Vendor Retail Procurement FAQ

Yes, when there is a requirement change, Amazon can change purchase order data after order creation. Vendors can use the getPurchaseOrders API with 'isPOChanged=true' to get updated orders. If Amazon changes a purchase order, the order will have a 'purchaseOrderChangedDate' field that indicates the timestamp for the order update. If this field does not exist, the order has not changed since creation.

Yes, Amazon can change the purchase order after a vendor has acknowledged it. Please refer to Order changes and cancellation for details.

The getPurchaseOrders API can be used to return orders with one or more canceled items. To do so, filter results with poItemState=Cancelled. This returns all orders containing one or more items canceled by Amazon after purchase order creation.

No, the backorder policy is determined by your Amazon business representative. Read the value in the isBackOrderAllowed field in the getPurchaseOrders API response to determine whether a backorder is allowed. When the value is "true", the order can be processed as a backorder. When the value is "false", backorders are not allowed.

No, Amazon does not allow vendors to send a higher quantity in the order acknowledgment than what was submitted in the purchase order. However, vendors can confirm lesser quantity than what was submitted in the purchase order.

Yes, order acknowledgments must be sent in order to successfully update the status of an order in the Amazon system. Amazon requires purchase order confirmation using the API or Vendor Central. If you are unable to meet Amazon order acknowledgement requirements using the API, you must confirm your purchase orders using Vendor Central. Please contact your Amazon business representative if you do not have a Vendor Central account.

Yes, every purchase order line item must be provided so Amazon can update the order status correctly.

Yes, provide the quantity so that the Amazon system can update the status of the line item correctly.

Do not process or ship an item that arrived with an invalid item number on the order. Please return the invalid item number on the order acknowledgement and acknowledge it as "invalid". Use the acknowledge code “Rejected” with appropriate rejection reason.

Yes, acknowledgments must return the exact same product identifier that was sent in the purchase order.

Yes, it is required so we can correctly update the status of the order. If you omit the acknowledgment code, the acknowledgment will be rejected by the system.

Partial shipments are allowed. Amazon recommends that you indicate one acknowledgement loop using the code "accepted" with the corresponding date and another acknowledgement loop using the code "backordered" and the corresponding date.

Accepted: For items that you can fulfill immediately.
Backordered: For the remaining quantity that you cannot fulfill immediately. The remaining quantity (ordered quantity minus all confirmed quantity) will be delivered later (backordered).

The listPrice segment is only required if a vendor sells books with a list price.

Use the getPurchaseOrdersStatus operation with filter itemConfirmationStatus=REJECTED. The response returns all orders that have one or more items with the status "rejected".

The getPurchaseOrdersStatus operation provides the order history in the orderedQuantityDetails field and acknowledgment history in acknowledgementStatusDetails field in the response.

The "PARTIALLY_ACCEPTED" status means that the vendor has accepted some items and rejected other items in the purchase order. Backordered items are considered as accepted.

Use the receivingStatus field in the getPurchaseOrdersStatus response to get the Amazon fulfillment center received status and received quantity.

Shipment confirmations where the shipmentConfirmationType is "Replace" let vendors correct previously submitted shipment confirmations by sending an updated version. A second shipment confirmation call will completely overwrite the first shipment confirmation data provided the shipmentIdentifier and sellingParty→partyId is identical for both transactions.

No, pallet, carton, and shipped quantity cannot be increased but can be reduced. In order to increase volumes, you need to send a second shipment confirmation with a new shipmentIdentifier. You can use the same Bill of Lading Number (BOL) reference if the additional units are to be delivered with the same shipment.

Vendors can verify the status of their original or replaced shipment confirmations via "Vendor Central >Orders> Shipments" or by using the Transaction Status API. Allow up to 30 min after submission for the system to show the original version or replaced version.

Vendors can verify the actual status of the original version or updated version of the invoices via "Vendor Central > Payments > Invoices". Allow up to 30 min after submission for the system to show the original version or replaced version.

If an invoice sent by API fails due to incorrect data, but a paper invoice has the correct data, then the vendor should update the information through the API using the correct data and the same Invoice ID.

If an invoice has incorrect data on both paper and API, cancel the invoice and send a new invoice with a new Invoice ID. Refer to business requirements for more details.

The SubmitInvoices operation allows vendors to send credit notes to Amazon. A credit note lists the products, quantities, and agreed prices for products or services that the vendor provided to Amazon and Amazon returned or did not receive. It can be issued in the case of damaged goods or errors in price where allowances or rebates are agreed on beforehand between Amazon and the vendor. Note: The credit note is not supported in all marketplaces.

Vendors need to complete parallel testing with our payments system before they can start using the SubmitInvoices operation for payment processing. When vendors begin sending their invoices using the API, the parallel testing phase begins.

During the parallel testing phase, vendors send both paper and API invoices for all orders shipped. Vendors are required to parallel test until the content of at least five to 10 invoice files are validated. Parallel testing is conducted with production POs and invoices. The Amazon team will contact you when parallel testing is complete or if there are any content discrepancies in your invoices.

When a vendor receives an email saying parallel testing is complete, they no longer need to send paper invoices. From that moment on they can process their payments by sending their invoices using the API.