Table of contents
- Interface features
- Shop settings
- Special cases / Other information
With this interface you can connect xentral to Amazon to import orders from there into xentral and manage your items sold on Amazon in xentral. The connection is done via an API interface (store importer).
As an Amazon seller, there are basically two different ways of working available to you:
- Fulfillment by Merchant (FBM): You ship your goods from your own warehouse.
- Fulfillment by Amazon (FBA): Amazon ships the goods for you.
Both modes of operation can be mapped in xentral using the Amazon interface:
- When shipping from your own warehouse, the orders are picked up and then go through the entire shipping process in xentral, generating not only an invoice but also a delivery bill and - if desired - a parcel label.
- With an FBA order, on the other hand, the interface recognizes that you don't have to do any physical shipping, so only an invoice is generated, which can be automatically emailed to your customer if you wish.
Due to the design of the interface, you can also map a business model of combined shipping types in xentral, as the right process is automatically triggered for each order.
- Pick up orders
- Change order status on shipment incl. reporting of tracking number to Amazon
- Transfer items individually from xentral to Amazon or from Amazon to xentral
- Reporting of current stock figures
Here you can learn how to connect your Amazon store to xentral.
Seller ID and API Keys at Amazon Seller Central
You no longer need your own developer ID or developer account, you can use the one from xentral. Our developer ID can also be found directly in the Amazon interface in your xentral if you have already created it. Then you can deposit our developer ID in Amazon Seller Central, then you will get a MWS Auth Token. We have 2 developer IDs, the 1993-5520-8053 for the EU and the 8266-5884-1391 for North America. You can store the MWS Auth Token and your SellerID in the Amazon interface.
Here you can authorize a new developer.
Create an interface in xentral
Under Administration → Shop Interface → Overview → NEW you create a new store and select the Amazon module.
Note: Until version 21.1 it's via Administration → Settings → Online Shops / Marketplaces → NEW.
You can store the MWS authorization token and your seller ID in your Amazon interface in xentral and then check the connection. This will start the initialization of the interface in the background.
Configuration of the marketplaces
Enter the marketplace ID via the buttons (green marking). Please only enter marketplaces where you really trade and which are also unlocked.
Testing the store import in demo mode
It is important that you test the store import extensively before xentral imports all orders of the store.
Therefore, load 1 order at a time from the store to xentral in demo mode and see if everything fits. Try out all possible variations, including vouchers, discounts, etc.. The orders are created in xentral in draft mode. Only when all orders are correctly transferred to xentral, it makes sense to deactivate the demo mode again and import larger quantities of orders at once.
To get started as quickly as possible, only a few settings and actions are required. What is necessary for a quick start with order import, stock number comparison and feedback of tracking numbers you can find out here.
This section explains the possible settings in the store interface.
When you open the Amazon interface settings, you will first land on the Details → Interface tab.
- Designation → Name freely selectable for the store (will be displayed e.g. in the article and in the import menu).
- Active → Check the box to make the interface active. You can set interfaces that are no longer needed to inactive.
- Project → Link the store to a project. In the project you can make the logistics settings.
- Pickup mode → Amazon lets you pick up here from a certain date.
- Date from → Orders will be picked up from this time, updated when you use the Pick up orders function.
- Start of the interface → No orders will be picked up before this date.
- Import mode → Defines whether the orders are to be imported from the store manually (by pressing a button) or automatically.
- Demo (for testing) → The order status in the store not changed over, no items or stock numbers transferred.
- Manual (with import center) → The jobs will be picked up only when the Pick up jobs button is clicked
- Automatic (via process starter) → The orders are automatically fetched from the store on a regular basis. The Shopimporter process starter is required for this purpose.
- Only 1 order per request → Only 1 order per request is transferred from the store.
- Orders in intermediate table → When picking up the orders, the orders are not created directly, but are first saved in an intermediate table for review. Here you can decide which jobs should be created and which should be imported later.
- SellerId → SellerID from Amazon Seller Central
- MWS Auth Token (our developer ID: 1993-5520-8053) →You can get the MWS Auth Token at Amazon Seller Central after depositing our developer ID.
- AWS Access Key Id → With a developer account, an Access Key and SecretKey can be used for the connection instead of the MWS Auth Token.
- AWS SecretKey → Only available with a developer account.
- Time zone → Amazon main store time zone.
- Currency → Amazon main store currency.
- Set desired delivery date → Date when the delivery should be made is imported from Amazon. If the lowest delivery date at Amazon is less than the entered number of days in the future, a new desired delivery date is set in the order.
- Debug → If you check the box, debugging mode will be enabled and the calls will be saved in logs.
- Pick up FBA orders → Check the box if you want to pick up FBA orders.
- Own project for FBA → Here you can set a project for FBA orders.
- Amazon invoice service active → If set, Amazon will create an invoice. Reports appear in the Financial Report tab (incl. items, taxation, etc.) a few days after the order import.
- Use invoice number from Amazon (only for Amazon Billing Service) → Check if the invoice number from Amazon should be used.
- Generate invoice → Here you can set whether an invoice should be generated for FBA orders or not.
- Send invoice by e-mail → Check the box if the invoice should be sent to the customers by mail.
- Generate credit notes → Here you can select whether a credit note should be generated or not
- Send credit notes by e-mail → Check the box if the credit note is to be sent to the customer by e-mail.
- Max. days for reports → The maximum number of last days from which the reports are imported (typically 30).
- Set job to completed → jobs will be imported directly with the gray "Completed" checkmark.
- Pick up FBM jobs → Check this box if you want to pick up FBM jobs.
- Own project for FBM → Here you can set a project for FBM orders.
- Generate invoice → Here you can set whether an invoice should be generated for FBM orders or not.
- Send invoice by e-mail → Check the box if the invoice should be sent to the customer by e-mail.
- Automatically create gift item if not available → If nothing is entered for gift wrapping, xentral will automatically create a gift item. Is enabled by default (from here global settings for FBA & FBM).
- Gift packaging → A postage item must be entered here.
- Use invoice upload service → Check the box so that invoices are transferred to the store when the dispatch message is sent.
- Transfer invoices no later than x days after invoice date → After the entered number of days, the invoice will be transferred at the latest.
- Upload start date → date from which the invoice will be uploaded.
- Transfer VAT from → Date from which the invoice numbers are transferred from the VAT report.
- Create article automatically → If an article does not exist, it will be created automatically.
- Marketplace ID → The fixed Marketplace IDs for different subshops of Amazon (e.g. Germany, Italy etc.) are stored in xentral. You can retrieve and activate them by clicking on the respective green button with country code. The Marketplace ID must be entered for xentral to pick up the orders from the store.
- Price group → The price group associated with each subshop.
- Check connection → Here you can check the correct connection to Amazon
- Fetch orders → Fetches the orders from your store. This is necessary if you have set the import mode of the interface to manual. Note: You should also make sure that the status messages for "Order open", "Order in process" and "Order ready" are unique. You should not use the same status in several places.
- Store import intermediate table → Jumps to the intermediate table of the orders from the store. The intermediate table is filled only in manual import mode and if the 'Orders in intermediate table' option is enabled.In the intermediate table you choose in the left column between "Import", "Garbage" and "Later".
- Import: Job is imported directly
- Trash: Job ends up in the trash and cannot be imported a second time.
- Later: order can be imported at a later time.
- To the Amazon App: Redirects you to the Amazon Seller App.
- Import old orders → Old orders are loaded into the intermediate table, where you can again decide whether the orders should be imported. It is important that no simultaneous operation is possible (i.e. current orders and old orders cannot be imported at the same time).
You can find information about this tab here.
Informationen zu diesem Tab findest du here.
When you click on Check Connection (Details → Interface), the interface imports all shipping providers (carriers) that are available in Amazon. In addition to the mapping with carriers, xentral now also has a mapping for the product. So the shipping providers are displayed and additionally the respective product ID.
Afterwards, you have to map the created shipping types to the corresponding shipping types in the Shipping Types tab. You have to do this mapping in every created Amazon interface. There is a new mapping field called "Product Outbound". Here you can enter the corresponding product ID for the shipping type for the mapping.
It is necessary that the mapping is done in every Amazon interface so that when the tracking number of dispatched orders is reported back, an info can also be returned to Amazon which shipping service provider was used.
If the shipping provider data changes on the part of Amazon, you can retrieve the updated data at any time via the Check Connection button.
The store interface log file lists any error messages regarding the shipping method mapping. The message "Carriers have not yet been retrieved from the store" is thrown out if you have not yet added the shipping providers using the Check Connection button.
You can find more information about shipping type mapping here.
Free fields are currently not available for Amazon.
With the subshop mapping you can set a separate project for each Marketplace ID with its own logistics procedure. It is also possible to differentiate the subshops according to FBA and FBM.
To do this, you can create the subshops in the interface in the Subshop tab as follows: Marketplace (lower case) + underscore + FBA or FBM, for example:
- de_FBA for Marketplace Germany FBA
- it_FBM for Marketplace Italy FBM
- gb_FBM for Marketplace Great Britain FBM
You can find information about this tab here.
Group mapping is not currently available for Amazon.
You can learn more about using Smarty in this helpdesk article: Smarty im Shopimporter.
Item foreign numbers
In the Amazon interface, under Details → Item Foreign Numbers, you can also link the foreign numbers of the FBA items picked up from Amazon by using the SKU to link the item number in xentral or by using the SKU directly as the xentral item number.
To do this, you first activate the action Pick up item list in the interface, which fills the overview. Only items that are set as FBA items in Amazon are picked up. You can then manage these in the Amazon Seller App. You have to create the foreign numbers of FBM articles directly in the article master.
- Create unassigned items → Amazon items that have not been linked are newly created in xentral.
- Use SKU as WaWi article number → The SKU of the article will be created in xentral as article number
Use the Update Article button to save the entered links.
This tab displays the billing reports that Amazon creates when you cash out after sales. You also have the option to manually create credit notes here.
If you use the xentral Amazon interface to import orders, items will be imported with name (title) and number only.
If you use the xentral Amazon SellerApp additionally, the following information can be imported:
'Publisher', 'Studio', 'ProductGroup', 'ProductTypeName', 'Size', 'Color', 'Manufacturer', 'Label', 'Model', 'NumberOfItems', 'Brand'. Additionally a thumbnail will be imported as a group picture.
If you have specified a price group in the store interface, the item price will be imported as group price. However, this only works if you sell on a marketplace.
Once the Amazon interface is initialized, you have linked the item to the interface and you have the Amazon Seller app, a new storage location called "Amazon" is created. There, the inventory of the FBA items will be loaded into the system via API.
Note: In order for the interface to be fully initialized, you must set the import mode to manual import.
You can learn more about importing articles here.
How to export articles from xentral to Amazon, you will learn here.
Synchronize stock figures
There is a special feature when matching stock numbers to Amazon. You have to maintain all foreign numbers in the articles, because the Amazon interface collects them in a list and transfers the stock numbers of all articles at once. So here it could happen that the whole list is not updated if the foreign number of an item is missing.
Note that reservations made on an item will affect the reported stock level.
Learn more about bearing number synchronization here.
Note: In demo mode, stock figures or order data are not sent and no invoices are uploaded. However, VAT reports and inventory reports will be collected.
In the following drop-down menu you can see which different import modes are available.
To test the pickup, we recommend the "Demo mode", because here only the last order is picked up and the status at Amazon is not changed.
Afterwards, you only have to click on the button Pick up orders. If you have selected the option "Orders in interim table", then you will be shown an interim table after the collection process, in which you can confirm the import again, cancel it or postpone it until later. Otherwise, the order is imported directly into the order overview under Sales → Order.
You also have the option to manually reset the start pickup date to "yesterday" via a button if the interface warns that the start pickup date is far in the past.
Imported order statuses
Orders with the following order statuses can be picked up by Amazon when FBM is shipped:
- partially fulfilled
All other order statuses are currently ignored and not imported. If they are FBA orders, we will pick up any status.
For more information on importing orders from online stores, click here.
When picking up older orders, it may happen that not all orders can be imported.
Note: Old orders can only be imported if they are max. 89 days before the current date.
Special cases / Other information
Confirm order status
Reporting back the order status is only possible with FBM. Only open and not shipped orders are reported back to Amazon.
Possible with FBA and FBM: Starting with version 20.1, automatic upload of invoices to Amazon is possible. To enable the invoice upload service, check the Use invoice upload service checkbox. The time trigger for uploading the invoice is the arrival of the shipping information (tracking number) in xentral. Additionally, you can set a time difference to ensure that invoices are uploaded to Amazon after a defined number of days at the latest, even if no tracking code has been received. Note that only invoices that have the status "sent" will be uploaded. You can also set this via the project settings or when creating invoices from the submit module.
With the help of the date in the field "Upload start date" you can also retroactively transfer already created invoices to Amazon.
Create invoices and credit notes
The following explains how you can create invoices and credit notes for Amazon in xentral.
Amazon offers the possibility to create invoices and credit notes directly from Amazon (VAT Service). This means that the data for the invoice (invoice number, VAT, amounts, etc.) comes from Amazon and not from xentral. If you want to create invoices and credit notes based on the VAT service also in xentral, our Amazon Seller App was necessary until version 20.2. From version 20.3 on you don't need it anymore to use the Amazon VAT Service. When using the VAT Service you do not need a V2 report. If you use the Amazon VAT Service, do not create invoices or credit notes for the corresponding orders in xentral, as these are transferred from Amazon.
Note: In xentral you can only map the normal Amazon VAT service, but not the Amazon VAT service light. With the VAT service light only the calculation of the VAT is done by Amazon, whereas the invoice has to be created by the customer and uploaded to Amazon.
Variant 2: Without using the Amazon VAT service
You have the possibility to create invoices and credit notes from the orders in xentral.
It is also possible not to create invoices and credit notes for imported orders. This would be possible for example if you use Amainvoice or Amazon VAT Service for creating invoices.
For the creation of FBA credits the billing report V2 is necessary. If the billing report V2 is not available in your Amazon account, you have to activate it via Amazon customer support.
Note: Credit notes are usually created with the payment date, not the import date.
To ensure that Amazon can distinguish between FBA and FBM items, it is imperative that you maintain the foreign numbers correctly. For Amazon FBA items you have to use SKU_FBA as description and for FBM items the description SKU_FBM. In the tab Foreign number in the article master data you have to enter the corresponding Amazon SKU and select the Amazon interface as store. You can find instructions for importing foreign numbers here.
You can also offer an item as an FBA and FBM item by using the "Add Another Condition" option on Amazon.
It is important that you do not frequently switch back and forth between "Shipping by Seller" and "Shipping by Amazon" for the listings with the associated item, but always add another state to that.
In this tab, you have the option to attach an item that is already offered by other sellers on Amazon to their listings. This only works with items that you have not yet listed on Amazon.
To create an attached offer click the + New Entry button.
In the dialog box, first enter the article from xentral that you want to attach.
Below you enter the ASIN of the item and click on search, whereupon existing offers on the Amazon marketplaces are displayed.
Here you can make various settings:
- Marketplace → Select the line with the desired marketplace (e.g. DE, UK..)
- ASIN → The searched ASIN is automatically taken over here.
- Title → Will be taken over from Amazon
- Type → Here you can choose between FBA, FBM or both (FBA+FBM)
- Amazon FBM Shipping Templates → Here you can choose the standard template from Amazon.
- SKU → Prefilled by us, but can be customized
- SKU FBA → Analog SKU
- Own price → If you have set a price in the article, it will be taken over here.
- Condition → Here you can select the item condition (e.g. New, UsedVeryGood).
- Competing prices → Prices of competing products are displayed as a guide.
Below under Results you can choose from the different variants and apply them. With a click on Create the items will be listed on Amazon.
With xentral you can create items in Amazon. After linking to the marketplace, another button Amazon Settings appears, where you can fill in various settings. Basically you can fill in "basic data" (or these will be passed by xentral). Additionally you have to choose a category, whereupon further Amazon specific mandatory fields appear.
Minimal is supported by xentral:
- Article name
- Article description
- Article dimension
Note: You can no longer create articles directly in the article master data as before, but as follows:
- Call the Amazon Importer via Administration → Shop interface → *Amazon* (until version 21.1: Administration → Settings → Online-Shops / Marketplaces → *Amazon*)
- Click on the tab Create article (BETA)
- There you click on +New entry.
- Select the appropriate flat file (template) and click on the Next button.
- Now enter the article number in the field "article" in the appearing overview and wait for the result.
- Currently the article data is not yet loaded into the form, but must be entered manually (beta).
- The displayed article has to be added via the Save button at the end of the field.