Amazon Vendor Central and Stokly ERP
Integration Agency & Consultants
Operational pressure usually peaks when the gap between Amazon Vendor Central sales and Stokly ERP financials begins to stall the month-end close. At low volumes, teams can manually bridge the reconciliation gap, but scale introduces errors and chargebacks that are difficult to track. This integration connects Amazon's marketplace requirements with Stokly's core ERP functions, ensuring inventory visibility and financial reporting are accurate. By automating the flow of orders and cost data, teams can eliminate the manual data entry and reconciliation errors that slow down financial reporting and commercial decision-making.
Scoping data gaps and system inefficiencies
We connect Amazon Vendor Central and Stokly ERP to your Marketplaces and ERP systems quickly and efficiently. Our consulting services are invaluable for businesses looking to optimise Amazon Vendor Central and Stokly ERP integrations across Marketplaces. Through our system audit services, we identify inefficiencies and integration gaps, enabling both our consultants and your team to take decisive action. This ensures your ERP and tech ecosystems run smoothly, supporting reliable operations and helping you deliver an excellent customer experience across all Marketplaces.
Solution Design
Our design for Amazon Vendor Central and Stokly ERP integration focuses on data integrity between marketplace demand and ERP inventory. We typically treat Stokly as the primary system of record for stock levels and financial transactions. A key design decision involves how Purchase Orders from Amazon flow into Stokly as Sales Orders to eliminate manual re-keying. We also address the timing of shipping notifications to ensure Amazon receives accurate dispatch data only after the warehouse completes the pick. This approach involves a trade-off between real-time updates and system stability, where we often prioritise reliable batch processing for inventory levels. The result is an operating model where the finance team relies on Stokly for reconciliation while operations maintains a clear view of Amazon fulfilment requirements.
Synchronising purchase orders and stock levels
In this configuration, Stokly acts as the system of record for inventory and financial data. When Amazon Vendor Central issues a Purchase Order, the integration synchronises the data into Stokly as a Sales Order. This prevents the manual entry errors that typically delay order processing. As fulfilment progresses in Stokly, shipping updates are sent back to Amazon to maintain accurate status tracking. Inventory levels are updated from Stokly to Amazon on a regular cycle to ensure stock availability reflects what is physically in the warehouse. This synchronisation helps ensure that Amazon Vendor Central data and chargebacks map correctly to the Stokly chart of accounts and inventory costing methods.
Orchestrating workflows through secure middleware platforms
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations enables secure, efficient integration between Amazon Vendor Central, Stokly ERP, and Marketplaces. This approach simplifies connecting Amazon Vendor Central with Stokly ERP and other ERP systems, supporting Marketplaces while ensuring data protection. IPaaS platforms offer centralised management, automation, and compliance, making ERP and Marketplaces integration reliable and secure for businesses handling sensitive information.
Monitoring data integrity and sync errors
Visibility means catching inventory mismatches or order sync failures before they impact your operations. A simple 'connected' status is insufficient; we surface the specific data errors, such as shipping notification failures or SKU mapping gaps, that lead to financial discrepancies. By monitoring the integrity of the data between Amazon and Stokly ERP, we identify hidden issues in the order-to-cash process. This early detection ensures that small sync errors do not escalate into missed shipping windows or bank reconciliation headaches.
Handover for finance and operations teams
After the integration goes live, your finance and operations teams take ownership of the day-to-day workflows. Training is focused on the practicalities of the new operating model, ensuring teams know which system owns specific data and how to handle alerts. Finance learns to monitor the reconciliation between Amazon sales and Stokly records, while the operations team manages the fulfilment flow. We provide operational documentation that explains how to identify and resolve common issues, such as sync errors or stock discrepancies. This handover ensures the team understands what to check on a regular basis to maintain data integrity across both systems.
Maintaining governance and resolving exceptions post-launch
Our support model is built on ongoing monitoring to catch sync errors before they compound. We track the flow of orders and inventory data between Amazon and Stokly to identify EDI transmission issues or data discrepancies that disrupt your workflow. When a failure occurs, we work to resolve the bottleneck to minimise impact on your warehouse and finance teams. We provide a defined process for handling exceptions, ensuring Stokly remains the authoritative system of record as your Amazon volume scales.
Common failures
Mismatched unit of measure
Operational impact: Amazon Vendor Central frequently orders in case packs, but Stokly may manage stock in single units ('eaches'). This discrepancy can cause Purchase Orders for 100 cases to be processed as 100 single items, leading to significant under-shipments. The result is rejected Advance Shipping Notices (ASNs), costly chargeback fines for non-compliance, and disruption for the fulfilment team.
Prevention / Action: The integration logic must perform unit of measure conversion as a core function. Before a Sales Order is created in Stokly, a mapping layer should translate Amazon's case quantities into the correct 'each' quantity based on pre-defined rules. Stokly SKUs must be configured with a clear base unit and associated case-pack conversion factors to serve as the source-of-truth for this logic.
Delayed or failed Purchase Order Acknowledgements
Operational impact: Amazon's vendor platform requires a timely electronic Purchase Order Acknowledgement (POA/EDI 855) to confirm acceptance of a PO. If the integration fails to send this acknowledgement from Stokly within Amazon's specified window, the entire order can be automatically cancelled. This generates lost revenue and negatively impacts vendor performance metrics, creating reconciliation work for the finance team who see POs in Stokly that never become invoices.
Prevention / Action: The integration's workflow must prioritise the POA transmission immediately after a Purchase Order is successfully created and validated in Stokly. This process requires its own monitoring and exception handling to alert operators to transmission failures. Implementing a retry strategy for transient errors and clear escalation paths for persistent failures is critical to prevent order cancellation.
Inaccurate Advance Shipping Notices (ASN)
Operational impact: Amazon's fulfilment centres have strict data requirements for incoming shipments, governed by the ASN (EDI 856) message. Errors in the ASN, such as incorrect carrier codes, missing SSCC pallet identifiers, or mismatched quantities, can lead to delivery refusal at the fulfilment centre gate and substantial non-compliance chargebacks. This forces the finance and operations teams into a lengthy process of investigation, disputing fines, and managing returned stock.
Prevention / Action: ASN generation logic must be configured to meet Amazon's exact specifications, mapping data from Stokly dispatch records carefully. Data ownership must be clear, with Stokly acting as the source for all information required to build the ASN, including item quantities, package structures (cartons on pallets), and carrier details. The process should only trigger after the warehouse confirms the order is packed and all data is physically and digitally correct.
Product data and SKU lifecycle mismatch
Operational impact: If Stokly is the item master, any failure to synchronise SKU updates to Amazon's catalogue creates ordering problems. Amazon may continue to issue Purchase Orders for items that have been made obsolete in Stokly, forcing the vendor to reject the PO and damaging their performance score. It also leads to manual clean-up for merchandising and sales teams and delays revenue from new product introductions that are not synced promptly.
Prevention / Action: Stokly must be designated the single source-of-truth for an item's commercial status (e.g., active, end-of-life). The integration should include a scheduled, recurring process to synchronise SKU data and availability status with Vendor Central. A clear operational process for discontinuing products is essential, ensuring an item is made unavailable for ordering on Amazon before it is archived in Stokly.
Frequently asked questions
If we integrate Amazon Vendor Central with Stokly ERP, which system becomes the source of truth for inventory?
In this operating model, Stokly ERP is treated as the definitive source of truth for all inventory levels and item records. Purchase Orders from Amazon Vendor Central create corresponding Sales Orders in Stokly, and stock levels are decremented upon despatch. This configuration prevents overselling and ensures financial reporting in Stokly is based on accurate stock valuation.
Our finance team struggles to reconcile Amazon payments and chargebacks. How does this integration handle that?
The integration automates the creation of financial transactions in Stokly ERP from the settlement reports provided by Amazon Vendor Central. It maps Amazon's complex fees, promotional costs, and chargebacks to the correct accounts in your Stokly chart of accounts. This provides a clear audit trail and significantly reduces the manual work required for the month-end close.
How does the integration handle Amazon’s case pack ordering versus our unit-based stock in Stokly?
This is a critical failure point that requires precise mapping during implementation. The integration logic is configured to translate units of measure, so a Purchase Order for 100 cases from Amazon Vendor Central is correctly recorded as an order for 1,200 eaches in the Stokly Sales Order (assuming a 12-pack). This ensures Stokly's inventory records are depleted correctly, preventing major stock discrepancies.
Does the integration automate the EDI messages required by Amazon, like Purchase Order Acknowledgements?
Yes, managing required EDI transactions is a core function of the integration. When an Amazon Vendor Central Purchase Order is accepted in Stokly ERP, the system can automatically transmit the EDI 855 Purchase Order Acknowledgement back to Amazon. Automating this step is essential for maintaining vendor compliance and avoiding the financial penalties that result from late acknowledgements.
How can we ensure our Cost of Goods Sold (COGS) is recorded accurately in Stokly ERP for Amazon sales?
By using Stokly ERP as the financial system of record, the integration ensures correct COGS accounting. When a sale from Amazon Vendor Central is processed, the cost price from the Stokly Item Record is used to create the journal entry. This provides precise profitability reporting for your Amazon sales channel and eliminates error-prone manual calculations.