Setting up Amazon fees and Settlement Report processing for NetSuite

 For answers to Settlement Sync frequently asked questions review our Amazon Settlements FAQ at https://support.farapp.com/hc/en-us/articles/360035754094

Introduction

FarApp can import your fees, refunds, and other transactions from the Amazon settlement reports. These reports are generated by Amazon weekly or bi-weekly (the frequency depends on your account at Amazon). Please let us know if you want us to process settlement reports for you.

FarApp posts Amazon's settlement adjustments to your NetSuite as three types of modifications:

1. Order Modifications
   •  Order Modifications are generally fees that Amazon charges per-order such as FBAPerOrderFulfillmentFee.
   • FarApp posts Order Modifications by adding SKUs to your orders to reflect the adjustments from Amazon (FarApp can add SKUs to your invoices instead; see the Settlement FAQ https://support.farapp.com/hc/en-us/articles/360035754094-Amazon-Settlements-FAQ for questions about restocking items, accounting periods, etc).
2. Non-Order Modifications
   • 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.
   • FarApp posts Non-Order modifications by summing up the adjustments from Amazon that do not apply to specific orders.
     • If the resulting total shows that you owe Amazon money, we will create a Cash Refund summary transaction.
     • If Amazon owes you money, we will create a Cash Sales summary transaction (see FAQ section for questions about splitting this summary transaction across accounting periods).
3. Refunds
   •  Refunds are orders that have been refunded.
   • FarApp posts refunds as Return Authorizations, Cash Refunds or Credit Memos as appropriate against the original orders.

Please reference farapp.com for pricing on this feature: https://www.farapp.com/connector/amazon/ Not all our customers connected to Amazon choose to use FarApp to sync their Settlement Reports to NetSuite.

Setting Up Amazon

Unfortunately, the fees, refunds and other transactions from the Amazon settlement reports are not something that FarApp can access through the Amazon Reports API. Your reports will have to be released for external access on a weekly or bi-weekly basis. If this has not already been set up for your account, you will need to ask Amazon to set up your account to release the reports on a scheduled basis.

To request this, please open a ticket with Amazon Seller Support and ask Amazon to automatically run the reports. Doing this will cause the report to automatically generate each time they close a settlement and send you payment. The only drawback is that this will only generate reports moving forward. No prior reports will be generated.

Scheduling Reports

1. Go here (login required).
2. Click on Your Account and then select Make changes to your account.
3. Enter the following information into the contact form:

   • Contact Reason:  Please turn on automatic settlement report for my account.

   • Changes:  I would like to request that the following settlement reports be automatically scheduled for my account: 

     Flat File Settlement Report: GET_V2_SETTLEMENT_REPORT_DATA_FLAT_FILE
     XML Settlement Report: GET_V2_SETTLEMENT_REPORT_DATA_XML
     Flat File V2 Settlement Report: GET_V2_SETTLEMENT_REPORT_DATA_FLAT_FILE_V2

4. Once Amazon has responded to this request and confirmed that your reports have been scheduled, you can continue with the "Setting Up FarApp and NetSuite" set up section below (please note: because Amazon will only start generating reports going forward, you may have to wait some time before a report gets generated that FarApp can work with.

Setting Up FarApp and NetSuite

Order Fees

Order fees unfortunately are not part of Amazon's order data, so we don't import them at the same time as we import the order. But once a new settlement report is generated, we will update the corresponding orders in NetSuite with the fees.

In order to support this, you'll need to create a "Other Charge For Sale" type item in NetSuite for each fee type in Amazon.

To create these items, log in to your FarApp account and click the 'Create Settlement Items' button at https://app.farapp.com/settings#/marketplace_cart_settings/other_transactions_sync/settlement_sync.

If you'd prefer to create the "Other Charge For Sale" items manually, you can do so by following the instructions in this article https://farapp.zendesk.com/hc/en-us/articles/360039631893

Refunds

Refunds are also imported from the settlement report. By default, we import these against the corresponding orders in NetSuite. But if preferred, we can bring in one summary transaction for all the refunds combined. If the transactions span two months, by default we will split the summary transaction into two.

Service Fees

Service fees in the settlement report that are not associated with specific transactions in NetSuite are imported as new summary transactions (cash sale if positive or cash refund if negative). These summary transactions include line items for all the service fees on the settlement report. If the transactions span two months, by default we will split the summary transaction into two.

Other Transactions

Likewise, other transactions in the settlement report that are not associated with specific transactions in NetSuite are imported as new summary transactions (cash sale if positive or cash refund if negative). These summary transactions include line items for all the other transactions on the settlement report. If the transactions span two months, by default we will split the summary transaction into two.

Testing and Enabling Settlement Report Processing Sync

To test and enable Settlement Report Processing sync:

1. You have read through the above sections.
2. You have created all the SKU's that FarApp requires to sync Settlement Reports.
3. Next, open a ticket with us.
   • Provide an order that FarApp has synced to NetSuite for you that Amazon has also already generated settlement data for.
   • Because of these two requirements, customers often set up Settlement Report processing several weeks after going live with FarApp.
   • When you do provide us with an order, we will post the order fees and other adjustments to the order in your NetSuite and have you confirm that the fees have posted as you expect.
   • After that we will post all the fees and adjustments for the settlement period that are not associated with a specific order, such as compensation for lost of damaged FBA items.
   • We will then have you confirm that these fees have posted as you expect.
   • After that, FarApp will activate your Settlement Report processing sync.
   • This entire set up and testing processing can take several weeks.

To access your Settlement Settings in FarApp, please follow this link: https://app.farapp.com/settings#/marketplace_cart_settings/other_transactions_sync/settlement_sync

Settlement Settings - An Explanation

The SKU Field is the field that FarApp uses to link up the line items on your orders with their corresponding items in NetSuite. In order to properly match up the items, FarApp needs to know which field in NetSuite you use as your SKU field. It is important that all items on your marketplace(s)/cart(s) have SKUs that exactly match the SKU populated in your SKU field on the corresponding item record in NetSuite. The leading practice is to use the Item Name/Number (itemId) field in NetSuite as your SKU field, but FarApp supports any NetSuite field as your SKU field. Please note that FarApp only supports pulling the SKU from the SKU field on the order and cannot pull the SKU from any other field.

The Customer Internal ID field refers to a default customer that you can post settlement report items that are not tied to any particular order. If we detect that there is data that doesn’t tie to any particular order/customer, then we will post it against this default customer. 

“Days Back to Search for Settlement Reports” - refers to how many days back FarApp will search for Settlement reports. Our recommended minimum is at least 20 days back. 

MERGE ALL REFUNDS ON REPORT INTO SINGLE SUMMARY REFUND - posts all refunds in one single summary, rather than posting the refunds against each specific order. So you will basically see all refunds on one page, instead of needing to find the refunds associated with each order

MERGE ALL ORDER FEES INTO A SINGLE TRANSACTION - does the same thing as above. Will post all order fees in one single transaction, rather than to each individual order. 

WHEN POSTING SUMMARY TRANSACTIONS, SPLIT THEM INTO TWO TRANSACTIONS IF THEY SPAN TWO MONTHS - this option basically helps you differentiate summary transactions by grouping them per month, so you can look at transactions specific to the month they occurred. 

POST REFUNDS AS CREDIT MEMOS - Normally refunds are created as cash refunds or refund authorizations, this option will post the refunds as credit memos instead in NetSuite.