Step 7 - Setting Up MFN and FBA Order Sync and Fulfillment Sync for Amazon

After connecting their marketplaces/carts, most customers test and setup order sync for Amazon. Posting a test order, however, will require that you have products you can purchase. If you don't, move on to product sync first in the next section and then return to this step.

*Important! Before you attempt to import an order using FarApp, make sure you can place an order manually to NetSuite. Any field value that you cannot input manually into NetSuite FarApp will be unable to import as well.

In order to get order sync setup you will need to make sure that you can successfully import a test order into NetSuite. The first step to this process is getting your account setup to import a test order. There are two parts to this step: getting the custom transaction body fields FarApp requires setup, and mapping the SKU field to your orders. First we'll look at how to setup the mapping to your custom transaction body fields, then we'll take a look at setting up the mapping for your SKU field.

Custom Transaction Body Fields

FarApp requires two transaction body fields for order processing. We use these fields to ensure that duplicate orders do not get posted to your NetSuite account. Please note that if you followed the steps above for installing the FarApp for SuiteSucess bundle, these fields are automatically created for you. If you would like to manually create your own fields, or did not install the FarApp for SuiteSucess bundle, here are instructions on how to create these fields in NetSuite: https://support.farapp.com/hc/en-us/articles/217181157-Setting-Up-FarApp-s-Required-Custom-Transaction-Body-Fields

To get your custom transaction body fields setup in FarApp follow these steps:

  1. Click the gear icon in the top right corner of the screen, then click “Settings.”
  2. Once you have these fields created you’ll want to set them up in the “NetSuite Settings” page. Click the gear icon in the top right corner of the screen, then click “Settings.”
  3. Click “NetSuite Settings” on the menu bar that appears on the left hand side of the screen. You should now see the mapping screen. 
  4. You should see two text boxes on the screen, one that says “Custom transaction body storefront field” and another that says “Custom transaction body storefront order field” (If you do not, then it means you setup multiple connectors and will want to make sure that both the “Channel” and “Account” drop downs are set to “All”).
  5. Input the Field IDs for both of these fields (including the custbody portion). If you are unsure how to get the Field IDs follow the instructions here to get them: https://support.farapp.com/hc/en-us/articles/216635418-NetSuite-Internal-IDs-and-Field-IDs
  6. Click “Save” at the bottom of the screen. You are now ready to import your first order.

Mapping the SKU Field

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 what field in NetSuite you use as your SKU field. To get your SKU field mapped, follow these steps:

  1. Navigate to the General Settings for your MarketPlace/Cart by clicking the gear icon in the top right, clicking "Settings", selecting "Marketplace/Cart Settings" (if you have only one Marketplace, instead of Marketplace/Cart it will say the name of the Marketplace, ex: "Magento Settings"), and then selecting General Settings (direct link is https://app.farapp.com/settings#/marketplace_cart_settings/general_settings).
  2. If you have multiple channels/accounts, make sure you select the appropriate ones from the dropdowns that appear at the top. On this page you will see a text field labeled "NetSuite SKU Field" as shown here:
  3. In NetSuite, find the field ID of the field that you use as your SKU field and enter it into the text field (e.g. itemId for Item/Name Number), then click "Save" at the bottom of the page.

Confirming Your Price Level

You can control your price levels in NetSuite. They determine what prices are offered on your items in different situations (you may make items more expensive in store versus online). When FarApp syncs orders to NetSuite, NetSuite requires that we select a price level on the items on the order. FarApp recommends that you ALWAYS use the "Custom (IID:-1)" price level. This means that FarApp will post the exact price your storefront charged to the line-item in NetSuite. This allows for offering discounting and prevents situations where NetSuite thinks the item cost a different amount than what you actually charged the customer.

FarApp sets your price level mapping to "Custom (IID:-1)" by default for all new connectors, but these steps will have you confirm this.

  1. Navigate to the Order Item Mapping tab for your MarketPlace/Cart by clicking the gear icon in the top right, clicking "Settings", selecting "Marketplace/Cart Settings" (if you have only one Marketplace, instead of Marketplace/Cart it will say the name of the Marketplace, ex: "Shopify Settings"), selecting Order Settings and then selecting the Order Item Mapping tab (direct link is https://app.farapp.com/settings#/marketplace_cart_settings/order_sync/order_line_mapping).
  2. If you have multiple channels/accounts, make sure you select the appropriate ones from the dropdown menus that appear at the top.
  3. Confirm that a mapping for Price Level exists and that its value is Custom (IID: -1).Screen_Shot_2017-10-25_at_3.15.15_PM.png
  4. If the mapping does not exist, click "Add Mapping Row" and re-create the mapping in the picture above. Click Save when done.

MFN (Merchant Fulfilled), FBA (Fulfilled By Amazon) and SFP (Seller Fulfilled Prime) Orders

Amazon orders come in two types: MFN (Merchant Fulfilled) and FBA (Fulfilled By Amazon). There are other types of orders as well such as SFP (Seller Fulfilled Prime), but these are considered a subtype of MFN. FarApp can tell if an MFN order is also a SFP order. If you have any special mappings you would like set up for just SFP orders to differentiate them from other MFN orders, please contact FarApp by opening a support ticket and supply an example of an MFN order and a SFP order and explain the logic you would like to use to differentiate them.

FBA orders are fulfilled by Amazon using inventory for your various SKU's that you have already shipped to Amazon where they store them and fulfill orders for you. Because FBA orders do not require you to fulfill them, they can be treated as already fulfilled. Because of this, by default FarApp posts FBA orders to your NetSuite as Cash Sales. If you would like to post them as Sales Orders instead, please contact us via support ticket and let us know that you would like to use a different default setting. For more information on FBA Orders, please see https://support.farapp.com/hc/en-us/articles/217185727-Amazon-FBA-Setup.

MFN orders require you to fulfill them, so by default FarApp will post them to your NetSuite as Sales Orders.

Importing Your First Order

Now that you have setup the required order fields, let’s try importing an order.

  1. Click the “Orders” tab at the top of your screen. This will take you to the orders screen which will show you all the orders you have imported through FarApp.
  2. On the right side of the blue menu bar, you will see a gear icon; hover over this icon and select “Retrieve Order.”
  3. Fill in the correct Channel, Account, and Order ID, and select “Retrieve”. You should see the order appear in FarApp.
  4. Now that the order has appeared, you can try posting it to NetSuite. To the right of the order, click the pen-and-paper button and select “Post Order to NetSuite.”
  5. In a few moments (you may need to refresh the page), you will either see the order turn green to indicate the order posted successfully, red to indicate that there was a posting error, or grey with a status of "complete" to indicate the order has posted as a Cash Sale to NetSuite and no fulfillment is required. If you retrieved an FBA order, its status should be "complete" once posted.
  6. If the order turns red, you have a posting error. Hover over the order to see the error; many errors can be resolved by updating your mappings. Since this is your first order two errors you will have to fix are that the shipment and payment methods are not mapped. If the order is an FBA order, you will need to set up your shipment method mapping here https://app.farapp.com/settings#/marketplace_cart_settings/order_sync/shipment_settings in the "Default shipment method to use for FBA orders:" field and your payment method mapping here https://app.farapp.com/settings#/marketplace_cart_settings/order_sync/payment_settings in the "Payment method for Amazon-fulfilled (FBA) Amazon orders:" field. If it is an MFN order, however, here are the links to instructions for setting these mappings up on your own:
  7. Since NetSuite does not report all errors with an order at once, you may find yourself clearing up one error to see a new one appear. This is the normal process to follow when importing an order.
  8. Once you have cleared all the errors and the order is showing as green check the order in NetSuite to confirm that all your desired data is in NetSuite.
  9. If there are fields missing in the NetSuite order you’ll want to follow the steps in the “Updating Your First NetSuite Order” section.
  10. If all the fields are present, congrats! You have successfully pulled in a NetSuite order using FarApp. Continue to the “Setting Up Order Sync” section so we can start automatically pulling in your orders.

Updating Your First Order

Since you are missing some fields in your NetSuite order you’ll need to add some more mappings. Repeat step 6.3 of “Importing Your First Order” until you have mappings for all the fields you want. Once that is done follow these steps to update your order in NetSuite:

  1. Click the “Orders” tab from the menu at the top of the page.
  2. Click the pen-and-paper icon to the right of your test order.
  3. Click “Update Order In NetSuite.”
  4. You should see the order turn blue and see a loading icon appear to indicate the order is posting. Once it changes back to green, the order has updated, and you can check NetSuite again.
  5. If you still do not see fields showing up in NetSuite, but you have setup the mapping for that field in FarApp, try manually adding the values to those fields. If you cannot, or if NetSuite deletes the values after you save the order, then there is setup you need to do on your NetSuite account to post to these fields. Once you are able to manually enter values into those fields, FarApp will be able to post to those fields as well.
  6. If all the fields are present, congrats! You have successfully pulled in a NetSuite order using FarApp. Continue to the “Setting Up Order Sync” section so we can start automatically pulling in your orders.

Setting Up Order Sync

Before you can setup order sync on app.farapp.com you will need to select your “Order Cutoff Date” for your connector. Follow these steps to set this up:

  1. Click the gear icon in the top right corner of app.farapp and select 'Settings' from the menu that appears
  2. Select "Marketplace/Cart Settings" from the menu on the left (If you have only one Marketplace, instead of Marketplace/Cart it will say the name of the Marketplace, ex: "Amazon Settings"), and then select 'General Settings'.
  3. If you have multiple Marketplaces or accounts, make sure you select the appropriate ones from the blue menu bar at the top of the page.
  4. You should see a date entry field that says 'Import orders created after' (for setting up Amazon you will see two date entry fields, one for your MFN orders and one for your FBA orders) (Examples pictured below)
  5. Select the date that you want to start importing orders from

General Order Cutoff Date:

Amazon Order Cutoff Dates:

Enabling MFN and/or FBA Order Sync and Fulfillment Sync

Now that you have successfully imported an order to FarApp you can enable Order sync for your channel. Here are the steps to accomplish this:

  1. Click the “Dashboard” tab from the menu at the top of the page.
  2. Click the “Edit” button to the right of your connector.
  3. To activate your MFN Order sync, click “MFN Order Sync: Inactive”, you should see it change to “MFN Order Sync: Active.”
  4. To activate your FBA Order sync, click “FBA Order Sync: Inactive”, you should see it change to “FBA Order Sync: Active.”
  5. To activate your Fulfillment Sync (only needed for MFN orders) Click "Fulfillment Sync: Inactive", you should see it change to "Fulfillment Sync: Active"
  6. Check the Orders screen periodically. You should start to see orders come in every 20 minutes and fulfillments post back to your channel every 90 minutes.

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