Amazon eCommerce Integration


The Amazon eCommerce integration can be used in a variety of ways. Orders can be captured and fulfilled by Amazon while using the integration with DEAR to track your inventory levels, or orders captured by Amazon can be fulfilled by you, the merchant. 


If you primarily work with Fulfilment by Amazon, consider using the Fulfilment by Amazon integration instead. Both integrations have similar features and can carry out much of the same functions. You can also use both integrations together. 



Prerequisites

  • An Amazon Seller Pro account is required to use DEAR External Fulfilment Service Integration (necessary)
  • Familiarity with the Processing a Sale process (necessary)


  1. Important Information (Disclaimer)
  2. Amazon eCommerce Integration Setup
  3. Catalog
  4. Publishing
  5. Orders and Sales
  6. Operation Logs



Important Information (Disclaimer)

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DEAR supports all North America and European Marketplaces: USA, Canada, Mexico, United Kingdom, France, Germany, Italy and Spain. Our developers are constantly working to improve the integration level. 


Benefits of Integration

  • Stock levels automatically update from DEAR to Amazon
  • Inventory costs and movements synced to your accounting application
  • Centralised inventory management for all channels


Sale orders, product details, customer contacts and payments are downloaded from Amazon to DEAR. Item quantities are uploaded to Amazon, keeping track of inventory. 


Products can now be published to Amazon from DEAR. 


Once the integration has been established, DEAR will download products from Amazon, each sale order from Amazon will be captured and sent to Pending Sales in DEAR and have stock allocated. They will then be processed into actual sale orders, either individually or once a day, depending on your sale order consolidation settings. Stock level changes are then pushed form DEAR to Amazon (or other connected sales channels) if this optional setting has been enabled. Payments are automatically applied to orders captured from Amazon. 


Not supported:

  • Refunds and Returns
  • Initial load of products from Amazon does not import stock quantities



DEAR supports Amazon’s “global SKU” feature: When a product listed in several marketplaces within a region (All marketplaces in Europe, for example) is linked to one DEAR product, the total quantity of the DEAR product will be used for all marketplace listings. This shared product can have a different name (alias) in each marketplace while still being linked to a single DEAR product. If an alias name is used, the Catalog Tab will show the alias name instead of the true product name.


If product price in Catalog is important for user, he MUST use different Price tier for each Amazon marketplace otherwise it price will be overwritten with last price in marketplace currency.


IMPORTANT:  DEAR will make an inventory report request to Amazon every hour. The default setting is to send an email notification whenever an inventory report is requested. To avoid getting spammed with Amazon notifications, go to Seller Central -> Settings -> Notification Preferences and disable Open Listings Report



Amazon eCommerce Integration Setup

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First you must connect Dear to your Amazon eCommerce store. You must have a Seller Pro account to use this integration. 


It is possible to link several Amazon stores to a single DEAR account. Each linked store has independent catalog, logs and settings.



To connect FBA to DEAR:  

  1. Navigate to Integration -> Amazon

  1. Click the + to connect a new store. 
  2. Follow the Before you start instructions and then fill in the fields shown. The Shop Representative Name will be filled in with a default value but can be edited here if required. 
  3. Click Connect to Amazon
  4. Repeat these steps to connect as many Amazon stores as you require















Integration settings

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In the Setup tab, several integration settings can be customised. 


Load from Amazon

Select when sales are loaded from Amazon. User has the option between loading paid sales or fully shipped sales.


Consolidate Orders

DEAR - Amazon Integration allows two options for order consolidation.

  • No Consolidation

  • Daily Consolidation


No Consolidation indicates that sales will be captured from Amazon as they occur. Daily Consolidation will consolidate all orders from that day into a single order. When Daily Consolidation is chosen, an additional setting becomes available: Consolidation Time. This is your local time when all pending orders aggregated during the day will be processed.


See Pending Order Processing section for more details below.


Customer

For the pending order processing to be successful, an existing customer must be selected.


When Consolidation Type is Daily Consolidation, this customer is used to create a new sale task which will combine all daily sales. A customer can be created just for this purpose.


When No Consolidation is selected, DEAR uses the customer company name as the customer name, unless the company name was not specified. In this case customer contact name is used instead.


Price Tier

Map Amazon’s listings (products) price to DEAR price tiers


Location for Merchant Fulfilled Orders

Fulfilment by Merchant (FbM) means that products are stored somewhere at the merchant (seller) location. You can specify a location just for Amazon eCommerce. Selecting a particular warehouse will limit the availability of stock in Amazon to that location. Selecting All locations will display total stock quantity across all of your locations



Location for Amazon Fulfilled Orders

Fulfilment by Amazon (FbA) means that all fulfilment and inventory management processes are fully automated and handled by Amazon. You can select a location for Amazon fulfilled orders to track quantities or choose not to process FbA orders. 


Pick, Pack and Ship Processing Mode

When pending orders are processed by DEAR new sale tasks are created. This setting tells DEAR if it should try to Auto Pick, Auto Pack and Auto Ship these tasks. If there is not enough stock on hand to pick the full quantity of products in an order, then pick will remain in Draft state and Pack and Ship won’t be completed.


DEAR does not pick up shipment information from Amazon if auto-ship is selected and will not create Fulfilment in Amazon in this scenario (if Auto Ship is enabled).


Invoice Status

You can control Invoice Status for Sale tasks created as a result of pending order processing. By default, Invoice will not be authorised and will be in Draft state, adjustable and waiting for authorisation. However if this setting is changed to AUTHORISED the invoice will be automatically authorised and pending sync will be created for it to sync with accounting application of your choice.


Optional revenue account

Revenue account to be used for all Amazon sales. This will override settings at the Product/Customer level and any other Account mapping. 


Sales Representative Name

This option allows the shop name to be used as Sales Representative. It is useful if you have several shops in same region (marketplace) so as not to cause confusion. If this option is disabled, marketplace abbreviation will be used instead (like Amazon_US, Amazon_UK, etc).


Match Product
Option to choose automatic mapping by SKU or manual mapping by the user. The existing product will be searched for automatically by SKU, and if a product is found with a matching SKU, then the mapping is done automatically. In the case of a completely manual mapping, the user will have to choose the appropriate DEAR product SKU the Sale Channel product relates to. Please note that automatic mapping does not exclude the possibility of changing the mapping manually later.


Create new product if not found by SKU

This option is only available when Match product by SKU is enabled. With this option enabled, if there is a product (SKU) in the Sale channel that does not yet exist in DEAR, then this product can be automatically built in DEAR based on the data received about the product from a Sale channel. The possibility of a manual build is still always available through the DEAR UI.


Use Amazon as Master Source for DEAR Products

If this option is enabled, if a product has been changed or updated in Amazon, the linked product in DEAR will be changed to match upon catalog download.  Product changes in DEAR can include changed price, name, weight, length, pictures, and other data (except SKU) based on the product data downloaded from Amazon. Be aware! Turning on this feature can damage your product data in DEAR.


Update Stock Levels in Amazon

You may choose to disable automatic stock level update in Amazon performed by DEAR at the time available product quantity changes in DEAR. This may be useful if you are managing stock level in Amazon manually and do not want DEAR to change it. Please ensure you have the correct stock quantities entered in DEAR before you turn on this option as these values will override the stock quantities in Amazon. 


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Tax Rule Mapping

When pending order is processed by DEAR, a sale task is created. Each order and invoice line is assigned a tax rule. The tax rules specified in these settings will be used to create these lines. 


DEAR does not apply the tax rule to recalculate tax and is simply using the actual tax amount from the Amazon order. This means that if certain products are not Taxable or with varying tax in Amazon, all data and totals in DEAR will look identical to Amazon, but with DEAR tax rule name selected in this setting.


The Tax Free tax rule mapping specified in this setting is used to create these lines for non-taxable products. This tax mapping could be useful for accounting. Not used for Amazon Europe marketplace.


NOTE: Amazon Europe Marketplace doesn’t provide Tax information within the sale order data. Due to this, DEAR treats all orders from Amazon Europe as tax inclusive. If the shipping destination is also in Europe, DEAR will prioritise the tax rule defined for the product. If the shipping destination is not in Europe or the product tax rule is not defined, DEAR will attempt to apply the Taxation Rule mapping for the destination country found in setup.


In case of tax recalculation Tax amount will be overwritten with value calculated by DEAR Taxation rule.


IMPORTANT: Orders will be skipped on download if Taxation mapping not finished! 


Payment Account Mapping

DEAR can capture payments made against orders in Amazon and is able to automatically add payments to a created sale invoice. To do this, Payment Account Mapping must be completed on this integration settings screen. You must choose an account which is able to receive payments from the chart of accounts. 


This setting is not mandatory - if payment mapping is not completed, orders are still captured and downloaded from Amazon, but payments must be manually added to invoices in DEAR. Some customers prefer to keep invoices open and then reconcile them with the biweekly payouts from Amazon. 


Disconnect from Amazon store

When you disconnect from Amazon store, DEAR removes all associations between DEAR objects and Amazon, including Log and Product Catalog.



Catalog

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Downloading Products

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Products can be loaded from Amazon to DEAR in the Catalog tab by clicking Load Products








There are 2 types of product in Amazon: simple product and complex product (product with options/variations, for example the same product in different colours and sizes).


Each complex product can have many options in Amazon, but DEAR can only support up to 3. Due to this constraint, DEAR uses only the first 3 options from the Amazon product. These Amazon complex and simple products map perfectly to DEAR Product Families and DEAR Products. When downloading products from Amazon, DEAR checks if the Amazon product is simple (without options) or complex (with options). 


If a Product has options in Amazon, DEAR creates a Product family with all the variants of that product created as separate products in DEAR belonging to that family. If a product family and its products are already created/linked with Amazon then DEAR updates the existing family/products instead of creating new versions. See Product Management for more information on DEAR Products and Product Families. 


When a product is created or updated in DEAR during the download process, a link is established between the product and variant unique Amazon ID and DEAR unique product ID. This link is used when products are matched against sale order lines in Amazon and when subsequent product downloads occur.


Amazon maintains a hierarchical structure of categories while DEAR categories are all treated as the same level. Only the first (top-level) category of an Amazon product is linked to DEAR. 


When downloading products, DEAR first tries to match existing products to avoid creating duplicates.This search is done in several steps:

  1. First, DEAR attempts to search for a product family by name using the Amazon product title.

  2. Then, for each variant DEAR searches for DEAR product using the Amazon variant ID.

  3. If not found, DEAR then searches DEAR product by Amazon product (or variant) SKU.


DEAR products must have unique names while all Amazon variations names also differs. Variation namecontains from family name + “(Option1Value, Option2Value, ...).


During product download, DEAR automatically creates product categories and product brands for all product types in Amazon.


Data mapping for products between DEAR and Amazon is as follows:


DEAR
Amazon

SKU

SellerSKU if defined, otherwise ASIN or ISBN(for books) used instead.

Name

Product Title

Category

First category from hierarchy

Description

Product Description

Weight

Weight (Converted to KG)

Width

Width

Height

Height

Length

Length

Barcode

UPC / EAN

Price Tier. Default is Price Tier 1

Price

Images

Small product image

Quantity

Quantity

Sale tax rule

“Default Tax Lines” tax mapping for products (use specified tax rule, if no tax rule specified use “Tax Free” tax mapping rule. “Default Additional ChargesTax Lines” tax mapping for additional services (like shipping, wrapping, etc)

Option 1 Name

Title of required option (required for product category)

Option 2 Name

Title of required option (required for product category)

Option 3 Name

Title of required option (required for product category)

Option 1 Value (for variation)

Value for Option 1

Option 2 Value(for variation)

Value for Option 2

Option 3 Value(for variation)

Value for Option 3


Manage Catalog 

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There are three possible statuses for products in the Catalog: Not Listed, Listed and Canceled. The Canceled status appears for products that were removed from Amazon. By default, they are not visible in the catalog unless the Show only active checkbox is disabled. 


There is also an option that allows you to switch the appearance of the catalog to Show variations separately. If checked off, all products without variations are displayed, and each product variation is shown as a separate product line. In this function is not enabled,  products without variations are displayed as usual and product families are displayed as a single product line. 


In addition to downloading products from Amazon and performing automatic product mapping, you can choose to manage your Amazon catalog from DEAR. There is a column for manually linking and unlinking DEAR and Amazon products. This is useful when the correct product has not been found, or when a link between the DEAR and Amazon product has been broken due to Amazon ASIN merge operations. 


There are three linking options:

  • Leave blank (do not tie to a product in DEAR)

  • Link to an existing product

  • Create a new product in DEAR (available if the product with the required SKU does not exist).


 


 



Catalog Modifications in Amazon

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Consider a catalog which contains 3 products: A, B, C. Product C has been modified in the sale channel. Next time a Catalog Download is triggered, the products: A, B, D will be visible with the following statuses:

 

Products A and B (the unchanged products) will remain in the catalog with a Listed status. Product D will now appear in the catalog with a Listed status, but product C’s status will change to Canceled

 

Product mapping must be completed in order for sales to be successfully downloaded from your sales channels to DEAR. When sales are loaded from a sale channel and a sale contains a product that is not mapped to any product in DEAR, then this sale will be not be downloaded. 

 

The user will be notified if a sale is skipped through internal messages such as: notifications, recordings in operation log, or text message on the screen (depending on the situation). 


Publishing 

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There are three tabs in the publishing section of the Amazon integration:

  1. Not Listed
  2. Selected to be listed
  3. Failed


 

The Not Listed tab displays a list of products in DEAR which are not linked to any listing in the connected Amazon store. 


The Selected to be Listed tab displays DEAR products that have been selected in the first tab but have not yet been published to Amazon.


The Failed tab displays products that were to be published to Amazon but were unsuccessful. 



Publication of the product takes place in three stages and can only be completed if all three stages have been satisfied with no errors. If at some stage an error occurs, the publishing process will be interrupted, the error will appear in the third tab (Failed), indicating the product and the error message. 


It is also possible that a product with a Failed status is still created in Amazon but in an incomplete state, or even appears fully complete (if Amazon had previous info on the published SKU) without correctly sending a notification to DEAR - DEAR is guided solely by Amazon response. 



Each stage of the publication can take anywhere from 5 to 30 minutes, there have been cases when individual stages have taken more than an hour. This depends on the Amazon server load and internal prioritisation, which DEAR can not influence or speed up. Upon completion of the publication, the product (s) will create the appropriate notification.



 

To publish products to Amazon:

  1. On the Not Listed tab, select the product/s you wish to publish. You can search products by SKU / name / attributes / category / brand, there is also a button to Select All products visible on this page. Products can be manually selected by clicking on the desired row (it will change status when selected).

  1. Once selected, products to be listed will appear in the second tab. In this stage you can make the necessary changes to the price and condition. 
    • SKU and Quantity are taken from DEAR and cannot be modified
    • Price is taken from Price Tier selected on the setup page for this product but can be overridden. Price can applied in bulk to several products by clicking Bulk Apply To -> Price
    • Condition is mandatory and is selected from a dropdown menu. This can also be applied in bulk by clicking Bulk Apply to -> Condition

  1. You will need to select an Amazon Standard Identification Number (ASIN). Since we are publishing the products to Amazon using an existing Amazon ASIN (i.e. not creating an entirely new product ASIN) we must select the appropriate ASIN for each DEAR product selected for publishing. To do this, a special dialog box has been created that allows you to search for the required product in Amazon by keywords in the title or description, you can also filter by (category) to simplify the search.
    •  If you are not completely sure if you are mapping to the correct ASIN in Amazon you can simply click on the product in DEAR to open the product description window and also open the same product in Amazon website to see pictures/descriptions and make sure you are assigning the correct ASIN to the product in DEAR.  
    • When establishing a match, the user has 2 options Select ASIN & Close  and Select ASIN & Next. In the first case, ASIN is assigned and the dialog is closed, in the second case ASIN is assigned and switched to the next product in the list selected for publication, which has not yet been assigned an ASIN. Once the ASIN is assigned to the last product, the dialog box is closed


  1. Once all fields have been filled in and ASIN correctly selected, click Publish to publish the listing to Amazon. 


 

NOTE: Often it happens that for the publication of a product under any brand requires authorisation from the manufacturer. If this happens, then DEAR displays an error message in the third Failed tab, and the user must manually perform the necessary actions on the Amazon site.


Orders and Sales

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Processing Pending Orders

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Whenever a sale is created in Amazon it is first placed into Pending Orders, and stock is allocated immediately. DEAR checks every hour if there are any new orders and imports them immediately as individual sale orders (if No Consolidation is selected in the Integration Settings) or once a day as a consolidated sale order (if Daily Consolidation is selected). 


If No Consolidation is selected, each Amazon sale is converted into an identical sale in DEAR, keeping the same customer, shipping and billing information. If Daily Consolidation, the single daily sale task will use the customer selected in the integration settings, and customer, billing and shipping information imported from Amazon will be ignored. 



When processing orders, the logic is identical to that of the DEAR UI. DropShipping, Kitting and other important scenarios are implemented in the same was as through the DEAR UI.


Pending Orders can be processed manually by clicking Process. They can then be viewed in the Log tab.


Downloading Orders and Payments

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Orders are automatically downloaded every hour when and order is paid, modified or changed in Amazon. 


NOTE:  Pending or Pending Available order statuses won’t be processed. Generally, you do not need to trigger manual order download, however if an order was not captured by DEAR or to load historical sales you can use manual Load Order option.


Any imported order is saved to Pending Orders section. It is a temporary storage of all sales and payments in DEAR. Only orders matching selected capture option are accepted: with status paid/unshipped/shipped. This capture option can be changed in the Integration Settings. 


If an order already has an entry in the Log (i.e. was imported previously) it will be skipped. This guarantees that no duplicate sales will be created by DEAR.


While saving orders, DEAR captures customer information such as the shipping address. Unfortunately, upon order download it is impossible to obtain the billing address details except for the billing name (who paid for the order). All line items are captured together with quantities, prices and totals. Total order discounts are applied as are additional charges to the whole order, without distribution by lines to reduce the chance of discrepancy.


Shipping, gift wrapping and discounts are also saved as additional charges in the Sale invoice. Amazon has special Tax Rules for these additional charges and you can map these tax rules to those in DEAR in the Setup tab.


For each line in a Sale Order, DEAR will try to locate the corresponding product by SKU. If no product is found, DEAR tries to download the product information from Amazon using the same logic as in the Download Products function. If the product information is not found (if removed from the Amazon store, for example), DEAR marks this line as a Service (Non-product). Next, the sale line is saved to pending orders with all the data imported from Amazon: Tax, Quantity and Total.



If a Payment Account has been specified in the Integration Settings, DEAR will always assign associated payments to the captured orders (whether the order has already been processed or is still pending) when the Amazon Order is paid.


When an Amazon order is cancelled, DEAR automatically finds and voids the corresponding sale task if already created as a Sale Order or just removes the associated pending order if not yet processed.


The final step in the order download is to trigger update of stock levels in other Amazon stores and other connected eCommerce channels.




Updating Fulfilment in Amazon

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When Shipment is authorised in DEAR and the carrier specified, DEAR will try to create order shipment information in Amazon. This will only work in No Consolidation processing mode.


Logs

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Each captured Amazon order once saved to Pending Orders creates a Log entry to track the link between the Sale in DEAR and in Amazon. This eliminates the possibility of creating duplicated orders when capturing the same order several times during manual order load. 


Each Log entry has a link to the sale task in DEAR. Depending on the settings selected by the user in the Setup tab, this sales task could be draft or authorised, one or more of the Pick, Pack and Ship tabs could be authorised, and payment could have been applied to the invoice. 


Log entries allow you to see which Sale task reflects a particular Amazon sale. You also have the option to delete a Log entry manually. This will allow to reprocess an order if required. Deleting a log entry will not void or delete its associated sale task.




Reloading Orders from Amazon

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If for any reason you need to reload an order from Amazon, this can be managed from DEAR.


To reload an order from Amazon:

  1. Void the sale task. A record of this will be kept in DEAR for reconciliation purposes but the transactional data will be deleted. 
  2. Return to the Amazon integration Log tab and delete the Log entry. This will allow the order to be recaptured from Amazon.
  3. Navigate to the Pending Orders tab and click Load Orders, making sure the date is set to before when the order to reload was made. 



Operation Logs

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Each time when user or DEAR downloading sales appropriate record added to operation log. It also contains information about results of downloading, including the count of processed, skipped or cancelled orders.