Sync Amazon MFN orders as Acumatica sales orders

Contents

• Understand the flow
• Before you run the flow
• Sync only orders related to a specific status (optional)
• Configure flow settings
• Run the flow
• Understand the Acumatica order

The Amazon (MFN) order to Acumatica sales order (add) flow syncs Amazon orders (from Merchant Fulfilled Network or MFN) to Acumatica as sales orders along with the associated customer information for each order. This is a batch data flow that can be scheduled to run as frequently as every 15 mins or once per week.

The following items are supported and not supported to sync an MFN order:

• Supported items:
  • Stock items
  • Kit inventory items
  • Non-stock items
• Not supported items:
  • Lot Numbered
  • Serialized items

Understand the flow

On a scheduled basis, the flow extracts the Amazon MFN orders with shipped, unshipped, or canceled status, with fulfillment type as MFN, and syncs them as sales orders to Acumatica. The flow also extracts the item and its quantity from Amazon. This is a scheduled flow that picks up the orders created from the last run. 

When the order status is:

• Unshipped: 
  • If an order is not found in Acumatica, the flow creates a sales order with type SO. The flow syncs the required sales order and customer information successfully and shows the success count on the Integration App Dashboard.
  • If an order is found in Acumatica, the flow ignores such orders and shows the ignore count on the Integration App Dashboard.
• Shipped:
  • If an order is not found in Acumatica, the flow creates a sales order with type SO. You can later create a shipment and an invoice in Acumatica. The flow syncs the required sales order and customer information successfully and shows the success count on the Integration App Dashboard. 
  • If an order is found in Acumatica, the flow ignores such orders and shows the ignore count on the Integration App Dashboard.
• Canceled: 
  • If an order is found in Acumatica with open status, the flow updates the sales order status as canceled, and shows the success count for these records on the Integration App Dashboard. 
  • If an order is found in Acumatica with canceled status, the flow ignores such orders and shows the ignore count on the Integration App Dashboard.
  • If an order is not found in Acumatica, the flow ignores such orders and shows the ignore count on the Integration App Dashboard.
  • If the order is canceled in Amazon and if the order status is completed or shipping in Acumatica, in this scenario the flow displays an error message “Unable to cancel the order (Amazon order ID ###), as the order status is already completed or shipping.”

The flow syncs customers to Acumatica. The customer information includes basic details such as the first name, last name, email ID, phone, and shipping address. The flow looks for the existing customers using the email ID, then:

• If the customer is active, the flow assigns that customer to a sales order and ignores the step to create a new record. 
• If the customer record is inactive or not found, the flow creates a new record with status active.
  
  Note: The flow currently adds customers and does not update the existing customer records. (When any update is made to an existing customer in Amazon, the same details must be updated in Acumatica manually). 
• The flow also provides pre-built functionality that prevents duplicate customers from getting created in Acumatica.
  

Before you run the flow

Configure the following mappings as per your business requirements:

• In the Post sales orders to Acumatica page processor, add hard-coded values in the mappings as shown in the below table:
  1. In the Amazon - Acumatica Integration App, go to Flows > Order.
  2. Click on the Amazon (MFN) order to Acumatica sales order (add) flow.
  3. In the Post sales orders to Acumatica page processor, click Mappings.
  4. Next to the below appropriate mappings, add the hard-coded values in the Export field (Amazon MWS) column.
     

     Export field (Amazon MWS)	Import field (Acumatica)
     “true”	ShipToAddressOverride.value
     “true”	ShipToContactOverride.value
     “true”	Details[*].ManualDiscount.value
     “WAR123” Note: The value is just for reference, enter values as per your business requirements.	Details[*].WarehouseID.value
     “true”	Details[*].ManualPrice.value

•  In the Post sales orders to Acumatica and Add or ignore MFN customer to Acumatica page processors, add the following static lookup mappings:
  • For the ShipToAddress.StateOrRegion mapping:
    1. Add a new row in the mappings and in the Import field (Acumatica) field, enter the value as ShipToAddress.StateOrRegion.
    2. Next to the newly added mapping, click on the Settings icon.
    3. In the Field mapping type setting, choose Lookup.
    4. In the Options field, choose Static: Value to Value. 
       

       Export field	Import field (REST)
       CA	California

    5. Click Save.
  • For the PaymentMethod mapping:
    1. Add a new row in the mappings and in the Import field (Acumatica) field, enter the value as PaymentMethod.
    2. Next to the newly added mapping, click on the Settings icon.
    3. In the Field mapping type setting, choose Lookup.
    4. In the Options field, choose Static: Value to Value.
       

       Export field	Import field (REST)
       Others	COD

    5. Click Save.
  • For the ShipVia mapping:
    
    Note: It is recommended to add this mapping if you want to map the shipping amounts at body level in Acumatica. It is recommended to specify the value in the Use custom default value option, to be sure that the lookup does not fail.
    1. Add a new row in the mappings and in the Import field (Acumatica) field, enter the value as ShipVia.
    2. Next to the newly added mapping, click on the Settings icon.
    3. In the Field mapping type setting, choose Lookup.
    4. In the Options field, choose Static: Value to Value. 
       

       Export field	Import field (REST)
       Standard	UPS

    5. Click Save.
• In the Add or ignore MFN customer to Acumatica page processor, add hard-coded values in the mappings as shown in the below table:
  

  Export field (Amazon MWS)	Import field (Acumatica)
  “General”	CustomerClass.value
  “ENDMONTH”	StatementCycleID.value
  “true”	BillingAddressSameAsMain.value
  “true”	ShippingAddressSameAsMain.value
  “Primary Location”	LocationName.value

  Note: The values mentioned in the Export field (Amazon MWS) column for the CustomerClass.value, StatementCycleID.value, and BillingAddressSameAsMain.value mappings are just for reference. Update the values accordingly as per your business requirements.

Sync only orders related to a specific status (optional)

This is an optional step. If you want to sync the Amazon MFN orders only with “unshipped” status, you can add an import filter to the Add or ignore MFN customer to the Acumatica flow page processor. 

1. In your integrator.io account, click Amazon - Acumatica Integration App.
2. Go to Flows > Order section.
3. Click on the Amazon (MFN) order to Acumatica sales order (add) flow.
4. Click on the Define options (+) icon.
   
5. Click on the Filter icon.
   
6. On the Define input filter window, add the import filter as follows:
   

   record.OrderStatus	not equals	Shipped
   record.OrderStatus	Not equals	Canceled

   

Configure flow settings

1. In the Amazon - Acumatica Integration App, go to the Settings > Order section.
2. In the Set go-live time and date setting, choose a future time and date to sync Amazon MFN orders to Acumatica. All Amazon orders created prior to this time and date are ignored by the Amazon (MFN) order to Acumatica sales order (add) flow. Be sure to select the time and date as per your Amazon account local time.
3. In the Acumcatica non-stock item to track Amazon shipping amount and tax dropdown menu, you can choose an Acumatica non-stock item to track the Amazon MFN order shipping amount and tax. The selected item is added as a line item on the Acumatica sales order. In Acumatica, be sure to create the selected item as a non-stock item.
4. Click Save.

Run the flow

1. In the Amazon - Acumatica Integration App, go to the Flows > Order section.
2. Next to the Amazon (MFN) order to Acumatica sales order (add) flow, use the toggle button to enable the flow.
3. If you run the flow for the first time, a delta flow pop-up window is displayed. This helps you to sync the historical orders. 
   1. Automatic: Choose this option to process and sync data from the last flow run time OR
   2. Custom: Choose this option to select a custom start date and time from when you wish to process and sync data.
      
      
      
      
4. Click Run.
   You can see the flow status in the Integration App Dashboard.

Understand the Acumatica order

After you run the Amazon (MFN) order to Acumatica sales order (add) flow, the flow syncs the sales orders as follows:

• The flow syncs the sales order to Acumatica with status as On hold.
• The flow syncs the order information in the custom fields such as Celigo account ID, Celigo fulfillment channel, and Celigo order ID fields.
• The tax totals are displayed at the body level.
• If you select a non-stock item in the Acumatica non-stock item to track Amazon shipping amount and tax dropdown menu, a separate line is displayed below the original item line on the sales order. See the screenshot above.