Holded's integration with Amazon

Automate the process of importing your Amazon orders to your Holded account

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

This integration automates the import of orders from your Amazon online store to your Holded account. Thus, imported orders are easily converted into invoices and shipments, keeping your sales and profit records up to date.

In addition, when processing orders, inventory levels are automatically updated in Holded, as products are automatically linked to Amazon sales by SKU.

☝🏼 This integration does not import contacts or products. Contacts are not saved directly in Holded and are marked as “Amazon Contact” in the Contact column, but you will be able to see their detail in the invoices generated from the orders.

1. Activate the integration

  1. Go to Menu > Holded Store in the upper right corner.

  2. Use the search engine to find “Amazon”; or search for it from the “Integrations” tab on the left.

  3. Click “Activate”.

    The Amazon icon will appear in the left panel under “Integrations”.

2. Configure the integration

🚨 To set up this integration you need a Professional seller plan on Amazon.

  1. Go to Menu > Settings in the top right corner.

  2. In the Integrations section, click on “Amazon”.

  3. Click the “Create” button at the top right.

  4. Provide the Marketplace ID, and click “Next”. This will take you to your “Amazon Selle Central” account.

    ☝🏼 Although there may be multiple Marketplace IDs depending on whether you sell in different countries, always choose a unique one based on the country of the marketplace you want to add.

  5. Check the authorization box to allow Holded to access the sales data on your behalf.

  6. Click the “Confirm” button.

This last step will redirect you to a new configuration page where you can edit the options for importing orders from Amazon to Holded, as detailed below.

3. Edit the options for importing orders from Amazon to Holded

You can edit the options of the added marketplaces by following these steps:

  1. Go to Settings > Integrations > Amazon, and locate the marketplace you want to edit.

  2. Click on the “Edit” button on its right side.

  3. Inform or modify the following fields:

    • Configuration:

      • Merchant ID: Amazon seller number. It will be automatically filled in when the integration is done.

      • Marketplace ID: Amazon marketplace number. It will be automatically filled in during the integration.

    • Footer (will appear in your documents): text that will appear in the PDF of the order or specific document.

    • Warehouse: warehouse that will be assigned to the document and from which stock will be subtracted when converting to invoice, ticket or delivery note.

    • Bank: bank with which the invoice will be marked as charged.

    • Options:

      • Sales channel: sales channel to be assigned to the document. It will be used for analysis in reports.

      • Email template: text in the email that your customers will receive when sending the invoice manually.

      • Template: PDF template format that will be used in the documents of this marketplace.

      • Language: language of the PDF template to be used in the documents of this marketplace.

      • Force orders by SKU: check this box if you want to convert only orders containing products found in Holded through their SKU. Orders containing products not found will be identified, but not automatically processed.

    • Document numbering: numbering line to be used for each type of document:

      • Invoices.

      • Delivery notes.

      • Sales tickets.

    • Taxes included: by activating this option and selecting a specific tax, this tax will be applied to all orders in the marketplace. If you activate “Taxes included”, you will not be able to enable “Taxes by country”.

    • Taxes by country: this option uses the tax system by country for the selected marketplace. If you activate “Taxes by country”, you will not be able to enable “Taxes included” at the same time.

    • Manual account number (all created contacts will have the same account).

  4. Click “Save” in the upper right corner of the screen.

☝🏼 The stock discount only works with single products and variants, it will not automatically discount the stock of products with lots or packs.

🚨 If when you go back to the configuration options your screen keeps loading permanently (Loading data from Amazon), it means that one of the Amazon keys was not reported correctly. In this case, go back to the Settings page and re-add the marketplace by following the steps.

💎 Enhance the Amazon integration by activating the Inventory gem, and displaying sales orders and delivery notes, among others.

4. Add additional marketplaces in Holded

Adding additional marketplaces in Holded is crucial if you sell in several countries with different Amazon Marketplace IDs. Each of these must be added separately in your Holded account for efficient management:

☝🏼 Before adding new marketplaces, make sure the first one is fully loaded and displayed in green or blue, not red. If it appears red, check if the last order placed on that marketplace occurred months ago.

  1. Click on the “Create” button in the upper right corner:

  2. Repeat the procedure detailed in the previous sections:

It is important to make sure that the new marketplace you add has at least one order. Otherwise, the upload will remain in a loop.

Remember that, unlike other ecommerces, Amazon in Holded does not import products or manage stock. Its main function is to import orders from other marketplaces.

5. Setting up country taxes on Amazon

Before you begin, be sure to check the “Taxes by country” box in the editing options of the added marketplaces. This feature is available exclusively for Premium accounts.

5.1. Creating taxes

  1. In the Tax panel, click the “New tax” button on the right.

  2. Fill in the required data, including name, key, scope, type, amount %, tax account, tax account, tax account (corrections), tax group, active tax and show this tax when creating documents.

  3. Click on “Create”.

5.2. Assigning taxes to imported sales

  1. From Taxes, click on the “Tax by country” button at the top right.

  2. Select “Add country” and choose the country from the drop-down menu. Click “Next”.

  3. Under the added country, click the “New Rule” button to name it and select the section to which the taxes will be associated.

  4. Choose the relevant taxes from the drop-down menu and click “Save”.

    For Amazon orders whose contact's country matches the country selected in this tax assignment, when converting the order to invoice, for example, the selected tax will be automatically applied.

☝🏼 Please note that some country taxes may overlap with those in Spain. To ensure correct identification of sales with contacts in Spain, you should also generate the country tax for Spain and assign the corresponding VAT.

6. Import your Amazon orders

The synchronization with Amazon is automatic. From the Amazon - Orders section, you can access the list of imported orders.

Use the search function by clicking on the magnifying glass button or filter the results by the “States” column or by date to find a specific order in all marketplaces (please note that it may take some time to appear).

If you can't find a particular order or you want to speed up the import from Amazon, follow these steps:

  1. Click the “Import” button at the top center of the screen.

    ☝🏼 Make sure you do not leave the page to avoid interrupting the import, as Amazon only allows orders to be uploaded every 160 seconds. If you have followed these steps correctly, you will see your imported order in the listing.

Please note that the Amazon integration does not automatically import order returns.

7. Convert your Amazon orders

You can convert your Amazon orders to invoices, sales tickets or shipments automatically from Holded:

  1. In the list, select one to several orders by checking the box to their left.

  2. In the bar that will appear at the bottom of the screen, click “Convert”.

  3. In the pop-up window, choose the type of document (invoice, sales receipt, delivery note) and assign a date. Click “Confirm”.

Please note:

  • You will only be able to convert orders with the status “Shipped”. You cannot convert orders with Calcelled or Pending status.

  • You can only convert documents once. For example, if you have already converted an order to a packing slip, you will not be able to convert it back to an invoice from Amazon - Orders; you will have to convert it from Inventory > Shipments.

8. Delete a marketplace

To remove a marketplace , follow these steps:

  1. Go to Inventory > Amazon - Orders , and locate the marketplace you want to remove

  2. Click the "Edit" button on the right

  3. Click on the red "Delete" text at the bottom right of the screen:

9. Delete Imported Amazon Orders

9.1 Delete one or more orders

  1. Go to Inventory > Amazon - Orders, and click on the marketplace you want.

  2. In the list, check the box of the orders you want to delete.

  3. In the bar that will appear at the bottom of the screen, click "Delete".

    ☝🏼 You will only be able to select those orders with the Shipped status.

9.2 Delete all orders from one of your marketplaces

  1. Go to Inventory > Amazon - Orders and locate the marketplace where you want to remove the imported products.

  2. Click the "Edit" button on the right.

  3. Click on the red "Delete Orders" text at the bottom right of the screen.

10. Disable Amazon Integration

  1. Go to Menu > Holded Store, in the upper right corner.

  2. From the "Integrations" tab, click "Amazon".

  3. Click "Disable".

  4. Press "Confirm".

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