Amazon FBA and Stokly ERP
Integration Agency & Consultants
The pressure on the Amazon FBA and Stokly ERP connection usually peaks when settlement reports no longer clear without manual intervention or when stockouts occur due to inventory latency. At scale, the gap between Amazon's fulfilment data and Stokly's financial records creates significant reconciliation debt. We focus on ensuring that Amazon merchant SKUs map precisely to Stokly master data, preventing ghost stock and ensuring every settlement line is accounted for in your core ERP.
Audit of marketplace and ERP configuration
We connect your Amazon FBA and Stokly ERP integrations with expertise, supporting your business across Marketplaces and ERP platforms. Our consulting services are invaluable, with our system audit services providing a thorough review of your Amazon FBA and Stokly ERP setup. This enables both our consultants and your team to take decisive action, ensuring your Marketplaces and ERP technology ecosystems run efficiently. As a result, you can deliver a consistently excellent experience to your customers.
Solution Design
Our design for Amazon FBA and Stokly ERP prioritises financial auditability and inventory protection. We typically establish Stokly as the master for product data, while Amazon FBA manages logistics. A key design decision involves the timing of order postings versus settlement reconciliation. In many implementations, we push for frequent order sync to maintain stock levels, while managing financial data in defined cycles aligned with Amazon settlement periods. This trade-off provides ops with the data needed for daily management while allowing finance to reconcile against verified marketplace statements without creating a high volume of un-reconciled records. This ensures the ecommerce team tracks performance regularly while finance maintains ledger accuracy in Stokly ERP.
Governing data flow from sale to settlement
The integration creates a governed data flow where Stokly ERP acts as the master for product data and consolidated inventory, while Amazon FBA handles outbound logistics. Orders are typically posted to Stokly on a defined schedule to trigger stock deductions and preserve global inventory accuracy. A core focus is the handling of Amazon settlement reports, mapping complex marketplace fees, refunds, and storage costs to specific financial categories in Stokly. By automating the transition from sale to settlement, the system ensures that your financial records reflect actual marketplace performance without requiring manual journal entries.
Securing the connection with compliant middleware
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations enables secure, efficient integration between Amazon FBA, Stokly ERP, and Marketplaces. This approach simplifies connecting Amazon FBA and Stokly ERP with other ERP systems and Marketplaces, ensuring data integrity and compliance. IPaaS platforms offer centralised management, automation, and robust security, making complex integrations straightforward and reliable for businesses handling sensitive data.
Surfacing exceptions across FBA warehouses
Operational visibility is about detecting the silent failures that traditional reporting misses. Discrepancies between Amazon FBA and Stokly ERP often hide in SKU mismatches or settlement lines that fail to post. We focus on surfacing these exceptions directly, so your team can resolve a specific sync error rather than manually auditing thousands of orders. This approach moves the team from constant data checking to management by exception, ensuring that inventory levels across FBA warehouses are accurate and that every Amazon fee is accounted for in your ERP.
Operational handover for finance and operations
Handover focuses on how finance, ecommerce, and operations teams manage the Amazon FBA and Stokly ERP integration. Finance teams learn to coordinate marketplace settlements as they post to the ERP, while operations teams manage the routines for stock synchronisation and FBA fulfilment status. We define clear ownership for reading alerts from the integration layer, ensuring each team knows which department handles specific exception types. Documentation is delivered as a practical operational guide written for those running the business, not a technical archive. This ensures the team can maintain accurate inventory and financial processes independently.
Monitoring data integrity after go live
Post-launch support focuses on the operational health of the data flow between Amazon FBA and Stokly ERP. We monitor for synchronisation failures that could lead to stockouts or reconciliation gaps, catching errors before they compound into month-end overhead. If an Amazon settlement fails to map correctly or an inventory update stalls, we provide the technical diagnosis and a clear path to resolution. This proactive monitoring ensures your ops and finance teams can maintain momentum, trusting that the marketplace data in Stokly ERP remains a reliable source of truth as volumes grow.
Common failures
MSKU and SKU mapping failures
Operational impact: When the Amazon Merchant SKU (MSKU) does not exactly match the Stokly Product SKU, automated shipment notifications fail and inventory levels cannot sync. This creates ghost stock in the system where items appear available in Stokly but are already committed or sold on Amazon. The result is a backlog of manual alias mapping and potential overselling on other channels.
Prevention / Action: Maintain a strict 1:1 mapping between Amazon MSKUs and Stokly SKUs. Where naming conventions differ, use manual alias mapping within the integration layer to ensure every Amazon order correctly identifies the corresponding product record in Stokly's master data.
Duplicate invoicing with Amazon VCS
Operational impact: If the Amazon VAT Calculation Service (VCS) is active, Amazon automatically generates tax invoices for the customer. If Stokly is also configured to generate invoices for these same FBA orders, the customer receives duplicate tax documents. This creates confusion for the buyer and creates a compliance risk for the finance department during VAT reconciliation.
Prevention / Action: Disable Stokly's native invoice generation specifically for FBA-fulfilled orders when Amazon VCS is enabled. The integration should capture the transaction data for financial reporting and stock decrementing without triggering a secondary customer-facing document.
Orphaned 'Unsellable' returns
Operational impact: FBA inventory returned by customers as 'Unsellable' is often left in a virtual location within Stokly. Because Stokly does not automatically reconcile these returns back into local sellable stock, items can remain in a 'Damaged' or 'Wastage' location indefinitely. This hides the true value of stock and delays manual inspections or disposal orders.
Prevention / Action: Map Amazon return dispositions to specific virtual locations in Stokly. Routinely process these virtual locations through manual adjustment or disposal orders to ensure the ERP reflects actual physical stock value and availability accurately.
Settlement report mapping gaps
Operational impact: Amazon settlement cycles include complex fee structures, storage charges, and tax adjustments. If these are not mapped to the correct general ledger codes in Stokly, finance faces significant reconciliation debt at month-end. Unmapped fees lead to margin erosion that remains hidden until a manual audit is performed.
Prevention / Action: Configure the integration to parse Amazon Settlement Reports line by line, mapping order-related fees and non-order charges (like storage or advertising) to specific Stokly accounts. Use exception handling to flag unrecognised fee types rather than allowing the sync to fail silently.
Frequently asked questions
How does the integration handle the financial reconciliation of Amazon's fees and payouts against our Stokly ERP?
The integration uses Amazon's Settlement Report, not just the sales order data, to capture a complete picture of all transactions. This report details FBA fees, storage charges, and other costs, which are then used to create a corresponding journal entry in Stokly. This allows your finance team to accurately reconcile the net bank deposit from Amazon against gross sales, avoiding a complex manual month-end close.
Amazon orders can sit in 'Pending' status for a long time. When do these sales orders actually get created in Stokly?
To maintain accuracy, the integration is configured to only create a sales order in Stokly ERP once Amazon confirms the order status has moved to 'Unshipped'. It deliberately ignores 'Pending' orders, as these have not yet been guaranteed by Amazon. This prevents Stokly from being cluttered with unconfirmed orders that might never be fulfilled, ensuring only committed sales are processed.
We also fulfil some orders ourselves. How does the integration stop Stokly from trying to fulfil our FBA orders?
The integration automatically identifies the fulfilment channel for each incoming Amazon order. Orders marked 'Amazon-fulfilled' (FBA) are created in Stokly for financial recording but are flagged to prevent any fulfilment request being generated. This ensures Stokly only ever attempts to process pick, pack, and ship workflows for your 'Merchant-fulfilled' orders, avoiding operational duplication and confusion.
How does the integration prevent 'unsellable' FBA stock from appearing in our available inventory level in Stokly?
A correctly configured integration differentiates between inventory dispositions within Amazon FBA, such as 'sellable', 'reserved', and 'unsellable'. It is configured to sync only the 'sellable' quantity for any given SKU back to the master inventory record in Stokly. This gives you an accurate, consolidated view of sellable stock and prevents you from promising damaged or reserved units to customers on other channels.
Which system is the 'source of truth' for product information like SKUs and pricing?
For data consistency, Stokly ERP must be the single source of truth for all master product data, including the SKU, item record, and price lists. Product information is created and managed within Stokly before being synchronised with the corresponding Amazon listings. This prevents data conflicts where an Amazon FBA sale order has a price that doesn't match the master financial records in Stokly, which would cause reconciliation errors.