Downloading Orders (Amazon)

Once you’ve connected your Amazon marketplace new orders will download into Brightpearl.

You will see an order download shortly after you have received a notification email from Amazon to ship the items. Whilst the order is pending in Amazon it cannot be downloaded. Amazon hold the order at “Pending” for around 30 minutes, during this time the customer is able to cancel their order. If it is canceled it will not download to Brightpearl.

The order downloads as unpaid, since Amazon only captures the payment on the customer’s card once the order is marked as “Shipped”.

downloading orders

FBA (Fulfillment By Amazon) orders

FBA orders will also download into Brightpearl and are automatically fulfilled to goods-out notes. You do not need to process these orders.

These orders should not be marked as shipped until Amazon have notified you of the items being dispatched.

It is a good idea (but not essential) to create a sales order status specifically for these orders (ensure it is selected on the Amazon account set up in Brightpearl) so that they can be easily identified from orders which need to be shipped.

Since these orders are automatically fulfilled to goods-out notes they will go straight into the shipping process in Brightpearl. It is important that goods-out notes are filtered to warehouse before processing batches through printing, picking, packing and shipping so that FBA orders are not mistakenly shipped.

New & 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. Email address 2 and 3 on a contact are also checked for Amazon orders. If no match is found a new customer record is created for the order.

Products & inventory

Brightpearl products are added to the order and the inventory automatically allocated where it is currently available in on hand inventory. This relies on listings and products being connected.

Unconnected products

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; this is not connected to a product record or inventory. It is the same as simply writing a miscellaneous line item onto an order. These types of line item cannot be shipped since they are not connected to inventory management. 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 connect to a Brightpearl bundle, all the items within the bundle are added to the sales order and the inventory is allocated and reserved. This means on hand inventory levels are updated and triggers the new available quantity to be updated on all sales channels.

Shipping method & charges

The shipping method on an order is not set. Any shipping charges are controlled within Amazon and will download as an additional line item on the order.

Gift wrapping & gift messages

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 is applies, including the applicable charge.

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 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.

gift message


Amazon doesn't apply any tax so the rates and codes applied are calculated on the order in Brightpearl based on several tax rules. These rules are dependent upon whether your Brightpearl account is using Sales Tax or VAT.

Nominal codes

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.

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