Amazon Invoice Uploads

This page is the queue and the log of the invoices and credit memos that Business Central uploads to Amazon. For every posted document of an Amazon order you see whether it is still waiting to be sent, for the shipment or for Amazon's data, was sent, or was accepted or rejected by Amazon – and why. Amazon shows the uploaded invoice to the buyer; for orders placed via Amazon Business, Amazon expects it no later than one business day after shipment.

Opening the Page

Via search: Amazon Invoice Uploads
Via the Amazon Dashboard → Navigate → Invoice Uploads
Via the hub monitor: the lines Amazon invoice uploads that failed and Amazon invoices not accepted after 24 hours open the page with the affected documents. On the Amazon Dashboard, these lines on the Waiting for you card are called Failed invoice uploads and Invoices not accepted after 24 hours; there, the Marketplace in the filter applies as well.
From the posted sales invoice (card or list) → Actions → Amazon → Amazon Invoice Upload, from the posted sales credit memo → Actions → Amazon → Amazon Credit Memo Upload: the page shows only this document. If it is not queued, a message says so.
Via the Amazon VCS Transactions → Navigate → Amazon Invoice Uploads: the uploads of all documents of the order.

How you invoice on a marketplace

Whether anything is uploaded, and what, you set per marketplace in the Invoice Upload field of the Amazon Marketplace Participation. Choose what you have set up in Seller Central for Amazon's VAT Calculation Service (VCS):

Invoice Upload	Who issues the document	What the connector does
Off (default)	–	Uploads nothing.
Own Invoices without VCS	You; you calculate the VAT yourself.	Uploads every posted invoice, with the Amazon Order ID, the invoice number and the document type. Without VCS, Amazon does not accept credit memos; they are not uploaded.
VCS with Own Invoices	You; Amazon calculates the VAT.	Uploads your invoices and credit memos – Amazon expects one invoice per shipment and one credit memo per return or refund – with the IDs and amounts from Amazon's invoice data report. Beforehand, the connector checks the total amount and the VAT against Amazon's calculation, to the cent (see With VCS: matching against Amazon's data).
VCS with Amazon Invoices	Amazon	Uploads nothing. The connector imports Amazon's VAT calculation report; the posted invoice or credit memo then shows Amazon's number in the Amazon Invoice No. or Amazon Credit Note No. field, and you open the invoice itself in Seller Central (see Amazon VCS Transactions).

If you choose Own Invoices without VCS or VCS with Own Invoices, the connector creates the INVOICE_UPLOAD job and sets Upload Invoices From to today if the field is empty. If you choose VCS with Own Invoices or VCS with Amazon Invoices, it creates the VCS_REPORTS job, which imports Amazon's VCS reports. Set Up Automation on the Amazon Administration also creates both jobs as soon as a marketplace needs them.

How the document gets to Amazon

Posting queues the document. When you post an invoice for an Amazon order, a line with status Pending is created here – provided a marketplace uploads invoices and the invoice was not posted before the earliest Upload Invoices From date of these marketplaces. Whether it actually goes out is decided at sending time by the marketplace on which the order was placed. Posting queues credit memos only if a marketplace uses VCS with Own Invoices. Posting does not create a PDF and does not call Amazon.
The job sends. The INVOICE_UPLOAD job runs every 15 minutes, every day of the week. It checks the lines that are due (see Before sending), renders the PDF of each document and sends it as a feed of its own, UPLOAD_VAT_INVOICE, to the marketplace of the order – with the Amazon Order ID, the document number as the invoice number, and the document type. The PDF is rendered from the report selection for sales invoices or credit memos; a layout from the customer's Document Layouts takes precedence. A run sends at most five documents, three seconds apart; the next run sends the rest. Upload Due Invoices on the Amazon Dashboard (→ Process) starts such a run right away after you confirm and states the number of documents sent.
Amazon replies. After sending, the line is Sent. Once Amazon has processed the feed and the feed status check (the FEED_PROCESS job) has read the processing report, it becomes Accepted, Rejected – with Amazon's code and reason – or Waiting for Shipment. If the report says nothing about the document or cannot be read, the job sends it again. If Amazon did not process the feed, the line becomes Error and waits for Retry.
With VCS, Amazon's report has the last word. With VCS with Own Invoices, the VCS_REPORTS job imports Amazon's invoice data report every six hours. If Amazon lists the document there as uploaded, the line becomes Accepted – even after an earlier rejection. If Amazon rejects it there, it becomes Rejected with Amazon's reason. For details, see Amazon VCS Transactions.

Before sending

Before the connector renders the PDF, it checks the document. Whatever does not go out gets its status right here:

Marketplace. If the marketplace of the order does not upload invoices, the upload becomes Not Required; so does a credit memo for a marketplace without VCS with Own Invoices. A document posted before Upload Invoices From of this marketplace also becomes Not Required – unless it was requested by hand. If merchantCENTRAL does not know the marketplace of the order or its marketplace participation is missing, the attempt ends with Error.
Invoice number. In an invoice number, Amazon only accepts the letters A–Z, digits, spaces and the characters , / \ - _ ; : #. If a document number contains other characters, a period for example, the connector sets the upload to Rejected without calling Amazon.
Shipment. Amazon only accepts an invoice once it sees the order as shipped. If the order has shipment confirmations on the Amazon Shipment Confirmations page but none of them is Confirmed or Not Required, the invoice waits (Waiting for Shipment), and the job checks again after 30 minutes. If the order has no shipment confirmation, the invoice goes out, and Amazon decides.
VCS. With VCS with Own Invoices, the matching against Amazon's data follows (next section).

With VCS: matching against Amazon's data

With VCS with Own Invoices, Amazon calculates the VAT itself and expects an invoice for every shipment and a credit memo for every return or refund – with exactly its amounts. The connector therefore looks in the invoice data report for the transaction the document answers: for an invoice a shipment, for a credit memo a return or refund of the same order, with the same total amount. The rules are described under Amazon VCS Transactions.

The report lists nothing that fits. The document waits (Waiting for Amazon Data); after every import of the report, the job checks it again. Refunds and late shipments only appear in the report after a while.
The report only lists other amounts of the order, for example with a partial shipment: the document waits for a day, then it becomes Amount Mismatch.
The amounts differ. If the total amount or the VAT differs from Amazon's calculation by even one cent, Amazon would reject the document. The connector does not send it but sets Amount Mismatch; the Error Message states both amounts and how to correct the document.
Amazon issues the document itself (Invoice by Amazon): the upload becomes Not Required.
Amazon already has a document for the transaction: if Business Central uploaded it, the upload is Accepted, otherwise Manually Uploaded.
Everything fits: the document goes out with Amazon's amounts – for a credit memo negative, as Amazon records it – together with the shipping ID and, for a credit memo, the transaction ID of its return or refund.

A document waits for Amazon's data for at most seven days and for the shipment for at most three days, each counted from when the waiting began. After that, it is Rejected, and the Error Message says what to check. Retry and Upload Now restart the waiting time.

Credit memos

Amazon only accepts credit memos with VCS with Own Invoices, and only together with the return or refund they answer.

If you post a credit memo for an Amazon order – for example from a sales return order that the returns import created (see Amazon Returns) –, it is queued here, provided a marketplace uses VCS with Own Invoices. If the order belongs to a marketplace with a different setting, the credit memo becomes Not Required.
The connector looks in the invoice data report for the return or refund of the order with the total amount of the credit memo and sends the credit memo with its transaction ID and Amazon's amounts. The import finds refunds of older orders in the report of the documents still due, which covers the orders of the last 90 days.
Correcting an invoice that Amazon never received: if you cancel such an invoice – for example after an Amount Mismatch – with Correct or Cancel on the posted sales invoice, Amazon needs neither of the two documents: the credit memo and the cancelled invoice become Not Required, and the shipment of the invoice is free for the corrected invoice. If Amazon already has the invoice (Sent, Accepted or Manually Uploaded), the connector treats the credit memo like any other: it waits for a return or refund in the report.

Fields

Field	Description
Document Type	Invoice or Credit Memo.
Document No.	Posted sales invoice or credit memo whose PDF goes to Amazon. Its number is the invoice number that Amazon shows the buyer.
Posting Date	Posting date of the document. Together with Upload Invoices From, it decides whether the job uploads the document.
Order No.	Sales order from which the invoice was posted; empty for credit memos.
Amazon Order ID	Amazon order of the document, from its External Document No. field.
Amazon Marketplace	Marketplace on which the order was placed; the upload only goes there. It is already set when the document is queued, so the Marketplace filter of the Amazon Dashboard also finds documents that never went out.
Status	State of the upload, highlighted in color (see below).
Error Code	Amazon's code for a rejection, e.g. 79513 for missing order details – or 79517 if Amazon does not see the order as shipped yet (Waiting for Shipment).
Error Message	Why the document was not sent, what it is waiting for or what Amazon reported back – usually with the next step.
Shipping ID	VCS only: Amazon shipment the invoice belongs to, from the invoice data report; for a credit memo, the shipment of the returned or refunded items (hidden by default).
Transaction ID	VCS only: Amazon transaction the document answers – the shipment for an invoice, the return or refund for a credit memo (hidden by default).
Upload Mode	Invoice Upload setting of the marketplace at the time of sending (hidden by default).
Total Amount	Total amount including VAT, recorded when sending. With VCS with Own Invoices, it is Amazon's amount that went to Amazon with the document – negative for a credit memo.
Total VAT Amount	The corresponding VAT amount, also recorded when sending – with VCS with Own Invoices, Amazon's value.
Currency Code	Currency of the amounts (hidden by default).
Queued At	When the document was queued. Upload Now, Retry and Choose Amazon Transaction reset this time; the hub monitor counts the 24 hours from here.
Sent At	When the document last went to Amazon.
Next Attempt At	When the job checks a failed or waiting upload again (hidden by default).
Attempts	How often sending has failed. The job tries again until 3 attempts are reached; rejected documents and amount mismatches are set to 3 right away. Throttling by Amazon does not count.
Requested Manually	The upload was requested by hand, with Upload Now or on the posted invoice or credit memo. Such a document also goes out if it was posted before Upload Invoices From (hidden by default).
Feed ID	Amazon feed that carried the document (hidden by default).

The list shows the most recently queued documents first.

Status

Status	Meaning
Pending (yellow)	Waiting for the next run of the job. If Amazon was busy or did not answer, the Error Message says so.
Waiting for Shipment (yellow)	For Amazon, the order has not shipped yet: its shipment confirmation has not reached Amazon yet, or Amazon reported 79517. The job tries again after 30 minutes or after an hour, for at most three days.
Waiting for Amazon Data (yellow)	VCS with Own Invoices only: the invoice data report does not list the shipment, return or refund of the document yet, or only transactions with other amounts. The job checks again after every import of the report. After a day with only other amounts, the status becomes Amount Mismatch; if the report lists nothing that fits for seven days, Rejected.
Sent (yellow)	Sent to Amazon; Amazon's processing report is still pending.
Accepted (green)	Amazon has accepted the document. With VCS, the invoice data report can still change this to Rejected later.
Rejected (red)	Amazon has rejected the document – Error Code and Error Message state Amazon's reason and, where known, the next step. An invalid invoice number and an expired waiting time also end here. The job does not send the document again.
Error (red)	Sending failed before Amazon decided, e.g. because no PDF was created or the marketplace of the order is unknown. The job tries again after 15 or 30 minutes until 3 attempts are reached.
Amount Mismatch (red)	VCS with Own Invoices only: the total amount or the VAT of the document differs from Amazon's VAT calculation, or no transaction of the order has the total amount of the document. Amazon would reject the document; the connector does not send it. Counts as failed.
Not Required	Nothing to upload; the Error Message states the reason: the marketplace does not upload invoices, a credit memo on a marketplace without VCS with Own Invoices, the document was posted before Upload Invoices From, Amazon issues the document itself, or a credit memo cancels an invoice that Amazon never received.
Manually Uploaded (green)	The document has been uploaded in Seller Central: you marked it as such, or the invoice data report reports a document uploaded outside Business Central. The job does not send it.

Actions

Action	Description
Upload Now	After you confirm, uploads the selected documents right away instead of waiting for the job – including rejected, failed and waiting ones and ones posted before Upload Invoices From. All selected documents are queued again and count as requested by hand; at most five are sent, the job sends the rest. Excluded are documents that Amazon has accepted, that were uploaded by hand, or that were sent and are still waiting for Amazon's answer. The summary counts Sent, Already at Amazon, Waiting (for the shipment or Amazon's data), Not Required, Left for the job and Failed – which also includes Amount Mismatch.
Retry	After you confirm, queues the selected uploads with status Rejected, Error, Amount Mismatch, Pending or a waiting status again with fresh attempts and states their number. The action also takes sent uploads that Amazon has not answered for a day or whose feed is missing. The waiting times start again. The next run of the job sends the documents.
Mark as Manually Uploaded	After you confirm, records that you have uploaded the selected documents in Seller Central and states their number – for example for an order with several shipments. The job no longer sends them. Documents accepted by Amazon stay as they are.
Choose Amazon Transaction	VCS with Own Invoices only: for the current line, choose the shipment, return or refund from the invoice data report that the document answers – if its total amount fits no transaction of the order, or several. Only transactions of the order that match the document type and do not belong to another document are offered. Afterwards, the upload is queued again; when sending, the connector checks the amounts again. If there is no such transaction, a message shows the way to the Amazon VCS Transactions.
Queue Missing Invoices	Looks for posted invoices and credit memos of Amazon orders that are not in this list yet – for example because they were posted before the invoice upload was turned on –, states their number and the date from which it searches, and queues them after you confirm. It searches invoices from the earliest Upload Invoices From of the marketplaces that upload invoices, credit memos from the earliest date of the marketplaces with VCS with Own Invoices. When sending, the date of the marketplace on which the order was placed applies again. If no marketplace uploads invoices yet, the message points to the Invoice Upload field.
Download PDF	Downloads the PDF that the upload sends to Amazon – to check it beforehand. It is rendered from the report selection, just like for the upload.
Posted Document	Opens the posted sales invoice or credit memo of the line.
Feed	Opens the feed of the upload in the Amazon Feed Tracker, with Amazon's processing report.
Amazon VCS Transactions	Opens the Amazon VCS Transactions of the order of the line, with Amazon's amounts and status.

Tips

Failed uploads

After 3 failed attempts, the job no longer sends a document by itself. It does not send a rejected document or an amount mismatch again at all – the same data would fail again. They stay at Error, Rejected or Amount Mismatch; the hub monitor shows them under Amazon invoice uploads that failed, and the hub's error notification reports each one once by email – with the document numbers; the reasons are only shown here. Fix the cause and choose Retry.

Not accepted after 24 hours

Documents that are still Pending, Sent or in a waiting status 24 hours after being queued are shown by the hub monitor under Amazon invoices not accepted after 24 hours. In that case, check whether the INVOICE_UPLOAD and FEED_PROCESS jobs are running and – with VCS – whether the VCS reports arrive: VCS Report Imported At and VCS Report Error on the Amazon Marketplace Participation.

When Amazon throttles

Amazon accepts one feed every two minutes from a seller account, up to 15 at once – for all feeds together, including prices, inventory and listings. That is why a run sends at most five documents. If Amazon throttles (HTTP 429), reports a server error or does not answer, the run sends nothing more: the document does not use up an attempt and waits as Pending for a later run.

Uploading a document by hand

Upload Invoice to Amazon on the posted sales invoice (card and list, Actions → Amazon) uploads an invoice right away after you confirm – including one posted before Upload Invoices From or one rejected earlier – and reports how the upload ended. Upload Credit Memo to Amazon does the same on the posted sales credit memo. Both actions are only enabled for documents of Amazon orders. For several documents, use Upload Now on this page.

Catching up on older invoices

If Upload Invoices From is empty when you turn the upload on, the connector enters today's date. If older invoices should also go to Amazon, set the date back and choose Queue Missing Invoices. The date is mandatory as long as the marketplace uploads invoices: without it, Queue Missing Invoices would queue every invoice ever posted for an Amazon order.

Invoice numbers

Amazon rejects an invoice number that contains characters other than the letters A–Z, digits, spaces and , / \ - _ ; : # – a period, for example. The connector checks this before sending and sets such documents to Rejected. For future documents, change the number series in Sales & Receivables Setup (fields Posted Invoice Nos. and Posted Credit Memo Nos.). Upload documents that are already posted in Seller Central and mark them with Mark as Manually Uploaded.

Orders with several shipments

With VCS, Amazon wants one invoice per shipment. So invoice each shipment separately: the connector assigns each invoice to a shipment of the order by its total amount. An invoice covering several shipments fits none of them and becomes Amount Mismatch after a day. Without VCS, Amazon may report 79518 for an order with several shipments because it needs the shipment of the invoice; in that case, upload the invoice in Seller Central and mark it as manually uploaded.

79510: Amazon already has an invoice

If Amazon reports 79510, it already has an invoice for the order. If Business Central has not uploaded any other document of the same type for the order (with VCS: for the same transaction), the upload counts as Accepted. If there is such a document, Amazon keeps the one uploaded first, and the upload is set to Rejected. If the new invoice replaces the old one, upload it in Seller Central and mark it as manually uploaded.

79525, 79509 and Invoice by Amazon

79525: Amazon creates the invoice of this order itself. Check the VAT Calculation Service settings in Seller Central and the Invoice Upload field of the marketplace participation: if Amazon issues your invoices, VCS with Amazon Invoices is the right setting.
79509: Amazon does not accept invoice uploads from this seller account. Check in Seller Central whether the VAT Calculation Service is set up for uploading your own invoices.
Invoice by Amazon: if Amazon nevertheless issues the document of a transaction itself with VCS with Own Invoices, the invoice data report says so (InvoiceCreatedByAmazon, CreditNoteCreatedByAmazon or the Amazon Invoices field). The connector uploads nothing for it; the upload becomes Not Required.

Feed Tracker and emails

Every upload is a feed of its own, UPLOAD_VAT_INVOICE, in the Amazon Feed Tracker. There, only a rejection by Amazon counts as an error; 79510, 79517 and a report that says nothing about the invoice count as a warning. The connector does not send a feed result email per invoice, not even with the email notifications of the Amazon Settings; failures are reported by the hub's error notification. Business Central counts rendering the PDF as a printout (No. Printed on the posted document).

Permissions

To upload by hand, the ALN MCA User permission set (merchantCENTRAL Amazon User) is enough. Posting queues the invoice of an Amazon order even if the user who posts it has no Amazon permission set; Business Central posts invoices of other sales channels without reading any Amazon table. Users without Amazon permissions see no lines about Amazon invoice uploads in the hub monitor.