Settlement-to-bank reconciliation
Tie settlement reports to deposits and the accounting records for the matching period. Keep timing differences, withheld balances and unresolved items visible instead of forcing a net figure to agree.
For Amazon sellers and online retail businesses
Amazon Seller Accounting and Settlement Reconciliation
Tie marketplace settlements to bank deposits and accounting records, separate fees and refunds, and keep inventory and month-end schedules ready for review.
The deposit is not the sales report
Amazon may send a net settlement after deducting fees, refunds, advertising charges, reserves or other adjustments. If the deposit is posted as revenue without reconciling the underlying activity, sales, expenses and margin can become difficult to interpret.
A useful workflow starts with the source settlement report, identifies the accounting period and bank deposit, and records each material component according to the client-approved chart of accounts. Differences that cannot be explained from the available evidence should remain visible for review.
What the accounting workflow can cover
The scope depends on the seller’s reporting setup, fulfillment model, other sales channels and existing accounting policies. Work is based on available source records and reviewed through the client’s established process.
Fees, refunds and adjustments
Separate relevant selling, fulfillment, storage, advertising, refund, chargeback, reimbursement and other settlement components where the source reports support that breakdown.
Inventory and cost of goods sold
Maintain agreed inventory movement and COGS schedules from available purchase, fulfillment and stock records. Flag missing quantities, valuation assumptions and cut-off questions for client or CPA review.
Other sales channels
Keep Amazon activity distinguishable from Shopify, wholesale or other channels so combined revenue does not hide channel-level differences or duplicate sales.
Month-end close support
Prepare reconciliation schedules, exception notes and agreed reporting inputs that make the close easier to review and repeat in the next period.
CPA and tax-provider handoff
Organize supporting reports and sales data for the client’s CPA or tax provider. Tax positions, inventory accounting policy and return filing remain outside this bookkeeping-support scope.
A repeatable monthly process
1. Collect the source records
Agree which settlement, transaction, refund, inventory and bank reports are needed, including their reporting periods and owners.
2. Reconcile the settlement
Match payout activity to bank deposits and the accounting file. Separate fees, refunds, reserves and other supported components.
3. Investigate exceptions
Document timing items, missing reports, duplicate entries and unexplained differences with source references and questions for the reviewer.
4. Prepare the close handoff
Provide agreed reconciliation schedules and reporting inputs. The client or its CPA retains approval of accounting treatment and tax decisions.
Clear accounting and tax boundaries
Accounstone provides defined accounting preparation and bookkeeping support within an agreed scope. The client retains banking control, accounting-policy decisions and approval of proposed adjustments. Sales-tax nexus determinations, tax advice, tax-return filing and software implementation remain with the client’s appropriately qualified adviser or service provider.
Amazon seller accounting questions
Frequently Asked Questions
Why does an Amazon settlement not match the bank deposit?
A settlement can combine sales, refunds, marketplace fees, advertising charges, reimbursements, reserves and other adjustments. The reconciliation needs to account for the settlement period and each relevant component rather than treating the net deposit as total sales.
Can you reconcile Amazon Seller Central reports with QuickBooks or Xero?
We can review the reports, exports, accounting file and current workflow to define a suitable reconciliation process. We work within the existing setup and do not assume a direct integration is available or that software changes are required.
Do you support both FBA and seller-fulfilled orders?
The scope can be based on the reports and records available for your fulfillment model. Amazon fees, refunds, inventory movements and settlement details should be mapped to the relevant accounting records using an agreed process.
Can you track inventory and cost of goods sold?
We can maintain agreed inventory and COGS schedules using the source records supplied and the accounting method approved by your business or CPA. Inventory valuation methods, adjustments and accounting-policy decisions remain with your authorized reviewer.
Do you file Amazon sellers’ sales tax returns or provide tax advice?
No. We can organize sales and transaction data for review by your CPA or sales-tax provider. Taxability decisions, nexus conclusions, tax advice and filing remain with the appropriately qualified tax professional or service provider.
What do you need to scope the work?
Useful starting points include the accounting software, reporting period, Amazon settlement and transaction reports, bank statements, inventory records, other sales channels, and the current reconciliation or close process. Access should be granted through the client’s approved security process.
How should Amazon fees, advertising charges and reimbursements be separated?
Use the settlement and transaction reports available for the period to distinguish marketplace fees, advertising charges, refunds, reimbursements, reserves and other adjustments where the source data supports the split. The business or its accountant approves the chart-of-accounts mapping; items that cannot be identified from the reports should remain exceptions.
How should withheld reserves and delayed settlements be recorded?
Keep the settlement period, reported reserve or withheld amount, and eventual release or adjustment traceable in the reconciliation. A delayed payout should not be treated as missing sales or an unexplained bank difference without reviewing the underlying settlement records.
Can Amazon activity be reconciled separately from other sales channels?
Yes. The scope can identify Amazon as one sales channel and keep its reports and settlement periods traceable, while mapping agreed totals into the shared accounting ledger. If the business also sells through its own store or other marketplaces, the combined reporting method should be agreed without losing channel-level detail.
What should be checked when inventory records do not agree with sales reports?
Record the difference between the inventory source, purchase or adjustment records and the accounting schedule, then identify missing movements, returns or timing items that need review. The business or its accountant approves inventory valuation and costing decisions; bookkeeping should not invent quantities or costs to force a match.
Free consultation
Discuss Your Amazon Settlement Workflow
Tell us which reports and accounting software you use, how settlements are reconciled today, and where fees, refunds, inventory or month-end schedules need attention.
- Start with one client or one month of close work
- We prepare; your firm reviews, signs and e-files
- No EFIN, no banking control, no client-facing contact without your say-so
Make marketplace activity easier to reconcile
Start with the settlement reports and accounting records you already use, then define a repeatable review process for the next close.