Sync your Amazon settlement report (manually or automatically)

Saikumar Rachamalla
  • Updated

You can use one of the below two options to sync your settlement report and process the settlement reconciliations:

  • Automatically pull the settlement report
  • Upload the settlement report manually
Important: 
  • Make sure that you never disable the Amazon Settlement Report to NetSuite Custom Settlement Records flow to avoid any potential disruptions to your integrations.
  • If you wish to use the Amazon Settlement Report to NetSuite Custom Settlement Records flow as a data loader, simply disable the Request Amazon Settlement Report List flow. This prevents any issues in which the Request Amazon Settlement Report List flow returns a successful job, but the Amazon Settlement Report to NetSuite Custom Settlement Records flow is not triggered automatically.
  • If you wish to disable the Amazon Settlement Report to NetSuite Custom Settlement Records flow as a data loader, you should enable the Request Amazon Settlement Report List flow.

Automatically pull the settlement report

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When you enable the Request Amazon Settlement Report List flow, the Amazon Settlement Report to NetSuite Custom Settlement Records flow is a sequenced flow that automatically runs on the completion of the first flow. This option first requests Amazon and automatically gets the Amazon settlement reports generated after the previously scheduled run. The second flow imports the settlement report to NetSuite and creates custom settlement records.

Upload the settlement report manually

When you disable the Request Amazon Settlement Report List flow, the run button is enabled for the Amazon Settlement Report to NetSuite Custom Settlement Records flow. This option allows you to manually upload the Amazon settlement report and it creates the custom settlement records in NetSuite.

Notes:
  • When a settlement report is requested from the backend via API, Amazon generates a consolidated report for all the marketplaces of a region. If a settlement report consists of only non-order or non-refund related records, it is difficult for the flow to identify the exact marketplace. When the flow is unable to identify the marketplace, an error is displayed and you can process your settlement report by uploading it manually (Option 2). 
  • The Request Amazon Settlement Report List and Amazon Settlement Report to NetSuite Custom Settlement Records flows can import settlement reports up to a size of 100MB.
  • If your settlement report has additional information before the actual settlement data (settlement data headers), make sure that you add the following setting to skip the additional information and pick the actual data. For example, the below Singapore marketplaces settlement report has 7 additional rows according to their country guidelines, to skip the seven rows input 7 in the Number of rows to skip setting as shown in the screenshot.
  • Suppose your settlement report contains additional information before the actual settlement data, including the settlement data headers. In that case, it is mandatory to implement the following setting to omit this preliminary information and access the required data directly. For instance, in the case of the Singapore marketplace settlement report, which includes seven additional rows of preliminary information, you should enter '7' in the setting Number of rows to skip, as shown in the accompanying screenshot.

Before you set up the flow

Prerequisite: Ensure to raise a support ticket with Amazon to change the frequency of the settlement report generation as per your business needs appropriately. The Amazon default frequency of the settlement report is one report every 15 days. The supported format for the settlement report is Flat File V2.

Note: If the volume is high and if you are linking all orders against a single default customer, it is recommended to keep the settlement report window lower. This is to ensure that there are no open invoices.

Configure and run the flow

Option 1: Automatically pull settlement report from Amazon

  1. In integrator.io, click the Amazon - NetSuite Integration App tile.
  2. Go to Settings > Settlement > General.configure_settings_-_settlement_flows_Amazon-NS_IA.png
    1. Check the Identify marketplace box to enable the marketplace identification, if the marketplace does not exist in the settlement report. This checkbox allows you to enter the appropriate currency in the Currency code setting. An error will be displayed if this checkbox is unchecked and the marketplace does not exist in the settlement report.
    2. Enter the currency code to identify the marketplace in the Currency code setting. For example, USD (USA), CAD (Canada), and MXN (Mexico). If you check the Identify marketplace box and do not provide any currency code in this setting, settlement reports from all marketplaces will be processed.
  3. Go to Flows > Settlement.
  4. Enable the Request Amazon Settlement Report List flow. The Amazon Settlement Report to NetSuite Custom Settlement Records is an auto-triggered sequenced flow that runs on the completion of the first flow.
  5. Click Run.

    Note: Using this flow, you can also import historical settlement reports.

Option 2: Upload the settlement report manually

Prerequisite: Download the settlement report from your Amazon account. Refer here on how to download the settlement report from Amazon.

  1. In integrator.io, click Amazon - NetSuite Integration App tile.
  2. Go to Settings > Settlement > General.
    1. Check the Identify marketplace box to enable the marketplace identification, if the marketplace does not exist in the settlement report. This checkbox allows you to enter the appropriate currency in the Currency code setting. An error will be displayed if this checkbox is unchecked and the marketplace does not exist in the settlement report.
    2. Enter the currency code to identify the marketplace in the Currency code setting. For example, USD (USA), CAD (Canada), and MXN (Mexico). If you check the Identify marketplace box and do not provide any currency code in this setting, settlement reports from all marketplaces will be processed.
  3. Go to Flows > Settlement.
  4. Run the Amazon Settlement Report to NetSuite Custom Settlement Records flow. This flow is automatically enabled when the Request Amazon Settlement Report List flow is disabled.
Notes:
  • After you run the Amazon Settlement Report to NetSuite Custom Settlement Records flow successfully, the integration app automatically triggers the NetSuite Settlement Transaction to NetSuite Payment Add flow.
  • If you receive errors related to “NetSuite transaction not found” after the settlement flow is run, check if there are any FBA orders with Pending state in Amazon. Only FBA orders with Shipped status in Amazon will be synced by the integration app to NetSuite when the settlement flow is run. You can retry the errors for these FBA orders after the status is changed to Shipped in Amazon.
  • Any transaction other than the following transaction type is grouped under Miscellaneous:
    • Order
    • Refund
    • Other Transaction
    • Order Retro Charge
    • Refund Retro Charge
    • Lightning Fee
  • Orders (AFN and MFN) must be billed as Invoices.
  • Limitation: Cash Sales are not supported.

Use custom mapping fields

While generating the Amazon settlement reports, you can filter out transaction types such as COD and COD fees by using the following custom mapping fields in the Amazon Settlement Report to NetSuite Add flow. 

  • ignorePriceTypes: Enter the price types that should be ignored while generating the settlement reports in this custom mapping field. 
  • ignoreFeeTypes: Enter the fee types that should be ignored while generating the settlement reports in this custom mapping field. For example, COD Fees.
  • ignorePriceDescriptions: Enter the price descriptions that should be ignored while generating the settlement reports in this custom mapping field. For example, COD.

Custom mappings - fee types, price, & descriptions.png

The mapping between the source and the destination fields is shown below:

Export field (Amazon) Import field (NetSuite)

“<transaction type>”

ignorePriceTypes

“<transaction type>” 

ignoreFeeTypes

“<transaction type>”

ignorePriceDescriptions

The values entered in these fields must be in a string format.

 Format:  “<transaction type>”

For example, you can enter “COD” as the value when the mapping is done for ignorePriceDescriptions

If multiple values need to be added, each value must be in a comma-separated value format.

  Example:“COD Fees, Commission”

View brand-wise totals in the Amazon settlement reports

In the Amazon settlement reports, you can view the receipt and payment details and further segregate them, based on brand names in NetSuite. To know how this can be achieved, see View brand-wise totals in settlement reports.

Find your records in NetSuite

After you run the Request Amazon Settlement Report List or Amazon Settlement Report to NetSuite Settlement Records flows, the following happens in NetSuite:

A new tab, Amazon is added in NetSuite. This tab can be used for gaining quick access to the customs records that are created from importing the settlement report into NetSuite. To access these custom records, click Amazon > Settlements.

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Celigo Amazon Settlement Summary

The Summary option navigates you to the Celigo Amazon Settlement Summary List page. Every summary record on this page represents a settlement report that was imported by you. Every record on this page provides a high-level summary related to the settlement report imported by you. The following screen displays the information available in an individual record immediately after the settlement report import:Celigo_Amazon_Settlement_Summary.png

Celigo Amazon Settlement Transaction

The Transaction option navigates you to the Celigo Amazon Settlement Transaction List page. The page displays every transaction imported from the settlement report as an individual record. For example, assume a settlement report with Settlement ID: 118267561 is imported into NetSuite and the Dashboard page displays a total of 34 successful records. This means that 34 transaction records will be created on the Celigo Amazon Settlement Transaction List page. Every record on this page provides details related to an individual transaction imported by you. The following screen displays the information available in an individual transaction record immediately after the settlement report import:
Celigo_Amazon_Settlement_Transaction.png

Note: All records created in the Celigo Amazon Settlement Transaction List page are supported with NetSuite Global Search. In the following example, you can see how Order Id can be used to find associated records in NetSuite using the global search box:

You can ask questions and get tips about settlement reports in our community forum.

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