Invoices: Navigating Supply Chain Documentation on Amazon

Throughout this year, Amazon has increasingly tightened its compliance procedures. Understanding the essentials of supply chain documentation emerged as a critical aspect of account health management on Amazon.   Amazon’s willingness (or not) to accept invoices for products sold on their site has turned into a crucial necessity for every seller who is looking to avoid ASIN or account-level suspensions.

The Enigma of Amazon’s Rejections

Amazon’s knee-jerk, automated-sounding messages often lead to baffling rejections of a seller’s comprehensive documentation.  While these automated processes offer Amazon the benefits of speed and scalability, they also create nonsensical listing investigations that hurt sellers. 

The Importance of sending in Accurate Invoices

Accurate invoices play a pivotal role in establishing the legitimacy of a seller’s supply chain. Since Amazon places a high premium on the integrity of supplier info, sellers must ensure that their documentation aligns with the platform’s stringent requirements. Key components to consider while preparing invoices include:

1. Correct Information: Meticulous attention to detail is essential when preparing invoices. Sellers must ensure that the invoices are addressed to the right entity and precisely match all information registered in their Seller Central account. Even minor discrepancies in company name, item quantities, or contact info will lead to outright rejections. While entirely avoidable and always frustrating, these disruptions frequently occur to a seller’s business operations.
2. Supplier Contact Information:  Invoices should include the direct contact person’s name, title, phone number, and email address. This enables Amazon’s investigators to verify the authenticity of the supplier and fosters an environment of trust between sellers and the platform.
3. Product Identifiers: Invoices should contain Universal Product Codes (UPCs) or other Global Trade Item Numbers (GTINs) to enable easy and accurate identification of the products sold. By including these identifiers, the odds are that policy teams will accept the invoices.  
4. Verify Supply Chain: Sellers must ensure they can effectively trace the entire supply chain, from their supplier back to the brand owner. This not only streamlines an investigator’s review process but also safeguards against potential complications in the future, just in case Amazon thinks that you were asked for “more information” but failed to provide it.  

Cautions Against Fraudulent Tactics

Regrettably, some sellers resort to fraudulent practices in an attempt to circumvent Amazon’s compliance measures. These tactics may include manipulating invoices, or employing “invoice creation” services that tamper with or fabricate legitimate documentation. Sellers must be aware that engaging in such deceptive practices poses substantial risks, including permanent account deactivation when Amazon uncovers the deception. They insist upon a seller’s honesty and transparency in their business practices, and this is non-negotiable.  

Fostering Strong Bonds with Brand Owners

Building and nurturing strong relationships with brand owners or authorized distributors is a critical aspect of a reseller’s success. Directly purchasing from the brand also significantly reduces the risk of encountering supply chain issues, given that your sourcing is much more transparent and verifiable. Moreover, if Amazon requests your letter of authorization and you can provide it, you’ve gone a long way towards establishing legitimacy and proof of compliance. Given that changes in Amazon’s compliance requirements can occur with little notice, it’s up to you as the seller to stay informed. To secure long-term success, sellers must proactively monitor Amazon’s evolving policies and be on top of any changes they may or may not post prominently. Working with compliance experts and creating comprehensive training programs will help you adapt sourcing strategies and maintain a competitive edge on Amazon.