Amainvoice is a third-party provider that offers an accounting software for Amazon sellers. With this software you can create tax-conform invoices and credit notes for your customers. Furthermore, you can optionally import sales orders with your Amainvoice invoices.
Xentral offers an interface for Amainvoice.
There are two general processes you usually follow:
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Xentral imports sales orders from Amazon but does not create invoices for these orders. This can be set up in the Amazon interface. In this case you can use Xentral for the shipping process and stock adjustments and Amainvoice will create the invoice at the same time. The invoices will then be imported into Xentral .
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If Xentral does not import sales orders from Amazon, sales orders can be created by Amainvoice and imported together with the invoices. If you use this process, you have the main sales case in your system and have access to all the statistics.
However, you can create any setup as required by your business.
In order to connect Amainvoice to Xentral , you need an authentification token from Amainvoice and your Amainvoice customer number.
To create the Xentral authentification token in Amainvoice:
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Log in to Amainvoice and go to Einstellungen > Fimendaten > Amainvoice-API > Xentral API.
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Move the slider for Xentral API inaktiv to the right. This activates the Xentral API.
The authentication token is created and displayed under the slider. Click on the Copy icon for your token to copy it.
You can find your customer number on the top right next to your company name in Amainvoice.
To connect and configure Amainvoice in Xentral :
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In Xentral go to App Center > Accounting > amainvoice. The Amainvoice Settings tab is displayed.
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Insert your Amainvoice customer number in the Invoice customer number field.
Important
Make sure that you do not mix up the customer number with the client number. You can find your customer number on the top right when you are logged into Amainvoice.
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Enter the authentification token from Amainvoice in the Xentral Auth Token field.
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In the Pick up bills at field you can select the date from which you want to import invoices and credit notes from Amainvoice. Click on the field and a calendar is displayed. Select the required date in the calendar.
Note
The selected date may be a maximum of 2 months in the past. Invoices and credit notes created earlier than that cannot be imported.
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If you have created separate projects for FBA (fulfillment by Amazon) and/or FBM (fulfillment by merchant), select the relevant projects in the Project FBA and Project FBM fields respectively.
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Optional:
Selecting the Expert mode check box will display the Orders check box. Usually Amainvoice only creates invoices and credit notes for existing sales orders. If you select the Orders check box, Amainvoice will create a sales order that is imported into Xentral together with the invoice.
Note
Please do not select this option when sales orders are imported directly from Amazon by Xentral .
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Click Save.
Your Amainvoice connection is now ready to use.
In order for the interface to work correctly, make sure the AmaInvoice process starter is set up and is active. You can find more information on process starters here.
Note
Data is often sent with a delay so the invoices are not always sent with the next import.
In Xentral you can reload your Amainvoice data, if invoices, credit notes, or sales orders created by Amainvoice are missing.
To reload Amainvoice data:
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In Xentral go to App Center > Accounting > amainvoice. The Amainvoice Settings tab is displayed. Open the Logs tab.
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If you want to reload data from a specific date, for which a log entry exists, select the relevant date via check box in the Log list and click Reload invoices/credits.
To reload data from a specific time frame, enter the time frame in the from and to fields in the Action section and click Download data from aminvoice again. This will load data from the API. This process can take several hours.
The data is loaded again and you can process the data as usual.
Caution
Document Reload and Import Duration:
When reloading documents, the import should ideally be done weekly, with a maximum of monthly batches to avoid long processing times. There is no strict limit, but around 300 documents per import is a recommended guideline.
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The process starter runs every 60 minutes by default.
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Only one file is imported per run.
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A complete daily import consists of three files (.tax, .inv, .rem), so reimporting large amounts of data may take several days.
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The reload button can significantly slow down the import process.