Order Fees Management with NetSuite Connector Integration

TL;DR Opening

Managing order fees efficiently can streamline your accounting processes in NetSuite. By integrating Amazon settlement reports via the NetSuite Connector, you can automate the import of fees, refunds, and adjustments, ensuring timely and accurate financial tracking.

How Does NetSuite Connector Import Fees?

NetSuite Connector facilitates the import of transaction data from Amazon's settlement reports to streamline your financial processes. Depending on your configuration, it can retrieve various types of reports:

• Flat File Settlement Report
• Flat File V2 Settlement Report
• Flat File V2 Settlement Report (version 2)

If the V2 reports are not visible in your Amazon account, you must contact Amazon support for assistance.

What Types of Adjustments Are Posted?

NetSuite Connector posts Amazon's settlement adjustments as three distinct types of modifications:

1. Order Modifications: Charges that Amazon applies to individual orders, such as the FBAPerOrderFulfillmentFee. These are recorded as additional fees or credits in your order's billed record.
2. Non-Order Modifications: Fees or reimbursements applied over a specific time rather than individual orders. Examples include FBA storage fees or reimbursements for lost or damaged FBA stock. These can create either Cash Refunds or Cash Sales based on the final calculations.
3. Refunds: When orders are refunded to customers, these are posted as Refund Authorizations, Cash Refunds, or Credit Memos, depending on the order's original status. Manual creation of Return Authorizations and Item Receipts is also possible for Cash Refunds or Credit Memos.

Note: Syncing settlement reports with NetSuite is a paid and optional feature. Be aware that combining different fees into a single line item isn't supported — each fee must be captured separately.

Setting Up Order Fees in NetSuite

To represent fees and credits in NetSuite, the NetSuite Connector creates an Other Charge For Sale item type. Follow these steps to set up this item type:

1. Go to app.farapp.com.
2. Select the Amazon connector from the navigation menu.
3. Choose your account.
4. Navigate to Settings > Other Transactions.
5. Click the Settlement tab.
6. Click Create Settlement Items.
7. Select an Income Account. Note that if you want to use different accounts for items, you must update them in NetSuite separately.

For OneWorld accounts, the item type is created within the subsidiary that has an ID of 1. Important: Invalid settlement items will be created if you are not using a subsidiary with ID 1 or if your item records do not reflect the SKU in the Item Name/Number field.

Importing Transactions from Settlement Reports

The types of transactions imported from settlement reports include:

• Refunds: Automatically tied to corresponding orders in NetSuite. Summary transactions can optionally aggregate refunds over two months if applicable.
• Service Fees: New summary transactions reflecting service fees not associated with specific transactions will create either Cash Sales or Cash Refunds based on the summary total.
• Other Transactions: Similar to service fees, other transactions not tied to specific transactions are imported as summary transactions and classified as either Cash Sales or Cash Refunds accordingly.

Setting Amazon Settlement Report Cutoff Dates

You can control how far back to retrieve settlement reports using the Amazon Connector:

1. Log in to NetSuite Connector.
2. Select the Amazon connector and the related account.
3. In Settings > Other Transactions, go to the Settlement tab.
4. Access Advanced Options and enter the number of days in the Days Back To Search For Settlement Reports field. A default of 20 days is recommended to ensure all reports are captured.

How Are Settlement Fees Identified?

Any fee associated with an order ID in the Amazon settlement report qualifies as an order modification. Fees labeled other-transaction will also be included in order modifications unless a new Cash Sale or Cash Refund is created, in which case it isn’t added to the original billed record.

Manually Retrieving Settlement Reports

If needed, you can manually retrieve settlement reports:

1. Log in to app.farapp.com.
2. Select the Amazon connector and account.
3. Navigate to Data Flows > Settlements.
4. Click Retrieve; enter the report ID or order ID in the respective fields.
5. Click Close after completion. If necessary, post the report immediately by selecting the action in the sync column.

Understanding Refund Sync Frequencies

Refund transactions are only posted for settlement reports released by Amazon, typically every two weeks. It’s essential to ensure syncing is functioning correctly to capture all relevant financial data.

Ensuring Data Accuracy Post-Import

Data imported via the NetSuite Connector closely mirrors the original Amazon settlement report data. However, you are responsible for ensuring the accuracy of fees charged by Amazon, as well as for any cumulative calculations regarding those fees.

Common Sync Issues

If your reports are not appearing in NetSuite, check the following:

• Verify that Amazon Settlement Sync is enabled.
• Download the report directly from Amazon Seller Central to confirm availability if there are extensive delays in syncing.

Key Takeaways

• NetSuite Connector efficiently imports fees and refunds from Amazon settlement reports.
• Different types of adjustments (order modifications, non-order modifications, refunds) are handled distinctly.
• Setup procedures for Other Charge for Sale item types are crucial for valid fee representation.
• Manual retrieval of settlement reports is available for testing and troubleshooting.
• Ensuring sync and data accuracy is critical for reliable reporting between Amazon and NetSuite.