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, although both integrations have similar features and can carry out much of the same functions. You can also use both integrations together.
- An Amazon Seller Pro account (required)
- Familiarity with the Processing a Sale process (required)
Table of Contents
- Important Information (Disclaimer)
- Amazon eCommerce Integration Setup
- Orders and Sales
- Amazon Fees and Charges
- Operations Log
Important Information (Disclaimer)
DEAR supports the following Marketplaces: USA, Canada, Mexico, United Kingdom, France, Germany, Italy, Spain, Australia and the United Arab Emirates (UAE). Our developers are constantly working to improve the integration level.
Benefits of the Integration
- Stock levels automatically update from DEAR to Amazon.
- Inventory costs and movements are synced to your accounting application.
- There's centralised inventory management for all channels.
Sales orders, product details, customer contacts and payments are downloaded from Amazon to DEAR. Item quantities are uploaded to Amazon, keeping track of inventory.
Once the integration has been established, DEAR will download products from Amazon, each sales order from Amazon will be captured and sent to Pending Sales in DEAR and have stock allocated. They will then be processed into actual sales orders, either individually or once a day, depending on your sales order consolidation settings. Stock level changes are then pushed from DEAR to Amazon (or other connected sales channels) if this optional setting has been enabled. Payments are automatically applied to orders captured from Amazon.
- Initial load of products from Amazon does not import stock quantities.
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. If you get an Amazon Inventory report is not found or outdated error while downloading the report, retrying the operation after a minute usually eliminates the error and leads to the successful generation of the report.
To avoid getting spammed with Amazon notifications, you may go to Seller Central → Settings → Notification Preferences and disable Open Listings Report.
Amazon eCommerce Integration Setup
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 an independent catalog, logs and settings. DEAR provides two free external integrations with the standard subscription plan; however, additional external integrations must be purchased from the My Subscription page.
Connect Amazon eCommerce to DEAR:
- Navigate to Integration → Amazon.
- Click + to connect a new store.
- 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.
- Click Connect to Amazon.
- Repeat these steps to connect further Amazon stores.
- NOTE: Amazon stores are counted as external integrations for your DEAR account. Your base subscription allows two external integrations. If you would like to add more external integrations to your DEAR account, you can do so from the My Subscription page.
Under the Setup tab, several integration settings can be customised.
Load from Amazon
Select when sales are loaded from Amazon. The user has the option between loading paid sales or fully shipped sales.
The DEAR - Amazon Integration allows two options for order 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 the Pending Order Processing section below for more details.
For pending order processing to be successful, an existing customer must be selected.
When the Consolidation Type is Daily Consolidation, this customer is used to create a new sales 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, the customer contact name is used instead.
Sales Representative Name
This option allows the shop name to be used as a Sales Representative. It is useful if you have several shops in the 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.).
Map Amazon’s listings (products) price to DEAR price tiers. NOTE: If the user lists the same DEAR product in multiple Amazon marketplaces and has chosen to use static pricing, they MUST use a different price tier for each Amazon Marketplace; otherwise, the price in DEAR may be overwritten by the price in Amazon Marketplace currency during catalog download. Markup pricing and customer pricing are not affected.
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 the 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 sales 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).
Process Auto-Assembly as
This dropdown field has two options:
- For ordered quantity: Does not check stock quantity. An assembly order is created for the quantity specified in the sale order, regardless of stock availability.
- For minimum quantity required for picking:Assemble stock required to meet the quantity of specific sale order.
- If stock availability is negative, auto-assembly will produce a finished goods quantity which is more than the quantity ordered through sale order.
- If there is already stock available in inventory but not enough to fulfill the sale order quantity, auto-assembly will assemble the difference in quantity needed to meet the sale order requirement.
- If stock availability exceeds sale order quantity, auto-assembly is not triggered.
Stock availability is validated against the sale order location and does not take On Order quantity into account.
Match Product manually
This is the option to choose automatic mapping by SKU or manual mapping by the user. When automatic mapping is selected, an 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. When manual mapping is selected, the user will have to manually select which DEAR products to link to via the Catalog tab. Manual mapping can still be performed even if automatic mapping is enabled.
Create a 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 sales 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 sales 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 a changed price, name, weight, length, pictures and other data (except for 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 levels 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.
Export Shipping Information to Amazon
You may enable the export of shipping information from DEAR to Amazon.
You can control the Invoice Status for sales tasks created as a result of pending order processing. By default, the 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 an accounting application of your choice.
Optional Revenue Account
This is the revenue account to be used for all Amazon sales. This will override settings at the Product/Customer level and any other Account mapping.
Ignore Amazon Taxes
You may choose to ignore taxes from Amazon.
Process Amazon Settlements Report
Amazon generates Settlement Reports for its sellers, providing breakdowns of Item Price, Amazon commission fees, shipping fees, and total amount earned by the seller - detailed information of a seller’s account activity for the settlement period. You may set DEAR to either automatically process settlements from Amazon as Manual Journals or perform this processing manually.
Money Settlement Bank Account
Select the bank account that is used to receive settlements from Amazon.
NOTE: Currency of the Amazon settlement will not be captured while processing the settlement file. Bank account currency and Amazon settlement currency must be the same to avoid discrepancies.
Tax Rule Mapping
When a pending order is processed by DEAR, a sales 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. It is not used for Amazon Europe marketplaces.
NOTE: An Amazon Europe Marketplace doesn’t provide Tax information within the sales 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 the setup.
In the case of tax recalculation, the Tax amount will be overwritten with a value calculated by the DEAR Taxation rule.
IMPORTANT! Orders will be skipped on download if Taxation mapping is not finished.
Payment Account Mapping
DEAR can capture payments made against orders in Amazon and is able to automatically add payments to a created sales invoice. To do this, complete Payment Account Mapping on this integration settings screen. You must choose an account that is able to receive payments from the chart of accounts. We recommend not to use a bank account; instead, use a dedicated accrual account. This will make it more convenient to handle/view Amazon fees and charges.
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.
Link Accounts in DEAR to Amazon Transaction Fees
Map Amazon transaction fees to the appropriate accounts from your DEAR Chart of Accounts. This is required in order to process fees from Amazon automatically when the Process Amazon Settlements Report setting is enabled.
DEAR uses this mapping to add charges/fees/payments against sale orders and to generate manual journals, ensuring financial data between DEAR, Amazon, and QBO/Xero if applicable reconcile.
Not every transaction listed in the Amazon settlement report needss to be mapped against DEAR accounting. For example, other-transaction type "Current reserve amount" is not a fee/charge that requires to be mapped against DEAR accounting as it is not a charge or a fee but rather its the merchant's reserve money that gets accumulated periodically. These transaction types can be skipped by checking the Skip mapping next to that transaction type - these transaction types will be ignored by DEAR.
NOTE: The Master User is notified in the event of unmapped transactions, e.g. Amazon introduces a new fee.
Disconnect from the Amazon store
When you disconnect from the Amazon store, DEAR removes all associations between DEAR objects and Amazon, including Log and Product Catalog.
Products can be loaded from Amazon to DEAR in the Catalog tab by clicking Load Products.
There are two types of products in Amazon: a simple product and a complex product (a product with options/variations such as, 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 complex and simple Amazon 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.
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 sales order lines in Amazon and when subsequent product downloads occur.
Amazon maintains a hierarchical structure of categories while DEAR categories are all treated at 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:
First, DEAR attempts to search for a product family by name using the Amazon product title.
Then, for each variant, DEAR searches for a DEAR product using the Amazon variant ID.
If not found, DEAR then searches for a DEAR product by Amazon product (or variant) SKU.
DEAR products must have unique names, while all Amazon variations names also differ. Variation name consists of family name + “(Option1Value, Option2Value, ...)".
During product download, DEAR automatically creates product categories and product brands for all product types in Amazon.
If a product price in the Catalog is important for the user, they MUST use a different Price tier for each Amazon marketplace; otherwise, the price will be overwritten with the last price in the marketplace currency.
Data mapping for products between DEAR and Amazon is as follows:
SellerSKU if defined, otherwise ASIN or ISBN (for books) is used instead
First category from a hierarchy
Weight (converted to KG)
UPC / EAN
Price Tier (default is Price Tier 1)
Small product image
Sale tax rule
'Default Tax Lines' tax mapping for products (use the specified tax rule; if no tax rule specified, use the 'Tax Free' tax mapping rule).
'Default Additional ChargesTax Lines' tax mapping for additional services (like shipping, wrapping, etc.).
Option 1 Name
Title of the required option (required for product category)
Option 2 Name
Title of the required option (required for product category)
Option 3 Name
Title of the 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
Managing the Catalog
There are three possible statuses for products in the Catalog: Not Listed, Listed and Cancelled. The Cancelled 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. If 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.
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 actual product name.
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).
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 sales channel, and a sale contains a product that is not mapped to any product in DEAR, then this sale will not be downloaded.
The user will be notified if a sale is skipped through internal messages such as notifications, recordings in the operations log, or a text message on the screen (depending on the situation).
Catalog Modifications in Amazon
Consider a catalog that contains 3 products: A, B, C. Product C has been modified in the sales channel. Next time the 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 Cancelled.
Orders and Sales
Processing Pending Orders
Whenever a sale is created in Amazon, it is first placed in Pending Orders, and stock is allocated immediately. DEAR checks every hour if there are any new orders and imports them immediately as individual sales orders (if No Consolidation is selected in the Integration Settings) or once a day as a consolidated sales 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. By Daily Consolidation, the single daily sales 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 way as 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
Orders are automatically downloaded every hour when an 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 the manual Load Order option.
Any imported order is saved to the Pending Orders section. It is a temporary storage of all sales and payments in DEAR. Only orders matching the 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. it has been 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 (the person who paid for the order). All line items are captured together with quantities, prices and totals. Total order discounts are applied as additional charges to the whole order, without distribution by lines to reduce any chances of discrepancy.
Shipping, gift wrapping and discounts are also saved as additional charges in the sales invoice. Amazon has special Tax Rules for these additional charges, and you can map these tax rules to those in DEAR under the Setup tab.
For each line in a sales 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 described above. 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 sales task if already created as a sales order or just removes the associated pending order if not yet processed.
The final step in the order download is to trigger an update of stock levels in the other Amazon stores and the other connected eCommerce channels.
Updating Fulfilment in Amazon
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 the No Consolidation processing mode.
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 duplicate orders when capturing the same order several times during manual order load.
Each Log entry has a link to the sales 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 sales task reflects a particular Amazon sale. You also have the option to delete a Log entry manually. This will allow DEAR to reprocess an order if required. Deleting a log entry will not void or delete its associated sales task.
Reloading Orders from Amazon
If for any reason you need to reload an order from Amazon, this can be managed from DEAR.
To reload an order from Amazon:
- Void the sales task. A record of this will be kept in DEAR for reconciliation purposes, but the transactional data will be deleted.
- Return to the Amazon integration Log tab and delete the Log entry. This will allow the order to be recaptured from Amazon.
- Navigate to the Pending Orders tab and click Load Orders, making sure to set the date before the order to reload was made.
Refunds and Returns
DEAR Amazon integration supports refunds and returns. When returning an item, customers can choose their preferred refund method in Amazon. DEAR will capture and process a refund regardless of the refund method.
DEAR will process the captured refunds automatically every hour, but users can manually load and process refunds and credit notes via the Pending Orders tab. Only refunds that are Completed from Amazon will be captured and loaded to DEAR. Pending or Declined refunds will not be loaded or processed to DEAR.
NOTE: DEAR will process returns and refunds when the Invoice status is authorised and order is processed. Returns and refunds for unfulfilled sales will be stored in the Pending Orders tab until the sale has been fulfilled. DEAR supports processing both Amazon fulfilled and Merchant fulfilled sale refunds.
When a refund or a return is captured from Amazon, DEAR will create and authorise a credit note and refund equivalent to credit note total for the relevant sale order in DEAR. Amazon has different fees applied on refunds depending on product and location (for more information, go to Amazon - About Our Returns Policies). Any of these fees wll be captured by DEAR as an additional charge. There will be no restocking done for Amazon returns during processing the returns and refunds to DEAR.
When processing refunds for historical sale orders on Amazon integration, DEAR would load the sale order together with the refund and credit note from Amazon.
Sale orders from Amazon that have been captured and processed through DEAR can be returned using the DEAR RMA and Returns feature, which allows your organisation to set up returns policies and workflows for restocking, inspection, refunds, repair, etc. See Returns (RMAs and Return Orders) for detailed information on this feature.
Amazon Fees and Charges
Amazon generates sales invoices as the customer would see them, without fees. The fees (Commission Fee, FBA Fee, etc.) are then subtracted. Approximately every two weeks, Amazon will deposit the sales money, minus charges for Amazon fees, in the seller’s Amazon account directly into the seller’s bank account.
Amazon generates a report (Amazon Settlements Report) detailing these fees at approximately two-week intervals. The fees can then be processed manually by the user or automatically by DEAR. You will need to enable the Process Amazon Settlements Report setting for DEAR to automatically capture and process data from the settlement report.
See Handling Amazon Fees and Charges for detailed instructions.
Each time the user or DEAR downloads sales, the appropriate record is added to the operations log, which also contains information about results of downloading, including the count of processed, skipped or cancelled orders.