Sync Amazon FBA orders as Acumatica invoices

Contents

• Understand the flow
• Before you run the flow
• Configure flow settings
• Run the flow
• Understand the Acumatica order

The Amazon (FBA) order to Acumatica invoice (add) flow syncs Amazon orders (from Amazon Fulfilled Network or FBA) to Acumatica as invoices 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 FBA order:

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

Understand the flow

On a scheduled basis, the flow extracts the Amazon FBA orders with shipped status, with fulfillment type as AFN, and syncs as invoice to Acumatica. The flow also extracts the item and its quantity from Amazon. The flow looks for the corresponding order in Acumatica that matches the Amazon Order Id. This is a scheduled flow that picks up the orders created from the last run. 

• If an order is not found in Acumatica, the flow creates a sales order record with type IN (invoice). The flow syncs the required invoice, customer, and shipment 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.

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 existing customers with the email ID, then:

• If the customer is active, the flow assigns that customer to the invoice 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.
• The flow currently adds customers and does not update (when any update is made to the 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 invoices to Acumatica (for FBA) 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 (FBA) order to Acumatica invoice (add) flow.
  3. In the Post invoices to Acumatica (for FBA) 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 invoices to Acumatica (for FBA) and Add or ignore FBA 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 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 FBA 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.

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 FBA orders to Acumatica. All Amazon orders created prior to this time and date are ignored by the Amazon (FBA) order to Acumatica invoice (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 FBA order shipping amount and tax. The selected item is added as a line item on the Acumatica invoice. 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 (FBA) order to Acumatica invoice (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. 
   • Automatic: Choose this option to process and sync data from the last flow run time OR
   • 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 (FBA) order to Acumatica invoice (add) flow, the flow syncs the invoice as follows:

• The flow syncs the invoice to Acumatica with status as Open.
• The flow syncs the order information in the custom fields such as Celigo account ID, Celigo fulfillment channel, and Celigo order ID fields. At the line level, the flow syncs information to the Celigo order line ID, and Celigo promotion code 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 invoice. See the screenshot above.