Automate Amazon Seller Central Order Sync to Xero Invoices (Zapier)

1. **Log in to Zapier** and click 'Create Zap'. 2. **Set Trigger**: Search for 'Amazon Seller Central'. Select 'New Order' as the Event. Connect your Seller Central account (requires Professional Seller plan). Set the 'Order Status' to 'Shipped' to avoid syncing cancelled orders. 3. **Add Filter by Zapier**: Ensure the Zap only continues if the order is fully processed (e.g., Status matches 'Shipped'). 4. **Add Action - Xero (Contact)**: Select 'Find or Create Contact'. Map the 'Buyer Name' from Amazon to the 'Contact Name'. Use 'Search Field: Name' to prevent duplicate contacts. 5. **Add Action - Formatter by Zapier (Date/Time)**: If the Amazon date format isn't recognized, use Formatter to convert 'Purchase Date' into 'YYYY-MM-DD' for Xero compatibility. 6. **Add Action - Formatter by Zapier (Utilities)**: Use 'Line Itemizer' if your Amazon orders contain multiple SKUs. This transforms Amazon's comma-separated values into a format Xero's line items can read. 7. **Add Action - Xero (Invoice)**: Select 'Create Sales Invoice'. - Line Items: Use the 'Line Item' output from the previous Formatter step. - Account: Map to your 'Sales' Revenue account. - Tax: Select the appropriate Xero tax rate based on the 'Shipping Country' from Amazon. 8. **Setup Error Handling**: Click the '+' icon after the Xero step and select 'Path'. Set 'Path A' for success and 'Path B' for failures. Use 'Zapier Manager' in Path B to send an alert if the invoice creation fails (e.g., due to a missing SKU). 9. **Test & Publish**: Run a test with a recent Amazon order. Verify the invoice appears in 'Draft' or 'Awaiting Payment' in Xero. Turn on the Zap.

| Amazon Source Field | Xero Destination Field | Transformation / Logic | | :--- | :--- | :--- | | Amazon Order ID | Reference | Required; use as unique identifier to prevent duplicates. | | Buyer Name | Contact Name | Map to 'Find or Create Contact' step. | | Item Price (Gross) | Unit Amount | Use Formatter if currency symbols need stripping. | | SKU | Item Code | **Match exactly** to Xero Inventory Item Code for auto-deduction. | | Shipping City/Country | Branding Theme | Use 'Filter' or 'Paths' to apply specific tax regions. | | Order Date | Date | Use Formatter: `YYYY-MM-DD` (Required). | | Fulfillment Channel | Tracking Category | Optional: Map 'AFN' (FBA) vs 'MFN' (FBM) to Xero Tracking Categories. |

• **Multi-Line Items:** Amazon often sends multiple items as separate data strings. Without using 'Formatter > Utilities > Line Itemizer' or 'Looping by Zapier', Xero will only record the first item in the order. • **Tax Rounding:** Amazon and Xero represent tax differently (API vs. UI). Always set Xero to 'Tax Inclusive' or 'Tax Exclusive' consistently to avoid 0.01 currency mismatches. • **Rate Limits:** Amazon SP-API has strict polling limits. Avoid setting multiple Zaps to the same Amazon account; instead, use one Zap with 'Paths' to route data. • **Guest Checkouts:** Many Amazon orders use temporary email addresses. Map Amazon orders to a generic 'Amazon Customer' contact in Xero if you want to avoid cluttering your contact list.

- [ ] Trigger test: Does Zapier pull a recent 'Shipped' order successfully? - [ ] Duplicate check: Does 'Find or Create Contact' find existing contacts without creating a 'John Doe 2'? - [ ] Line Item test: Do orders with 2+ different SKUs show up as 2+ lines on the Xero Invoice? - [ ] Tax verification: Does the total in Xero match the 'Grand Total' in the Amazon Seller Central UI? - [ ] Status check: Review 'Zap History' to ensure no 'Task Limited' errors occurred during the first 24 hours live.