Managing Amazon Vendor Orders

Goflow simplifies Amazon Vendor order management by streamlining the entire processing workflow. Ensuring each step is executed correctly is crucial for maintaining compliance with Amazon’s requirements and preventing chargebacks.

Managing Order Warehouses

Amazon Vendor orders are initially assigned to a warehouse based on the store fulfillment warehouse settings. While Amazon does not mandate shipping from a specific warehouse and allows you to change the fulfillment warehouse as needed, it does require visibility into the warehouse you ship from. When requesting routing or submitting a shipment, Amazon is notified of the warehouse being used.

You must register your warehouses with Amazon and map them to the corresponding warehouses in Goflow.

Managing Warehouses in Vendor Central

To add a new warehouse in Amazon Vendor Central, follow these steps:

1. Log in to Vendor Central.
2. Click the Settings gear icon in the upper right-hand corner and select Warehouse Settings.
3. Scroll down to the Purchase Order Warehouses section and click New Purchase Order Warehouse Page.
4. Click Add a Warehouse.
5. Enter the warehouse address and contact information.
6. Click the Submit Update to Warehouse button to finalize the registration.

Mapping Amazon Warehouses in Goflow

Mapping an Amazon warehouse in Goflow is a two-step process: copy the warehouse address number from Vendor Central, then map it in Goflow.

To get the warehouse address number, follow these steps:

1. Log in to Vendor Central.
2. Click the Settings gear icon in the upper right-hand corner and select Warehouse Settings.
3. Scroll down to the Purchase Order Warehouses section and click New Purchase Order Warehouse Page.
4. Locate the warehouse you want to map in the list of registered warehouses.
5. Click the Edit button next to the warehouse.
6. In the Warehouse Address section, copy the numeric Address Number.

To map the warehouse in Goflow, follow these steps:

1. From the left-side menu, go to Directory › Stores and open the Amazon Vendor store.
2. On the Shipment Routing Request Warehouses card, click the pencil icon to edit.
3. Click the plus (+) sign to add a new warehouse mapping.
4. Select the corresponding Goflow warehouse and paste the Amazon Address Number.
5. Click the Save button to save the mapping.

Use the numeric Address Number displayed under warehouse details. The alphanumeric code shown on the warehouse list page is not the correct warehouse code.

Managing Direct Import Order Warehouse

Direct Import is a specialized type of Amazon Vendor order in which shipments are made directly from a manufacturing facility in China. These orders follow a different routing and shipping process than standard vendor orders.

To assign a warehouse for Direct Import orders, follow these steps:

1. From the left-side menu, go to Directory › Stores and open the Amazon Vendor store.
2. On the Direct Import card, click the pencil icon to edit.
3. Select your Goflow China warehouse.
4. Click the Save button.

A Direct Import warehouse does not need to be mapped to an Amazon warehouse code.

Managing Amazon Vendor Listings

When importing Amazon Vendor orders, Goflow automatically creates store listings. Listings contain the SKU and the description.

Importing Amazon Vendor Listings

Import your Amazon Vendor listings into Goflow by creating and uploading a CSV file. While listings are automatically generated when orders are received, manually importing them offers key advantages:

• Advance Mapping – Map listings to Goflow products ahead of time before the rush of order processing.
• ASIN Association – Add Amazon ASINs to the listings. This is necessary to print ASINs on the Bill of Lading.
• Price Tracking – Add reference prices for your listings. Note that actual order prices are determined by Amazon and provided with the order.

To import Amazon Vendor listings, follow the general listings import process. Since Amazon does not provide a standardized export, you will create the file manually. Review the Columns tab for required and optional headers. Available headers are:

• SKU – The listing SKU.
• Description – The listing description.
• ASIN – The Amazon ASIN for the listing.
• Price – The price Amazon pays you.

Mapping Amazon Vendor Listings

Store listings must be mapped to their corresponding Goflow products.

Map to group products only if the entire group ships in a single box. Because Amazon requires box-level SKU details, a single unit of a listing cannot structurally be split across multiple boxes. If a product must be shipped in multiple boxes, it should be set up as separate listings on Amazon.

Mapping Listings to Units of Measure

Amazon specifies if orders are in eaches or cases but does not provide unit counts per case. It is the vendor’s responsibility to know the correct unit count per case and map the listing to the appropriate unit of measure based on the case pack configuration.

If Amazon orders the same SKU in both eaches and cases, a single listing cannot be mapped to multiple units of measure. To resolve this, Goflow automatically creates two separate listings: one for eaches and another for cases. The case listing is distinguished by the -CA suffix. However, if Amazon exclusively orders your products in cases, the -CA suffix may not be necessary.

Confirming Orders

Notify Amazon of your fulfillment plans by confirming orders. Goflow provides several confirmation methods:

• Single – Confirm orders individually.
• Bulk – Process multiple orders simultaneously.
• Upload – Upload a CSV file for bulk order confirmation.
• API – Automate order confirmation using the Goflow API.

Orders must be fully mappped before you can proceed to confirmation.

Understanding Confirmation Actions

Regardless of the confirmation method used, select an action to communicate your fulfillment intentions to Amazon:

• On Time – Accept the order and commit to shipping within Amazon’s ship window. This action requires a ship-by date, which Goflow automatically populates with the latest ship-by date from the order.

• Backorder – Accept the order but ship it at a later date. Provide a new ship-by date to indicate when the order will be ready for fulfillment.

  The original ship-by dates provided by Amazon will not update automatically — Goflow retains the Amazon-assigned dates.

  Some orders may have the backorder action disabled by Amazon. Backorder policies are managed by your Amazon business representative.

  When backordering, select a processing flow:

  • Backordered – The order status is marked as Backordered in Goflow.
  • PTO – The order enters the PTO flow, allowing you to create a vendor purchase order before transitioning to backorder status.

• Cancel – Reject the order. When canceling, select a reason:

  • Out of Stock – The product is temporarily unavailable but may be restocked in the future.
  • Suspend – The product is permanently unavailable and should no longer be ordered.
  • Invalid – The listing contains incorrect information, such as an invalid SKU, pricing error, or mismatched product details.

The only action available for non-sellable products is cancelling with the Suspsend reason.

Order cancellation is final. Once an order is canceled in Goflow it is immediately canceled on Amazon and cannot be reopened.

Confirming a Single Order

Follow these steps to confirm a single order:

1. From the left sidebar, go to Orders › Review.
2. At the top of the page, click Filters and apply:
   • Store – Select the Amazon Vendor store.
   • Review Reason – Choose Order Confirmation.
3. Click an order to open it and click Confirm Order.
4. For each order line, choose a confirmation action.
5. To apply different actions to a multi-quantity line, first reduce the quantity on the current line, then click the plus sign to add another line.
6. Click Preview to review your selections.
7. Click Confirm to submit the order confirmation to Amazon.

Orders confirmed with multiple actions or varying ship-by dates will be split into separate orders. You'll need to create a separate shipment for each.

Confirming Multiple Orders in Bulk

Follow these steps to confirm multiple orders at once:

1. From the left sidebar, go to Orders › Review.
2. At the top of the page, click Filters and apply:
   • Store – Select the Amazon Vendor store.
   • Review Reason – Choose Order Confirmation.
3. Select the orders you want to confirm, or click Select All.
4. Click Actions › Confirm Orders.
   Goflow offers two interaction modes for products that appear in multiple orders:
   • Contracted Mode – Combines all quantities of a product into a single line, allowing you to apply actions without considering individual orders.
   • Expanded Mode – Click the plus sign to expand the line items and view each order separately. This mode is useful when backordering or canceling and order-specific context matters. You can expand all products or selectively expand only certain lines. Once expanded and an action is selected, the view locks in expanded mode.
5. Click Preview to review your actions.
6. Click Confirm to submit the confirmations to Amazon.

Confirming Orders by Uploading CSV File

Follow these steps to confirm multiple orders at once using a CSV upload:

1. From the left sidebar, go to Orders › Review.
2. At the top of the page, click Filters and apply:
   • Store – Select the Amazon Vendor store.
   • Review Reason – Choose Order Confirmation.
3. Select the orders you want to confirm, or click Select All.
4. Click Actions › Confirm Orders.
5. In the confirmation modal, click the download icon.
6. Choose a file format:
   • Download Combined Items – Combines all quantities of a product into a single line without order numbers.
   • Download Order Items – Lists products from different orders on separate lines and includes the order number on each line.
7. Open the file, enter the confirmation actions, and save it.
8. Click Choose File to upload the completed CSV.

Follow these guidelines when filling out the file:

• Order Number – Required if products from different orders are listed on separate lines.
• Quantity – The line quantity. For case packs or groups this represents the number of packs or groups, not individual units.
• Units – Reference only. Displays the total number of individual units per case pack or group.
• Action – Specify one of the following confirmation actions: On Time, Backordered, Backorder PTO, Out of Stock, Invalid, Suspend.
• Date – Required for On Time and Backorder actions.

To apply multiple actions to a single line item, add a new row with the same order number and item number. The total quantity across all rows must match the ordered quantity.

The following samples highlight the differences between the Combined Items and Order Items files. In this scenario, Amazon has ordered a total of six units of the same item. However, only three units are available, and the remaining three must be canceled.

The combined items file consolidates all ordered quantities into a single line. You cannot specify which order will be canceled.

Item Number	Description	Quantity	Units	Action	Date
MKN-0277-YW	BrightView Desk Lamp - White	3	3	On Time	4/20/2024
MKN-0277-YW	BrightView Desk Lamp - White	3	3	Out of Stock

The order items file lists each order separately. This gives you control over which orders to confirm and which to cancel.

Item Number	Order Number	Description	Quantity	Units	Action	Date
MKN-0277-YW	4NLSIGMD	BrightView Desk Lamp - White	1	1	On Time	4/20/2024
MKN-0277-YW	ZTJWKDYT	BrightView Desk Lamp - White	2	2	On Time	4/20/2024
MKN-0277-YW	M09TYE3Y	BrightView Desk Lamp - White	3	3	Out of Stock

Using EDI Operational Analytics

The Amazon Operational Analytics tool provides a centralized view of all EDI documents exchanged between Goflow and Amazon. It allows you to verify whether a document was processed successfully or failed and review any error messages.

Follow these steps to access and use Operational Analytics:

1. Log in to Vendor Central.
2. From the left sidebar, go to Integration › Operational Analytics.
3. Under Profile, select the Vendor Code.
4. Adjust the date range as needed.
5. Use the search box to find documents by any identifier, such as by Purchase Order Number.
6. Apply the Document Type filter to refine results by transaction type, such as Routing Request or Advanced Shipment Notice.
7. Use the State filter to narrow results by transaction status, such as Error.
8. Click the Apply button to update the filtered view.
9. To view error details, click the Review button under Actions.