Once you’ve connected your Amazon marketplace, new orders will download into Brightpearl.
By default, you will see an order download shortly after you have received a notification email from Amazon to ship the items. Amazon holds the order at “Pending” for around 30 minutes, during which the customer is able to cancel their order. If it is canceled it will not download to Brightpearl. Pending orders can be downloaded if the ‘Download pending orders’ functionality is enabled. Read more about downloading pending orders here.
Amazon orders download as unpaid, since Amazon only captures the payment on the customer’s card once the order is marked as “Shipped”.
Fulfillment By Amazon (FBA) orders
FBA orders will download into Brightpearl and are fulfilled and shipped automatically. Automatic shipping can be deactivated on the channel, allowing you to manually mark the order as shipped once Amazon confirms dispatch.
Please note that Brightpearl currently does not support Replacement FBA orders.
Seller Fulfilled Prime orders
SFP orders can be easily identified using the prime order status or a custom field to create a permanent "prime flag", allowing you to filter those orders out and process them first.
You can choose a special order status for Amazon Prime orders, and you can permanently flag them using a custom field.
NOTE: If you are using ShipStation, those orders can be prioritized in ShipStation and will only need to be marked as complete in Brightpearl.
To start using ShipStation and Brightpearl to handle your SFP orders, simply set your Seller Fulfilled Prime Order custom field and choose to skip the shipment notification to Amazon for those orders, as that will be handled by ShipStation.
Amazon business orders
New Business orders can be easily identified in Brightpearl by using a Yes/No custom field. Create the custom field and select it on the Amazon channel settings.
Business orders are usually accompanied by a purchase order number and a customer VAT number. This number can be captured in a custom field on the order in Brightpearl. Create a freetext custom field and select it on the Amazon channel settings.
New and returning customers
The email address on an order is used to search for an existing customer record in Brightpearl. If a match is found the order will be created against the account. The Email address 2 and 3 fields on a contact record are also checked for Amazon orders. If no match is found, a new customer record is created for the order.
Due to changes to Amazon’s Data Protection Policy, Amazon customer data will be obfuscated 30 days after the order has been completed. Read more about our compliance with Amazon's Data Protection Policy here.
Products and inventory
Brightpearl products are added to the order and the inventory is automatically allocated where it is currently available in on hand inventory. This relies on listings and products being connected.
If a listing was not connected to a product the item will still be added to the order, but only as a free-text line item which is non-stock tracked. The free-text line is not connected to a product record nor can it be allocated from inventory. It is the same as simply writing a miscellaneous line item onto an order.
The free-text line items cannot be shipped since they are not connected to a stock-tracked product. This means that the item availability on Amazon will not be updated and the order line will not be marked as shipped on the Amazon order.
The line item will need to be manually marked as shipped directly in Amazon. If the product does exist you can add it onto the order instead so that your inventory is correct, but you will still need to ship the line in Amazon.
Remember to connect the listing to the product for next time.
Where a listing is connected to a Brightpearl bundle, all the items within the bundle are added to the sales order and their inventory is allocated. This means the calculated on hand inventory level of the bundle parent is updated, which triggers an update to all relevant sales channels.
Shipping method, carrier and charges
The shipping method on an Amazon order will be set to the shipping method name passed to Brightpearl by Amazon. If a shipping method with that name doesn’t exist, Brightpearl will automatically create it and assign it to the order.
When an Amazon order is shipped, the carrier sent to Amazon is determined by the value set against the ‘Carrier’ field on the shipping method’s configuration. Read more about passing carriers back to Amazon here.
Any shipping charges are controlled within Amazon and will download as an additional line item on the order.
Gift wrapping, gift messages, and order notes
If the Amazon order includes gift wrapping it will be added to the downloaded order as an extra order row immediately below the product to which it applies, including the applicable charge.
If an order includes notes they will download into the 'Notes and payment history' tab on the order.
If an order includes gift messages they will download into a custom field on the order. This custom field must be created in Brightpearl and selected on the Amazon marketplace setup prior to the order downloading. It must be created as a "sales" custom field of type "text area" in order for it to be used for gift messages.
The gift message will be prefixed with the product SKU allowing you to match each message to the relevant item on the order.
Brightpearl will use the integration tax rules to calculate which tax code to apply to order rows.
When products are added to orders as part of an order download, the product’s nominal code will be used. For shipping line items, your company default shipping nominal code will be used.