This article describes how to process orders in pixi, that are sent via Amazon. It doesn't matter which system you are using - Afterbuy, Tradebyte, Brickfox or none of them - the process in pixi remains the same.

If you want to fulfillment by Amazon with pixi, please contact your account manager.

In case you are already using one of the above-mentioned systems, you can read below, what you need to take into consideration.

Order Import Configuration

Amazon - Afterbuy - pixi

To import orders from Afterbuy into pixi, that have already been sent to the customer by Amazon, the Afterbuy App from the pixi Apps Marketplace needs to be booked and configured on your database.

Additionally, it is necessary to use a workflow to import already sent orders from Afterbuy to pixi because by default only not sent orders get imported. This can be realised with the help of the Afterbuy Workflowmanager.

Afterbuy App

You can find more information regarding the pixi Afterbuy App in this article: pixi Apps - Afterbuy

Afterbuy Workflowmanager

You can configure the Afterbuy Workflowmanager as follows to import already sent orders into pixi. Please notice that this is just a possible configuration - we do not guarantee the correctness of the shown data. Please also talk to Afterbuy in any case.

Standard Filter:

• Transferred to ERP – NO

• Paid

• Shipped

Filter:

• Payment method = "Payment via Amazon"

Action:

• Reset process

• Overwrite payment method

• New payment method: "Payment via Amazon"

• Set feedback date

Here you can find the official documentation for the Workflowmanager: Workflowmanager

Warning: This workflow needs to be executed manually. Automatically executing the workflow is not possible.
If you have any questions, please contact the Afterbuy Support department.

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Amazon - Tradebyte - pixi

In order to import orders from Tradebyte into pixi, that have already been sent to the customer by Amazon, the pixi TB.One-App from the pixi Apps Marketplace needs to be booked and configured on your database. Please also contact Tradebyte support and ask them to activate the functionality to import already sent orders into pixi.

pixi TB.One-App

You can find more information regarding the pixi TB.One-App in this article: pixi Apps - TB.One

E-mail: info@tradebyte.com
Telephone: 0981-20822-0

Amazon - Brickfox - pixi

In order to import orders from Brickfox into pixi, that have already been sent to the customer by Amazon, the Brickfox App from the pixi Apps Marketplace needs to be booked and configured on your database. Please also contact Brickfox support and ask them to activate the functionality to import already sent orders into pixi.

Brickfox App

If you have a question regarding the configuration of the Brickfox App or how much it costs, please contact Brickfox support.

E-mail: info@brickfox.de
Telephone: 0711-7616427-0

Onlineshop - pixi

If you do not use any of the above mentioned systems and sell and ship items via Amazon, you need to make sure that the orders are imported from Amazon into your online shop, e.g. by using an additional plugin for your online shop.

Since pixi can not directly connect to Amazon, the orders will be imported from your online shop into pixi. For this, the shop interface needs to be modified to ensure that the orders will be imported with the correct data - such as location, payment type, shipping vendor and shop. If you use an interface which is supported by us, please contact your account manager.

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pixi Configuration

To ensure a trouble-free processing of Amazon orders in pixi, several things need to be checked and set up.

Please contact your account manager, in case you need a new payment type, shipping vendor, shop or location or to enable reservations or direct fulfillment, since your user rights are not sufficient to create or edit one of these. However, manual booking events and bin places can be created by yourself.

Manual booking events and bin places, however, can be created by yourself.

Warning: Be aware of the specialties that need to be considered for Amazon FBA regarding Stock Export.

Configuration Possibilities

Depending on which configuration you chose, you will have advantages and disadvantages. Some of them are shown in the following table:

Creation of a new Payment Type

The process in pixi can not be used, if there is no new payment type set up. This payment type is needed for direct invoicing to identify all orders that need an invoice.

The new payment type should be created with the following values:

Note: "Auto Scan Out Invoice" is needed to automatically ship out invoices that were created with direct invoicing.
It should only be activated, if you do not use an additional shipping vendor for the process.

Creation of a Manual Booking Event

For automatic balancing of the customer account, you need to create a manual booking event, which is matched to the invoice after it is created. Ensure a meaningful name of the booking event and assign a DATEV account number (if available), so that the event is booked to the correct account. Follow these steps to create a manual booking event:

Open pixi Customer Service application and click File or Tools > Options. Choose Customer Account: Manual Bookings and create a new event with the following values:

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Creation of a new Shipping Vendor

(Optional, but we recommend it)

The creation of a new shipping vendor is not mandatory, but we recommend importing orders, that are shipped via Amazon, with a separate shipping vendor to ensure a clear differentiation of all shipping vendors.

However, the shipping vendor is mandatory in pixi LOU and until pixi AVA Update 6 to automatically perform the ship out for invoices, that are created via direct invoicing.

The new shipping vendor should be created with the following values:

Note: "ScanOut when creating Invoice" is needed to automatically ship out invoices that were created with direct invoicing.
If you already have pixi AVA Update 6 and automatic ship out is done using an additional payment type, this option can be disabled.
If you don't have pixi AVA Update 6 yet, this option needs to be enabled, because automatic ship out using a payment type only works from pixi AVA Update 6 on.

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Creation of a new Shop

(Optional, but recommended)

The creation of a separate shop is not mandatory, but is also recommended by us to ensure a clear differentiation of all shops and orders. Since you can choose the shop in several pixi reports, a separate shop is recommended also for statistics.

The new shop should be created with the following values:

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Creation of a new Location

(Optional)

We recommend to create a separate location for Amazon FBA orders, in order to be able to monitor the remaining stock in Amazon. Since you can choose the location in several pixi reports, a separate location is recommended also for statistics.

The new location should be created with the following values:

pixi LOU

You need to define the new location Amazon FBA as special stock in pixi LOU, so that the stock does not get exported.

pixi AVA

From pixi AVA on you can define whether the stock should be exported for a location or not. In this case the option "Stock export option" needs to be disabled, so that the stock does not get exported.

Creation of a new Binplace

(Optional)

After a new location has been created, you should also create a new binplace.
The new binplace should be created with the following values:

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Direct Invoicing Configuration

Depending on which pixi configuration you decide for, you should check the database setting Don't Release Stock on Direct Invoicing in pixi Control Center > Database Settings tab > Invoices folder regarding the configuration of direct invoicing.

With a separate Location

In case you want to monitor the Amazon stock, this is stored in a separate location. Since physical stock is reduced for every package that is sent to the customer, the database setting Don't Release Stock on Direct Invoicing needs to be disabled, so that the physical stock decreases on every ship out for an invoice. With this "virtual" store you always have an overview of the stock, which is available for Amazon orders.

Warning: Please consider the Notes and Limitations when using Direct Invoice Printing.

Without a separate Location

Did you decide against a separate location for Amazon FBA orders, the database setting Don't Release Stock on Direct Invoicing needs to be activated, so that the physical stock is not decreased on ship out. Decreasing the stock would falsify the actual stock.

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Stock Export

Depending on the used configuration, stock export has to be set up accordingly. Different settings need to be set, if Amazon FBA orders should be imported into a separate location and if reservations are used.

Basically: If there are open customer orders in pixi - it does not matter on which location - they are considered to be shippable with the stock managed by pixi. This means that Amazon FBA orders decrease the available stock on all locations by the ordered quantity of those items, which don't have an invoice yet. Because of this, we recommend creating invoices in small intervals (several times a day).

Correctly exporting the item stock to the connected channels can be achieved in two different ways:

1. (Recommended) You use the direct fulfillment interface, since orderlines in status FUT do not decrease the available stock.

2. So configure reservations for payment types to ensure correct stock export. (payment type Amazon FBA mustn't be reserved)

Read more: Imports 2.0 - Overview: Stock Export

Direct Fulfillment

(Optional, but recommended)

Using the direct fulfillment interface, the correct stock is exported to the connected channels.

Orderlines in status FUT do not decrease the available stock, because such orders do not count as open customer orders in pixi

If you are interested in using this functionality, please contact your Account Manager.

Hint: If the available stock should also not be decreased for orderlines in status HAL, you need to enable and set up reservations for your payment types.

Read more: Direct Fulfillment

Reservations

(Optional)

In order to export the correct item stock to the connected channels (multichannel systems or shops) at any point, reservations are needed. If you don't use reservations, then the available stock gets reduced for items that are shipped by Amazon starting at order import (status HAL, ANG) up to the Scan-In (status EIN) by the ordered quantity.

Payment types, for which items should be reserved (e.g. Open Invoice, Direct Debit), need to be configured accordingly.
For these payment types activate the option Auto Reserve Stock, if the reservations functionality was bought.
The new payment type "Amazon FBA" needs to be configured so that orders with this payment type are not reserved.

In case the reservations functionality is enabled, the available stock (res.) is exported instead of the available stock.

The following settings should be checked, in reservations are enabled:

• Export Physical Stock for items (pixi Control Center > Database Settings > Import / Export > Item Import (BMECat)) setting needs to be deactivated so the available stock (res.) gets exported.

• Export available stock - reservations are enabled (pixi Control Center > Database Settings > Imports 2.0 > Export) setting needs to be disabled so the available stock (res.) gets exported.

Read more: Reserving Orders

Automatic E-mails

(Optional)

pixi can automatically send a shipping confirmation e-mail to your customers as soon as a Ship-Out was done for an invoice or all invoice lines are in status AUS.

In case you don't want your customers to receive shipping confirmation e-mails for orders that are shipped by Amazon, you should prevent e-mails from being sent. For this to happen, create a new template and choose the payment type, shop or shipping vendor as filter criteria. Enter wrong SMTP data for the e-mail to get created but not sent. You can do the changes all by yourself. But you can also contact pixi Support in case you don't want to do this on your own.

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Process

In the following sections, it is described which way an Amazon FBA order takes through pixi starting at order import up to invoice creation and ship out.

With a separate Location

In case a separate location was created to use for Amazon FBA orders, you can use it to observe the stock, that is stored at and items, that are sent by Amazon. Follow this process:

Refill Item Stock using Supplier Order Suggestions

1. Take items you want to send to Amazon out of your shipping location.

2. Put them to stock in the Amazon FBA location.

Note: This location only has one bin, which contains items, that are sold over and sent by Amazon.

1. (Optional) Use reorder levels for the items of location Amazon FBA to reorder items at your supplier by using supplier order suggestions in case the reorder level was reached. You can also check in your shipping location if the stock is sufficient enough to refill the Amazon stock.

Note: Supplier order suggestions for a separate location can only be used in pixi AVA, since in pixi LOU the separate location needs to be a special stock location and special stock locations are not considered in supplier order suggestions.

Order Import

Orders will be imported to the newly created location in status OPEN. This means, all order lines have status ANG. Shortly after the import, an automatic payment event gets created, which is used to match the customer account after the invoice was created.

Adjusting Picklist Profiles

You do not have to adjust your picklist profiles. Picklists are being created based on the current location. In case you are connected to location 001, orders from another location will not appear on the created picklist.

Creating Invoices using Direct Invoicing

The process of creating invoices for orders using direct invoicing for a separate location is the same as for orders without a separate location.

Note: Keep in mind the direct invoicing configuration.

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Without a separate Location

Order Import

Orders will be imported to the new created location in status OPEN. This means, all order lines have status ANG. Shortly after the import an automatic payment event gets created, which is used to match the customer account after the invoice was created.

Adjusting Picklist Profiles

You need to adjust your picklist profiles to exclude orders that will be shipped by Amazon or which were maybe already sent to customers, from picklist creation.

Simple exclude the newly created shipping vendor, shop and/or payment type from picklist creation in your already existing picklist profiles. In case all profiles have been adjusted, orders, that are/were sent via Amazon, are not considered anymore on picklist creation.

Creating Invoices using Direct Invoicing

Invoices have to be created manually for the related orders by using Direct Invoicing. You can do this as often as needed. Usually, invoices are created once a day in the morning.

Amazon FBA orders can easily be identified and filtered by searching for the payment type. Enter the payment code, which is assigned to Amazon FBA orders in "Field Value".

After the invoices were created, you can send them to your customers in PDF format. For this you can use the "Send PDF" button in pixi Customer Service > Invoices tab to create a new e-mail in your default e-mail software. The invoice will be automatically attached to this e-mail in PDF format.

Note: Invoices do not have to be send to the customer automatically. In case a customer needs an invoice, he can ask you for it.
Read more: About Invoices

Also, you can modify your invoice template for Amazon FBA orders, to notify the customers, that the items will be shipped separately.

In case you do not want to modify invoice templates by yourself, please contact your account manager.

Handling Cancellation and Returns in Amazon

Cancellation

In case you also import not shipped Amazon orders in pixi and these orders are cancelled by customers in Amazon, this status change is not automatically transferred to pixi. In this case you should periodically check, whether orders were cancelled in Amazon in order to set the appropriate status also in pixi.

Returns

In case an order is returned in Amazon, this status change is not automatically transferred to pixi. In this case you should periodically check, whether orders were returned in Amazon in order to set the appropriate status also in pixi with the help of the Returns Wizard.

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Pan-European Fulfillment by Amazon

Pan-European Fulfillment by Amazon enables you to easily sell and ship items to customers from EU countries.
Issues regarding VAT calculation are mostly avoided.

Using Pan-European Fulfillment by Amazon you send items to the nearest Amazon warehouse or the warehouse of your choice.
Afterwards, Amazon itself decides depending on the demand, whether items need to be relocated or not. This kind of stock transfer between EU countries is tax-free. So if a customer places an order, the containing items do not necessarily need to be shipped from one warehouse, but they can be shipped from several warehouse locations to end customers.

Since Amazon decides, from which country items are shipped, pixi cannot determine the VAT rate for the items' country of origin. Because of this, a VAT ID needs to be requested for all strong-selling countries, to which items are being shipped and participate in Pan-European Fulfillment.

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Basic Information regarding VAT Rules inside EU

VAT needs to be paid to the country, from which the items were shipped.
If items are on stock in Poland or Czech Republic, you need to use VAT from those countries for the end customer's invoice.

In case the delivery threshold for a country was reached, you need to pay VAT from the shipping country and a VAT ID needs to be requested.

Example

An item is sold from Germany to Poland. In this case, the German VAT of 19 % needs to be used up to the delivery threshold of 38.000 Euro. When 38.000 Euro are reached, Polish VAT of 23 % needs to be shown on invoices from Germany to Poland.

Such rules would accompany a lot of issues and dependencies in connection with Pan-European Fulfillment by Amazon. The logic behind this would be quite complex and hard to implement.
Furthermore, there could be customer orders that contain items, which are shipped from different Amazon warehouses. Customers would get three invoices with different VAT rates, if items are shipped from warehouses in Germany, Italy and Great Britain. This is complicated for all participants.

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How to participate

A solution to the above mentioned example is, not to pay VAT for the countries of Amazon warehouses. Instead, you request or maybe already have a VAT ID of all shipping countries.

If you are residing in Germany, you already have a VAT ID and also, if you already reached the delivery threshold of other EU countries. Having a VAT ID of the shipping countries, you don't have to pay VAT of the country of origin (country of the Amazon warehouse) - you pay the VAT of the shipping country. For this you need to hand over a statement to the fiscal authority of the country of origin. As soon as this is done, you can show the shipping country's VAT on the invoice.

Summarized this means:

• You need a VAT ID for all countries, to which items should be shipped as part of Pan-European Fulfillment by Amazon.

• Countries, which do not pay off in turnover compared to requesting a VAT ID, should be excluded from Pan-European Fulfillment by Amazon.

• The problem of having a customer order that contains several items from different Amazon warehouses, is solved. So if you hand a statement to pay VAT to the shipping country over to the fiscal authority of the country of origin, then all items are shown with the shipping country's VAT on the invoice.

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Requirements

• Delivery thresholds need to be set up for countries, where you requested a VAT ID. If needed, contact pixi Support to configure it accordingly.

• The pixi database should only contain shops that belong to one single company.
  This is needed, because delivery thresholds are valid for all shops. They can not be set up for each shop.

• Orders that are shipped by Amazon should be imported into a new shop to ensure a proper separation and analysis with the help of pixi reports.

• If not already set up, a new payment type needs to be configured in order to be able to use direct invoicing.

  • Due to the manual booking event, orders are automatically matched after they were imported.

• A separate shipping vendor should be created to exclude FBA orders from being picked.

• A VAT ID needs to be requested countries that have an Amazon warehouse.

• You need to request paying VAT to the shipping country at the fiscal authority of the country of origin.

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Process

The process of how to create invoices or handle orders does not differ from the normal Fulfillment by Amazon process. Because of this, check the process, which is described above.

Read more: Pan-European Fulfillment by Amazon

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