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Fixing Common Amazon Settlement Posting Issues Caused by Outdated or Mismatched Reports

This article helps Webgility Desktop users resolve Amazon settlement report posting errors. These errors often result from outdated report files, mismatched account details, or formatting issues. Users will be guided to review error messages, verify account information, download the latest report, check for formatting problems, and re-upload the corrected file. Following these steps ensures smooth settlement posting and accurate financial records.

Overview

If you're seeing errors when trying to post your Amazon settlement reports in Webgility Desktop, you're not alone. These errors can prevent your transactions from settling properly and delay your account reconciliation. The good news is that most of these issues can be resolved quickly by following a few key steps.

This article walks you through how to troubleshoot and correct these issues, ensuring your reports post correctly and your books stay accurate.

Root Cause

Settlement posting errors are typically caused by:

  • Account mismatches – Your report doesn’t match the account Webgility is connected to.

  • Outdated report versions – You’re uploading an older or incorrect report.

  • Formatting or data entry issues – There are typos, unsupported symbols, or missing fields in the file.

Step-by-Step troubleshooting: 

Step 1: Review the Error Message

Start by carefully reading the error message that appears when your report fails to post.

  • Does it mention the account, report format, or upload failure?

  • Take note of any error codes or descriptions.

This will help you pinpoint the exact problem.

Step 2: Double-Check Your Account Info

  • In Webgility Desktop, go to:
    Orders > Amazon > Settlement Reports

  • Confirm that:

    • The account number in Webgility Desktop matches your Amazon Seller account.

    • You’re using the correct sales channel and profile.

If you've recently changed Amazon accounts or credentials, update them in Webgility Desktop.

Step 3: Use the Most Recent Report

Make sure you're working with the most up-to-date data:

  • Download the latest settlement report directly from Amazon or your accounting/eCommerce platform.

  • Double-check the report date and file version.

  • Don’t reuse previously submitted reports, as this can cause duplicate or mismatch errors.

Step 4: Clean Up the Report Formatting

Before uploading, open the report and check:

  • Are all required fields filled in?

  • Remove any:

    • Extra spaces

    • Unsupported characters (like emojis, symbols)

    • Formatting errors

  • Save the file in a supported format, such as .csv or .xlsx.

Step 5: Upload the Correct Report

Once your file is ready:

  1. Go to:
    Orders > Amazon > Settlement Reports > Get Reports > Manual Import

  2. Upload your corrected file.

  3. Wait for confirmation that the report posted successfully.

You should see a success message or confirmation in the interface.