Amazon VCS Transactions

This page shows what Amazon's VCS reports say about your Amazon orders: one line per order and transaction – shipment, return or refund –, with the report lines of the transaction added up. VCS is Amazon's VAT Calculation Service. With VCS with Own Invoices, you see for which shipments and refunds Amazon expects documents from you, with Amazon's amounts and what became of your invoice uploads. With VCS with Amazon Invoices, you see the invoices and credit notes that Amazon issued itself, with their numbers and the link to Seller Central.

Opening the Page

Via search: Amazon VCS Transactions
Via the Amazon Dashboard → Related → VCS Transactions
Via the Amazon Invoice Uploads → Navigate → Amazon VCS Transactions: the transactions of the order of the line.
From the posted sales invoice or credit memo (card or list) → Actions → Amazon → Amazon VCS Transactions: the transactions of its order. On the card, choosing Amazon Invoice No. or Amazon Credit Note No. also leads here.
From the error No Amazon transaction for the document → Open Amazon VCS Transactions.
Choose Amazon Transaction on the Amazon Invoice Uploads opens the page as a selection list with the transactions that fit the document.

Where the data comes from

Which report the connector reads depends on the Invoice Upload field of the Amazon Marketplace Participation:

Report	For marketplaces with	What it provides
Invoice Data Report (VAT Invoice Data Report, VIDR)	VCS with Own Invoices	For each shipment, return and refund: Amazon's amounts – total amount including VAT and the VAT, added up over items, gift wrap and shipping including promotional discounts –, the invoice status with Amazon's explanation, the shipping and transaction ID and, after an upload, the number of your document. The import alternates: one run reads the transactions whose documents are still due, from the orders of the last 90 days – this also brings in refunds of older orders –, the next one all transactions of the orders of the last 30 days, with Amazon's verdict on your uploads.
VAT Calculation Report (VCR)	VCS with Amazon Invoices	The invoices and credit notes that Amazon issued, with Amazon's number and the link to Seller Central – from the last ten days up to yesterday. Amazon only lists a shipment there three days after it shipped. The connector does not take amounts and status from this report.

Both reports also contain the buyer's name and address. The connector reads them only in memory and stores only IDs, statuses, amounts, dates and the link to the Amazon invoice – no names and no addresses.

Import

The VCS_REPORTS job imports the reports every 6 hours, every day of the week. The connector creates it as soon as a marketplace is set to VCS with Own Invoices or VCS with Amazon Invoices; so does Set Up Automation on the Amazon Administration.
Import VCS Reports – on this page or on the Amazon Dashboard under Actions – imports right away after you confirm. This takes a few minutes per marketplace.
Per run and marketplace, the import fetches one report. Amazon needs a few minutes to create it; the import waits up to five minutes. If the report is not ready by then, it stays requested (VCS Report ID on the marketplace participation), and the next run picks it up instead of requesting a new one – for at most 24 hours.
Each marketplace is imported on its own. If one fails, the reason is in its VCS Report Error, the next run requests a new report, and the other marketplaces carry on. After an import without errors, the time is in VCS Report Imported At.
The connector only takes over a report line if it has exactly as many cells as the header line, contains an Amazon Order ID (3-7-7 digits) and its amounts can be read. It leaves out other lines; their number is in the VCS Report Error, and the documents of their orders wait for the next report. If a required column is missing or no line can be read, the import stops with an error instead of running through empty.
The import only rewrites known transactions when there is news – a new status, new amounts, a document number or a link. The assignment to your document is kept.
If a report contains orders of other marketplaces of your account, the connector assigns each line to the marketplace that Amazon names in it – provided there is a marketplace participation for it, otherwise to the imported marketplace.
After every import, the uploads learn what Amazon decided (see below), and documents with Waiting for Amazon Data are checked again right away.

The summary of Import VCS Reports counts Marketplaces, Imported, Report not ready yet, imported by the next run and Failed.

Matching to your documents

Only with VCS with Own Invoices. Every upload needs the transaction its document answers; the connector looks for it before sending:

An invoice answers a shipment, a credit memo a return or refund – of the same Amazon order. A transaction that already belongs to another document is out of the question.
A transaction chosen with Choose Amazon Transaction applies as long as it fits the document.
If Amazon already has a document for a transaction (InvoiceUploaded, CreditNoteUploaded), the transaction only belongs to the document with that number. This way, a completed neighboring shipment does not settle the document of another shipment.
The connector finds open transactions by the total amount including VAT, to the cent; the sign does not count.
If the report only lists other amounts of the order, for example with a partial shipment, the document waits for a day – the report comes every six hours – and only then becomes Amount Mismatch. If the report lists nothing that fits at all, the waiting ends after seven days (the waiting for the shipment still after three days), counted from when the waiting began.
If a transaction fits, the total amount and the VAT must match Amazon's calculation to the cent. Then the document goes out with Amazon's amounts and the IDs of the transaction, and Document No. shows it here. If Amazon has not calculated any VAT (NoTaxCalculated), Amazon does not compare amounts; the document then goes out with its own amounts.

Amazon's verdict on your uploads

The invoice data report says what Amazon made of an uploaded document. This applies to the upload the transaction is assigned to:

InvoiceUploaded or CreditNoteUploaded: the upload becomes Accepted – even one that was rejected before.
InvoiceRejected or CreditNoteRejected: the upload becomes Rejected, with Amazon's Status Description as the reason. This only counts if the upload was sent at least six hours before the report was requested: until Amazon has seen a new upload, the report still shows the verdict on the old one.
If the report names the number of another document for the transaction, its verdict does not apply to your upload.

Fields

Field	Description
Amazon Order ID	Amazon order of the transaction.
Transaction Type	Shipment – it needs an invoice –, Return or Refund – they need a credit memo –, or Other for anything else that Amazon reports.
Shipment Date	When Amazon reports the shipment or the return. The list shows the newest first.
Marketplace Code	Marketplace on which the order was placed.
Invoice Status	Status of the invoice or credit note as Amazon reports it (see below). Green if Amazon has accepted the uploaded document, red if it has rejected it.
Status Description	Amazon's explanation of the status; for a rejected upload, the reason.
Invoice No.	Number of the invoice or credit note that Amazon knows for the transaction: Amazon's own number if Amazon issues the document, the number of your document after an upload.
Amazon Invoices	Amazon issues the invoice or credit note of this transaction itself; then nothing is uploaded.
Total Amount	Total amount including VAT as Amazon calculated it; returns and refunds are negative. Only from the invoice data report.
Total VAT Amount	VAT as Amazon calculated it; returns and refunds are negative. Only from the invoice data report.
Currency Code	Currency of the amounts (hidden by default).
Document Type	Whether the transaction is assigned to a posted invoice or credit memo (hidden by default).
Document No.	Posted document that is or was uploaded for the transaction.
Shipping ID	Amazon's ID of the shipment; Amazon wants one invoice per shipment (hidden by default).
Transaction ID	Amazon's ID of the transaction. For a shipment, it is the shipping ID; a credit memo must name the transaction ID of its return or refund (hidden by default).
Business Order	The order was placed via Amazon Business (hidden by default).
Order Date	When the order was placed (hidden by default).
Source Report	Invoice Data Report or VAT Calculation Report (hidden by default).
Last Reported At	When a report last brought news about the transaction – a new status, new amounts or a document number (hidden by default).

Invoice Status

Invoice Status	Meaning
InvoiceUploaded, CreditNoteUploaded (green)	Amazon has accepted the uploaded document.
InvoiceRejected, CreditNoteRejected (red)	Amazon has rejected the uploaded document; Status Description states the reason.
InvoiceCreatedByAmazon, CreditNoteCreatedByAmazon	Amazon issues the document itself (Invoice by Amazon); nothing is uploaded.
NoTaxCalculated	Amazon has not calculated any VAT, for example because no VAT registration number is stored for the country of departure. Amazon then does not compare any amounts.
others, e.g. InvoicePending	Amazon is still waiting for the document.

Actions

Action	Description
Import VCS Reports	After you confirm, imports the VCS reports of all marketplaces that invoice with VCS right away instead of waiting for the job: the invoice data report for VCS with Own Invoices, the VAT calculation report for VCS with Amazon Invoices. If no marketplace uses VCS, the message No marketplace uses VCS leads to the Amazon Marketplace Participations.
Open Amazon Invoice	Opens the invoice or credit note that Amazon issued for the transaction in Seller Central; you must be signed in with your seller account. Only enabled if the report provided a link.
Posted Document	Opens the posted sales invoice or credit memo of the transaction. Only enabled if a document is assigned to it.
Amazon Invoice Uploads	Opens the Amazon Invoice Uploads of the documents of this order.

Tips

Amazon's invoice number on the posted document

With VCS with Amazon Invoices, the posted sales invoice shows the Amazon Invoice No. field on the General FastTab, and the posted sales credit memo the Amazon Credit Note No. field – as soon as the report has provided a number, and also for users without an Amazon permission set. Choosing the number opens all documents that Amazon issued for the order. Amazon's interface does not hand out the PDF of the Amazon invoice in Europe; open it with Open Amazon Invoice in Seller Central.

The page stays empty

The page only fills up once a marketplace has a VCS setting in the Invoice Upload field and its first report has been imported. Check VCS Report Imported At and VCS Report Error on the Amazon Marketplace Participation. On the Amazon Dashboard, the Connection and sync card shows the least recent import under VCS reports imported – yellow after 12 hours or if nothing has been imported yet, red after 48 hours –, and the Waiting for you card reports VCS report import failed. Both lines open the affected marketplace participations.

When the import fails

Amazon refused the VCS report of marketplace … (HTTP 403) – The connector always fetches the VAT calculation report with a separate access token for buyer data, the invoice data report only if Amazon refuses it without that token. If Amazon refuses the report even with the token, check in Seller Central whether the app has the Tax Invoicing role.
Amazon did not hand out …, Amazon could not create … or … could not be downloaded – The next run requests a new report. If the error persists, contact ALTENBRAND support.
… has no column … or None of the … lines … could be read – Amazon may have changed the report; nothing was imported. Contact ALTENBRAND support.