tab: Availability menu. To do so, open the Settings tab and place a check mark next to the Active option in the Availability section. Then click on the Availability tab and activate the options Web API and the desired Amazon referrer in the Markets drop-down list.

  • Amazon product type: You have to select an Amazon product type in the item’s Multi-Channel tab.

  • SKU: Add an SKU with the referrer Amazon. This is done in the SKU section of the Item » Edit item » Open item » Tab: Variation ID » Tab: Availability menu.

  • Export filter Store items: If you have selected Only items visible in online store for the Store items export filter in the Setup » Markets » Amazon » Settings » Tab: Item settings menu, then make sure that the item is activated for the online store. This is done in the item’s Settings tab.

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