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, 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
- Fees and Payment Mapping
- Operation Logs
Important Information (Disclaimer)
DEAR supports the following Marketplaces: USA, Canada, Mexico, United Kingdom, France, Germany, Italy, Spain, Australia and United Arab Emirates (UAE). 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.
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 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.
- Refunds and Returns
- 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 If you get an Amazon Inventory report is not found or outdated error while downloading the report, retrying the operation after a minute usually eliminates the error and leads to successful generation of the report.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 catalogue, logs and settings.
To 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 as many Amazon stores as you require.
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 for more details below.
For the 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 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, the customer contact name is used instead.
Map Amazon’s listings (products) price to DEAR price tiers. NOTE: If the user lists the same DEAR product in multiple Amazon marketplace and has chosen to use static pricing, they MUST use a different price tier for each Amazon Marketplace, or price in DEAR can be overwritten by price in Amazon Marketplace currency during catalog download. Markup pricing and customer pricing is 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 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).
You can control the Invoice Status for Sale 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
The 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 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.).
The option to choose automatic mapping by SKU or manual mapping by the user. When automatic mapping is selected, 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. When manual mapping is selected, the user will have to manually select which DEAR products to link to via the Catalogue tab. Manual mapping can still be preformed even if automatic mapping is enabled.
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 catalogue download. Product changes in DEAR can include the 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.
Ignore Amazon Taxes
You may choose to ignore taxes from Amazon.
Process Amazon Settlements Report
You may set DEAR to either automatically process settlements from Amazon as Manual Journals or perform this processing manually.
Tax Rule Mapping
When a 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 the setup.
In 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 sale invoice. To do this, Payment Account Mapping must be completed on this integration settings screen. You must choose an account that is able to receive payments from the chart of accounts. We recommend to not use a bank account, instead using 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 DEAR Accounts to Amazon Manual Journals Types
Map Amazon Manual Journals Types to the appropriate account from your DEAR Chart of Accounts. This is required in order to process fees from Amazon.
Disconnect from Amazon store
When you disconnect from the Amazon store, DEAR removes all associations between DEAR objects and Amazon, including Log and Product Catalogue.
Products can be loaded from Amazon to DEAR in the Catalog tab by clicking Load Products.
There are 2 types of product in Amazon: a simple product and a complex product (a 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.
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 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 DEAR product using the Amazon variant ID.
If not found, DEAR then searches for 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 Catalogue 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) 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 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
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 catalogue unless the Show only active checkbox is disabled.
There is also an option that allows you to switch the appearance of the catalogue 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 Catalogue 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 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 the operation log, or a text message on the screen (depending on the situation).
Catalog Modifications in Amazon
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 catalogue 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 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. By 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 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 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 (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 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 an update of stock levels in other Amazon stores and 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 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 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 sale 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 DEAR to reprocess an order if required. Deleting a log entry will not void or delete its associated sale 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 sale 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.
Amazon Fees and Charges
Amazon generates sale invoices as the customer would see it, without fees. The fees (Commission Fee, FBA Fee, etc.) are then subtracted. Amazon generates a report (Amazon Settlemnents Report) detailing these fees at approximately two week intervals. The fees can then be processed manually by the user, or automatically by DEAR. This setting can be adjusted from the Setup tab of the integration.
Fees and Payments Mapping
You will need to complete expense account mapping and indicate a default payment account as per below to successfully process fees automatically.
- Go to Amazon Integration page.
- Select store.
- On the setup tab scroll to the bottom of the page until you find the Link DEAR Accounts from Chart Of Accounts to Amazon Manual Journals Types.
4. Click Load from Amazon button to load all fee types and then on the right hand side map to the required chart of account.
5. Make sure to link default Amazon payment account which will be used to journal above expenses against. We recommend to not use a bank account for Amazon revenue, instead using a dedicated accrual account. This will make it more convenient to handle/view Amazon fees and charges.
Expenses related to tasks (such as commissions, FBA fulfilment fees) will be created as additional COGS/journal lines in sales. Fees not related to sales will be created as Manual Journal Task entries. These can be viewed from the Manual Journals tab of the Amazon integration.
Each time when a user or DEAR downloads sales, the appropriate record is added to the operation log, which also contains information about results of downloading, including the count of processed, skipped or cancelled orders.