Importing Amazon Settlement Reports in NetSuite Connector
NetSuite Connector can import your fees, refunds, and other transactions from your Amazon settlement reports. These reports are generated depending on your report frequency settings in your Amazon account.
NetSuite Connector retrieves the following specific reports from your Amazon account:
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Flat File Settlement Report – retrieved through the GET_V2_SETTLEMENT_REPORT_DATA_FLAT_FILE
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Flat File V2 Settlement Report – retrieved through the GET_V2_SETTLEMENT_REPORT_DATA_XML
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Flat File V2 Settlement Report – retrieved through the GET_V2_SETTLEMENT_REPORT_DATA_FLAT_FILE_V2
If you do not see V2 reports enabled in your account contact Amazon support.
NetSuite Connector posts Amazon's settlement adjustments to your NetSuite account as three types of adjustments:
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Order Modifications – Are fees that Amazon charges you per order. An example would be FBAPerOrderFulfillmentFee. These order modifications are posted as additional fees or credits to the billed record of your orders. These fees are represented as SKUs to reflect the adjustments from Amazon.
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Non-Order Modifications – Are fees or reimbursements that apply to a whole period rather than a specific order. An example would be FBA storage fees or Reimbursements for FBA stock that Amazon lost or damaged. Non-order Modifications are posted as the sum of the adjustments from Amazon that do not apply to specific order.
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Cash Refund transactions are created if the resulting total shows that you owe Amazon money.
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Cash Sales transactions are created if the resulting sum shows that Amazon owes you money.
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Refunds – Are orders that are refunded to the customer. These are posted as Refund Authorizations, Cash Refunds, or Credit Memos based on the original order. Cash Refunds or Credit Memos are only created if you prefer to manually create Return Authorizations and Item Receipts.
Syncing your settlement reports with NetSuite is a paid and optional feature.
NetSuite Connector does not support combining different fees into a single line item whose quantity and total are the sum of the fee for the entire report. NetSuite Connector supports a single transaction for the entire report but fees or credits are not combined.
Setting Up Order Fees
NetSuite Connector creates an Other Charge For Sale item type in NetSuite to represent fees and credits. The following describes the steps to setup Order Fees:
To Setup Other Charge for Sale Item Type:
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Go to app.farapp.com.
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Select the Amazon connector in the navigation menu.
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Select an account.
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Go to Settings > Other Transactions.
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Click the Settlement tab.
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Click Create Settlement Items.
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Select an Income Account. If you want to use different accounts for all the items, you will need to update those items in NetSuite. For more information, see Account Information on Items.
For OneWorld Accounts, the Other Charge for Sale item type will be created under the subsidiary with an ID of 1.
You will create invalid settlement items if any of the following conditions are met:
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You are using a subsidiary that does not have the subsidiary ID 1. To confirm your subsidiary ID, see Editing Subsidiary Records.
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Your item records are not using the Item Name/Number field as your SKU field.
Importing Transactions from Settlement Reports
The following are the transactions that are imported from your Settlement Reports to NetSuite:
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Refunds: Refunds are imported from the settlement report. These are imported against the corresponding orders in NetSuite by default. You can also import one summary transaction for all the refunds combined.
If the imported settlement report contains transactions covering two months, this will split the summary transaction into two.
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Service Fees: Service fees that are not associated with specific transactions in NetSuite are imported as new summary transactions:
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If the summary is positive, it is posted as a Cash Sale.
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If the summary is negative, it is posted as a Cash Refund.
These summary transactions include line items for all the service fees in the settlement report.
If the imported settlement report contains transactions covering two months, this will split the summary transaction into two.
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Other Transactions: Other transactions in the settlement report that are not associated with specific transactions in NetSuite are imported as new summary transactions:
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If the summary is positive, it is posted as a Cash Sale.
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If the summary is negative, it is posted as a Cash Refund.
These summary transactions include line items for all the service fees in the settlement report.
If the imported settlement report contains transactions covering two months, this will split the summary transaction into two.
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Setting the Amazon Settlement Report Cutoff Date
NetSuite Connector enables you to control how far back in time to look for settlement reports from Amazon.
To set the Amazon Settlement Report cutoff date:
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Log In to NetSuite Connector.
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Select the Amazon connector and the desired account.
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From the Account dropdown, select an account.
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Go to Settings > Other Transactions.
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Select the Settlement tab.
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Select Advanced Options.
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Enter the number of days in the Days Back To Search For Settlement Reports field.
This is the number of days back NetSuite Connector will look for settlement reports from the current date. In standard seller accounts, Amazon generates a settlement report every 2 weeks. Setting a minimum of 20 days (which is the default number of days) ensures that all settlement reports for your accounting period are captured.
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Click Save.
Identifying Settlement Fees Posted As Order Modifications
NetSuite Connector includes any fee that has an order ID associated with it as an order modification. In the Amazon settlement report, if you see an order ID for any fee, such orders are included in order modifications. This condition also applies to fees labelled as other-transaction. However, in some cases, such as a cash sale deposit, NetSuite Connector creates a new cash sale or cash refund record as appropriate. For such cases, NetSuite Connector does not place the fee or credit into the original billed record.
Retrieving Amazon Settlement Reports into NetSuite Connector Manually
NetSuite Connector lets you manually retrieve settlement reports into NetSuite Connector with or without sync enabled. This feature helps testing single reports when the sync is off or when there is an issue in the report being generated automatically.
You can retrieve reports for the last 30 days. Reports older than 30 days may be limited by Amazon.
Before proceeding, make sure you know either the ID of the order that appears in the settlement report that you want to import, or the report ID. Note that report ID is not the same as the settlement ID.
The following procedure uses report ID to retrieve the settlement report.
To retrieve Amazon settlement reports into NetSuite Connector manually:
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Log in to app.farapp.com.
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Select Amazon connector and then select the relevant account.
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Go to Data Flows > Settlements.
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Click Retrieve.
The Retrieve Settlement into FarApp window appears.
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In the Settlement Report ID field, enter the report ID.
If you are using an order ID, enter the order ID in the Order ID field.
When retrieval is complete, a success message appears.
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Click Close.
The settlement appears in the list of reports.
If settlement sync is enabled, the report syncs when the sync runs. If sync is off or if you want to post the report immediately, click the pencil icon in the Action column and select Post.
Amazon Refund Sync Frequency
Refunds are imported as part of the settlement reports. However, refunds can only be posted when the settlement report is released, which is typically every two weeks for Amazon.
Reconciling the Data NetSuite Connector Imported to NetSuite from Amazon Settlement Reports
NetSuite Connector copies Amazon settlement reports data to NetSuite using a functionality similar to the one that is used to copy order data into NetSuite. The settlement sync data is pulled through Amazon’s API and the corresponding fees and credits are applied to the orders in NetSuite using the settlement sync process. You can safely assume that the order settlement data on the Amazon report matches the order settlement data placed in NetSuite by NetSuite Connector.
Ensuring the accuracy of the fees Amazon charges or calculating the cumulative totals of such fees is outside of scope of NetSuite Connector.
Settlement Report from Amazon Seller Central Has Not Synced Yet
Report availability in Amazon Seller Central and report availability through the API are not necessarily the same, though usually they are within a day of each other. Typically, settlement sync also runs one time per day only. There will still be a delay of several days between report availability in Amazon Seller Central and report syncing by NetSuite Connector.
However, if the delay is more than 2-3 days before your settlement report appears in NetSuite Connector, you should check the following:
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Ensure your Amazon Settlement Sync is enabled by setting it On in NetSuite Connector from Data Flows > Manage Data Syncs, on the Amazon connector.
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Occasionally, Amazon will indicate that a report is available, but then change the status back to processing. To be sure that the report is really available, download the report directly from Amazon Seller Central.