Shipping Orders (Amazon)


Brightpearl is your central order processing system for all your integrated sales channels. All orders from Amazon need to be processed through fulfillment and shipping in Brightpearl (or via your shipping application). As these processes are completed Brightpearl will update Amazon. Letting Brightpearl manage all your orders ensures accurate inventory management. If you are using a shipping application other than ShipWorks or ShipStation please let us know and we will discuss other options.

Once your orders have downloaded into Brightpearl they will be visible on the recent sales list along with all your other orders. They need to be shipped like any other order, by fulfilling to a goods-out note which is then printed, picked, packed and finally shipped. Amazon orders can also be shipped in one or more shipments, from one or more warehouses using advanced fulfillment.

Fulfillment & the goods-out note

Fulfillment is the process of creating the goods-out note for an order. This can be done one order at a time, or in batches. The goods-out note is the document which will be sent with the order. Often this will be printed onto paper with the customer’s delivery address positioned a sticky label which can be placed on the front of the package. Alternatively it can be folded up and placed in a plastic wallet, carefully ensuring the customer’s delivery address is at the front so it can be secured to the front of the package.

Your goods-out note is created in Brightpearl using a template. This might be same one you use for all your orders, or it might be a special design specifically for Amazon orders, including using a different logo if desired.

Partial shipments & back orders

Amazon allows orders to be fulfilled in multiple shipments. This means you can use advanced fulfillment in Brightpearl for Amazon orders. Once the first item is shipped the customer will be charged in full for the order.

Amazon orders should not be split to back orders. The back order would not be reflected in Amazon and would not be connected to the Amazon order; only the downloaded order is connected. Any items moved to a back order would never be marked as shipped in Amazon unless it is done directly in Amazon. For these reasons back orders should not be used on Amazon orders.

Print, pick, pack & ship

Once you have fulfilled the order to a goods-out note it is printed and moved onto picking and packing the items then finally shipping. Tracking references can be entered at the packing stage. Some steps can be skipped if they are not required in your processes, but the important step is to mark the goods-out note as shipped. This triggers several things:

  • Inventory update
    As soon as the order is marked as shipped in Brightpearl it signals that the items have left the building and so the in stock figure is reduced. This has no effect on the availability on Amazon since it is the on hand level that is synchronized; this was reduced as soon as the order was downloaded.
  • Order status update
    The order shipping status is updated in Brightpearl and in Amazon. In Amazon the order is marked as “shipped” which automatically emails the customer to let them know their order is on the way.
    Amazon require a shipping method to be sent from Brightpearl, although it is not referenced on the Amazon order. This means you must have at least one shipping method setup.
  • Accounting entries
    (When using cost of sales accounting only) Since the items are no longer in stock your inventory asset value must be reduced and the cost of sales recorded.

Note: Brightpearl will reconfirm Amazon shipping dates. The shipping date in Brightpearl will always be the one used by Amazon. This means that if an order is marked as shipped in Brightpearl it will upload that date/time to Amazon even when the order has already been marked as shipped directly in Amazon. This may cause Amazon shipping rules to be broken if the requirements are not met by the Brightpearl date/time.

Shipping confirmation emails to customers

When the order is shipped in Brightpearl the order will be updated with shipments on Amazon. To ensure shipping updates are sent back to Amazon from Brightpearl you will require at least one shipping method setup. Amazon require a shipping method to be sent with every shipping message, Brightpearl will use the default shipping method (ID = 1) to send with each shipping update, this means at least one shipping method must have been created.

Any tracking reference entered against the goods-out note in Brightpearl will be sent to Amazon and emailed to the customer in the shipping confirmation.