Configure Amazon FBA order flow settings

Contents

• General tab
• Shipping tab
• Orders tab
• Customers tab

Before running data flows, you may want to set up the data flow and save the settings.

You can customize the order settings as described below:

• Filter orders based on the time of their creation, duration in days, or order status.
• Map the shipping methods between the systems.
• Configure how you can import the orders and customer information from Amazon to NetSuite before you run the data flow.

Note: Revisions by Amazon to the Send to Amazon workflow have no impact on the functionality of integrator.io communications with the platform. The latest revisions are only user-interface changes, and integrator.io communicates with Amazon via their APIs. No changes have occurred to their APIs that impact Amazon FBA order flows.

General tab

The General tab present under Settings > Order (FBA) contains the following fields that let you control the way orders are synced to NetSuite from Amazon.

• Import order as: Syncs the Amazon FBA orders with the NetSuite transaction type selected in this setting. The Amazon FBA orders with the Shipped status are synced to NetSuite. You can sync orders as:
  • Cash sale: Sync orders as a cash sale when the sales order is fully paid.
    

    Note: If you’re using the premium edition of integration app, the settlement flows don’t support cash sales

  • Invoice: Sync orders as an invoice by using the settlement flows. You can choose this option if there is an open balance awaiting payment and that this amount will be paid by Amazon during the settlement process. The payments received during the settlement process are reconciled with the outstanding amount added to the invoice.
  • Sales order: Sync orders as a sales order if it is already fulfilled. If you select this option, you must fulfill the order in NetSuite, either manually or by running the Amazon (FBA) order to NetSuite order Add (on-demand sync) flow.
• Automatically assign Lot/Serialised numbers: Check this box if you want to automatically assign a lot/serial number to the order. Serial numbers that are created first, or Lot Item numbers that are nearing expiry, or the ones created first if the expiry date is unavailable are used for allocation. For NetSuite items, the lot/serialized numbers are required to create a NetSuite invoice. As Amazon doesn’t associate lot/serial numbers for the order, you need to check this box to run the integration flow successfully.
  

  Note: This setting is disabled if you select the Sales Order option in the Import order as setting.

• Select inventory location present in NetSuite: Select the inventory or fulfillment location where the FBA inventory is stored for body and line-level items, whenever an order is synced as invoice, cash sale, or sales order. Click Refresh () adjacent to the setting if no options are displayed.
• Filter orders by: Select the time filter for which you want to filter the orders. Based on the value selected in the drop-down list, the associated orders within the specified duration are synced from Amazon to NetSuite. You can either select:
  • Last modified time (recommended): Select this option to sync orders that moved from Pending status to Not Shipped status.
  • Creation time: Select this option to sync orders that are created prior to the current date. Based on the number of days you specify in the Duration in days setting, and when you run the flow, the orders are synced for the specified duration.
    

    Example: If you enter the number 5 in the Duration in days setting and the current date is 06th January, the orders will be synced from 01st January till 06th January.

  Note: The recommended option is to select Last modified time and leave the Duration in days setting blank. The Last modified time option is a delta flow (searches for the latest or updated orders).

• Duration in days: Specify the duration for which the orders need to be synced in days. The duration will be calculated from the current date till the specified number of days in the past. You can back date the order flow using the Duration in days setting which will bring all the old orders into Netsuite. A duplicate check will be done automatically in the order flow to ensure existing orders won't be duplicated. However, if the duration is too long, you will encounter amazon throttling errors if there is a heavy load of orders during this time period.
  

  Example: If you want to sync orders for the last week, you would specify the number as 7 in this setting.

• Go Live Date: Specify the date from when you want to start syncing orders. All Amazon orders created prior to this date will be ignored. This setting can be used if you want to sync orders to NetSuite at a later date.
  

  Note: When specified, this date takes precedence over the Duration in days setting.

• Item aliases are configured in NetSuite: If you have configured item aliases in NetSuite, by checking this box it allows you to link multiple Amazon SKUs with a single SKU in NetSuite. For more information, refer to Item Aliases.

To understand the various fields present under the General tab better, let's assume that,

• Today's date and time of flow execution is 06th January 08:00 HRS
• You have scheduled the Amazon (FBA) Order to NetSuite Order Add flow to run after every 15 minutes,
• The values mentioned in the table below are entered under Settings > Order (FBA) > General.

The following diagram illustrates how various fields available under the General tab let you sync Amazon orders to NetSuite and also demonstrates how a delta flow works.

Shipping tab

The Shipping tab present under Settings > Order (FBA) lets you map the shipping methods between Amazon and NetSuite. You can also provide a default shipping method to be used in case no match is found.

1. Click the Map Ship Methods accordion to map the shipping methods between Amazon and NetSuite.
2. Select the shipping methods in Amazon in the Amazon Ship Method setting. Click Refresh () adjacent to the setting if no options are displayed when you click on the setting.
3. Select the shipping method in the NetSuite Ship Method setting. This selection will be mapped to the selection made in the Amazon Ship Method setting. Click Refresh () adjacent to the settings if no options are displayed when you click on the setting.
4. If no match is found for the shipping method values entered in the Amazon Ship Method and NetSuite Ship Method settings, you can use one of the options in the Action to take if unique match not found section to select and map the shipping method:
   • Fail record: Select this option if you want an error message to be displayed when a new value is selected in the Amazon Ship Method setting and a corresponding value is not selected in the NetSuite Ship Method setting.
   • Use Empty String as Default Value: Select this option when you want to use the empty string as default value. If this option is selected, records with empty values (no shipping method has been selected) will be synced without any error message being displayed. If the shipping method is required to be selected (which is usually the case in NetSuite), then this option should not be selected.
   • Use Null as default value: Select this option if you wish to use null as default value. If this option is selected, records with null values (for example, records where data is entered by pressing the spacebar key on the keyboard or junk data has been entered) will be synced without any error message being displayed. If the shipping method is required to be selected (which is usually the case in NetSuite), then this option should not be selected.
   • Use Custom Default Value: Select this option when a shipping method is not mapped in the Map Ship Methods accordion and you want NetSuite to assign the shipping method to the selected default value in this option. If this option is selected, the Default Lookup Value setting will appear. You need to select the default value from the options available in the drop-down list. The options that appear in this drop-down list need to be created in NetSuite.

Recommended Practice:

Since the shipping will already have been done for FBA orders, you can select the Use Custom Default Value option and add a generic shipping method (created in NetSuite) like Amazon FBA Shipping in the Default Lookup Value setting, as shown in the image below and click Save to set it as the default shipping method.

Orders tab

The Orders tab present under Settings > Order (FBA) lets you control the orders that can be synced from Amazon to NetSuite.

• Amazon order IDs: This setting is used to control the orders that can be synced from Amazon to NetSuite. This setting is mostly used for selecting the orders that are synced using the Amazon (FBA) order to NetSuite order Add (on-demand sync) flow. You can provide up to 50 Amazon order IDs in this setting, but each order ID must be a comma separated value. The order IDs in this setting will trigger the Amazon (FBA) order to NetSuite order Add (on-demand sync) flow.
• NetSuite discount item to track Amazon item discounts at line-level (recommended): Lets you choose the corresponding NetSuite item to track promotion/discount amounts on your Amazon orders. Promotion codes applied on the Amazon SKUs are mapped to the eTail Discount Code field at the line level on the Sales Order record in NetSuite. The selected item is shown as a separate line item below the original line item on the NetSuite sales order. For more information, refer to Manage Amazon item discounts at line-level. Click Refresh () adjacent to the settings if no options are displayed when you click on the setting.
  

  Limitation: When you select an option in this setting, a call is made to NetSuite and a maximum of 1000 discount items is returned. If you have more than 1000 discount items in NetSuite, add a prefix to the discount items so that the results appear in the first call.

• NetSuite discount item to track Amazon item discounts at cart-level: Choose a NetSuite discount item from the drop-down list to track the total promotion or discount amounts at the cart-level in NetSuite.
• NetSuite item to track Amazon Gift Wrap amounts and taxes: Select the NetSuite item to track gift wrap amounts/taxes on the Amazon orders. You need to create a non-inventory item in NetSuite to add it to this setting. The integration app will create an order line with this item for the total gift wrap amounts and taxes. It's recommended to uncheck the Can be Fulfilled/Received (isfulfillable) box for the selected item record in NetSuite. Click Refresh () adjacent to the setting in integrator.io, if no options are displayed when you click on the setting.
• NetSuite item to track Amazon Shipping amounts and taxes: This setting is used when shipping tax is charged for the Amazon order. A line item will be added for the shipping costs and that will override the tax amount charged in NetSuite with the amount charged by Amazon. Select the NetSuite item to track shipping amounts/taxes on the Amazon orders. You need to create a non-inventory item in NetSuite to add it to this setting. The integration app will create an order line with this item for the total shipping amounts and taxes. It's recommended to uncheck the Can be Fulfilled/Received (isfulfillable) box for the selected item record in NetSuite. Click Refresh () adjacent to the setting in integrator.io, if no options are displayed when you click on the setting.
• NetSuite substitute item to track shipping discount: Select a NetSuite item to track shipping discount and taxes for the Amazon orders. In NetSuite, create an item of "Discount" type to add it to this setting. The order flow creates an order line with this item for the shipping discount amount and taxes. An item must be selected in the NetSuite item to track Amazon Shipping amounts and taxes setting before a substitute item can be selected in this setting.
• Exclude Canceled Items: Check this box to exclude/ignore syncing a canceled item in Amazon, i.e., item with 0 quantity. If this checkbox is unchecked, the canceled item will be synced as a closed line.

Customers tab

You can configure how the customers are synced to NetSuite using the Customers tab present under Settings > Order (FBA).

• Allocate FBA orders to below NetSuite customer(s): Provide the internal ID(s) of NetSuite customers in a comma-separated format. Based on the number of customer IDs you provide, during order sync to NetSuite, the FBA orders are equally distributed among the mentioned customers. This setting lets you skip the creation of new customer records in NetSuite for each new order from Amazon.

  Note: If the number of orders in a single job run is less than the number of mentioned customer ids, only the first few customers will be utilized without the random pick.
  Also, If you provide an incorrect customer ID, the following error message is displayed: “Enter a valid customer internal ID(s).”

  The FBA orders are allocated in a cyclic way (round-robin manner). The flow randomly picks the customer ID from the provided IDs and the order allocation continues to the next customer ID. The random pick is to ensure that the starting few customer ID(s) are not allocated with many FBA orders.
  Examples:

  • If you provide three valid customer internal ID(s): 123, 456, 789. When you run the settlement flow and if you have 30000 orders, each customer is allocated with 10000 orders.
  • If the flow first picks 456 as the customer ID, the first order is allocated to the customer with ID 456, the second order is allocated to the customer with ID 789, and the third-order is allocated to the customer with ID 123.
  • Provide the number of customers in the setting in such a way that in a settlement period, the number of invoices on any customer does not exceed 10,000. If the average volume of orders you receive in a settlement period is 100000, provide more than 10 customer IDs. If the volume of orders is around 20000 in a settlement period, provide 3 customer IDs.
• Remove phone number if invalid on Amazon order: Lets you define a business rule where invalid phone numbers on Amazon order are automatically removed before the order is added to NetSuite. This prevents any manual intervention to sync orders with invalid phone numbers (<7 digits or alphanumeric format). It is recommended to check this box to avoid any errors while syncing the orders to NetSuite.
• Trim customer name if invalid on Amazon order: Lets you define a business rule where an invalid first name and last name on Amazon order are automatically trimmed to first 32 characters before the order is added to NetSuite. Checking this box prevents order sync failures when the buyer enters more than 32 characters for first name and/or last name fields in Amazon.
• Use ShippingAddress/Name when Buyer Name is Missing: Lets you define a business rule where the ShippingAddress -> Name as NetSuite first name and last name, if the Buyer Name on Amazon order is missing. If you enter a value in the Default first name if missing on Amazon order and the Default last name if missing on Amazon order settings, this checkbox should be unchecked.
• Default first name if missing on Amazon order: Lets you define a business rule where the missing first name on Amazon order is automatically replaced with a default value of your choice before the order is added to NetSuite. This helps prevent any manual intervention to sync orders with a missing first name. For example, you can enter FNU (First Name Unavailable) as a default value in this field.
• Default last name if missing on Amazon order: Lets you define a business rule where the missing last name on Amazon order is automatically replaced with a default value of your choice before the order is added to NetSuite. This helps prevent any manual intervention to sync orders with a missing last name. For example, you can enter LNU (Last Name Unavailable) as a default value in this field.

Related topics

• Amazon (MFN) Order to NetSuite Order Add
  • Configure settings for Amazon Order (MFN)
• Amazon (FBA) Order to NetSuite Order Add