Once your Amazon store is connected and set up, you do not have to import orders by hand. Qoblex checks Amazon for new and changed orders on its own and creates a matching sale order in Qoblex for each one. This happens quietly in the background, so your Qoblex order list stays current with what is selling on Amazon without any clicks from you.
This article explains how often Qoblex looks for orders, which customer and location each order is filed under, how order lines are matched to your Qoblex products, and exactly which Amazon fields become which Qoblex sale order fields. After reading it you will understand what to expect in Qoblex after a sale happens on Amazon, and why an order line might come in without a product attached.
When Qoblex checks Amazon for orders
Qoblex runs an automatic order check every 5 minutes. Each run looks at Amazon orders that were created or updated in roughly the last several minutes, so a new Amazon sale normally appears in Qoblex within a few minutes of the customer placing it.
Because Qoblex looks at both new and updated orders, it does not only pull an order once. If an Amazon order later changes, for example it moves from unshipped to shipped, Qoblex picks up the change on a following run and updates the same Qoblex sale order rather than creating a duplicate.
Order checking only runs after your store setup is complete. Until the Amazon connection has been finalized and its start date recorded, Qoblex skips it during the automatic run. An order that was placed on Amazon before your integration’s start date is also skipped, so connecting a store does not pull in your entire back catalogue of past orders.
Which customer and location the order is filed under
Every Amazon sale order in Qoblex is created against the two defaults you chose on the integration’s settings, not against the individual Amazon shopper:
- The order’s customer is the default customer set on the Amazon integration.
- The order’s stock location is the default location set on the Amazon integration.
The shopper’s Amazon shipping address is still carried across and stored on the order as both the shipping address and the billing address, so you can see where the parcel is going. But the order is always billed to your single default customer.
A default customer is required for orders to sync. If the default customer is not set, Qoblex cannot create the order and instead records a warning on your Activity feed: “Unable to process Amazon order. Default customer for Amazon orders is not set”. Set the default customer on the integration’s settings and the next automatic run will process the order. A default location is also required; if it is missing, the order cannot be built.
See Default order settings for how to choose these two values.
How order lines are matched to your products
For each item on an Amazon order, Qoblex tries to attach the matching Qoblex product variant so the sale draws down the correct stock. It matches in this order:
- By ASIN mapping first. If a Qoblex variant has been mapped to the item’s ASIN, that variant is used. This is the reliable match and is the reason to keep your ASIN mappings up to date.
- By SKU as a fallback. If there is no ASIN mapping, Qoblex looks for a Qoblex variant whose SKU exactly equals the Amazon seller SKU. This fallback is only used when exactly one Qoblex variant matches that SKU.
Set up your ASIN mappings on the Product Sync Status tab so that matching is dependable.
What happens to an unmatched line
If neither the ASIN nor the SKU resolves to a single Qoblex variant, the order is still created and the line still appears with its Amazon product name, quantity and price, but the line comes in with no Qoblex product attached. Because there is no product behind that line, Qoblex has nothing to allocate or deduct stock against for it. Map the item’s ASIN and the next update from Amazon will let Qoblex attach the correct variant.
What Qoblex does with the order after creating it
After building the sale order under your default customer and location, Qoblex advances it automatically to match the order’s state on Amazon:
- Pending, unshipped or unfulfillable Amazon orders become open sale orders. Qoblex attempts to allocate stock for their lines and raises an invoice for them, but stops there. It does not pick, pack or dispatch, because the goods have not shipped on Amazon yet.
- Shipped Amazon orders are taken all the way through: opened, allocated, invoiced, then picked, packed and dispatched, so the Qoblex order reflects that the goods have already left.
- Canceled Amazon orders are handled as a return or refund against the existing Qoblex order. See How Amazon returns and refunds sync.
If you unlock an Amazon-created order in Qoblex to edit it yourself, Qoblex stops overwriting that order. Later updates coming from Amazon for that order are ignored, so your manual changes are preserved.
Amazon field to Qoblex sale order field
The table below shows how the fields on an Amazon order become fields on the Qoblex sale order.
| Amazon order field | Qoblex sale order field |
|---|---|
| Amazon order id | Order number and external reference |
| Purchase date | Order created date |
| Last update date | Order updated date |
| Order status | Sale order status (open, closed, canceled, or quote) |
| Order currency | Order currency (kept in the Amazon order currency, with the exchange rate to your base currency recorded alongside) |
| Shipping address | Shipping address and billing address |
| Item title | Order line product name |
| Order item id | Order line reference |
| ASIN, then seller SKU | Matched Qoblex product variant on the line |
| Quantity ordered | Order line quantity |
| Item price | Order line unit price |
| Promotion discount | Order line discount |
| Item tax | Order line tax (recorded under a tax class named “Amazon Tax – ” followed by the rate, for example “Amazon Tax – 20”) |
| Shipping price, shipping tax, shipping discount | An extra charge line named after the item plus “- shipping” |
Amazon reports the tax as an amount rather than a rate. Qoblex works out the tax rate for each line from the item’s net value and files it under a tax class named “Amazon Tax – ” followed by that rate, for example “Amazon Tax – 20”. Shipping charges arrive per item as their own charge line, so an order with several items may show more than one shipping charge.
Troubleshooting
If an Amazon order is not appearing in Qoblex, or is appearing but not the way you expect, work through the cases below.