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How to Record Your Amazon Settlement Report in QuickBooks for Easy Reconciliation

This article helps Webgility Desktop users in setting up, syncing, and reconciling Amazon settlement reports including both FBA and FBM orders using Webgility Desktop with QuickBooks Desktop. Users can  maintain accurate records and ensure a smooth bank reconciliation process. Managing Amazon orders, fees, and deposits can be complex, particularly when reconciling with QuickBooks Desktop, but Webgility Desktop streamlines and automates this workflow.

Managing Amazon orders, fees, and deposits can be complex, especially when reconciling with QuickBooks. Webgility Desktop helps automate this workflow. This guide walks you through setting up, syncing, and reconciling Amazon settlement reports (including FBA & FBM orders) using Webgility with QuickBooks to ensure your records are accurate and your bank reconciliation is seamless.

Step-by-Step Instructions

1. Set Up QuickBooks for Amazon Orders & Fees

  • Create an Amazon Clearing Account

    • In QuickBooks, create a bank account named Amazon Clearing.

    • This acts as a virtual holding account for revenue before transfer to your actual bank account.

  • Create an Expense Account

    • Add an expense account called Amazon Expenses and Fees to track commissions, shipping, FBA/FBM charges, and advertising.

  • Create a Vendor

    • Add a new vendor named Amazon Vendor for better expense categorization and reporting.

2. Configure Webgility for Amazon Integration

  • Verify Amazon Store Connections

    • Go to: Webgility > Connections > Sales Channel

    • Confirm that both FBA and FBM channels are connected. If you only fulfill orders through FBA, ensure that only the FBA option is selected for order downloads.

    • Reauthorize if tokens are expired or data is missing.

  • Enable Order Downloads

    • Navigate to: Connections > Sales Channel > Settings > Download Settings.

    • Ensure the correct order statuses are selected and enabled for download.

    • Adjust the date range to match expected Amazon deposit periods.


3. Download & Post Amazon Settlement Reports

  • Go to: Orders > Amazon > Settlement Report in Webgility

  • Click Get Reports to import settlements reports.

  • Select the Settlement report one at a time and Click Post to QuickBooks:

    • Debit: Amazon Expenses and Fees

    • Credit: Amazon Clearing (to reflect total fees and adjustments)

Note: Posting transfers settlement details into QuickBooks, preparing for the next bank transfer step.

4. Transfer Settlement Funds to Your Bank Account

  • In QuickBooks:
    Go to Banking > Transfer Funds

  • Transfer From: Amazon Clearing

  • Transfer To: Your actual bank account

  • Ensure the date and amount match the closing balance of the Amazon settlement report.

5. Addressing Posting Discrepancies

  • If the amounts in QuickBooks and Amazon don’t match:

    • Review the Settlement Report Details in Webgility.

    • Check for missing invoices or unmatched transactions.

    • For unmatched deposits, manually transfer funds in QuickBooks from Undeposited Funds to your bank account.

6. Workflow Tips & Best Practices

  • FBA and FBM orders should be mapped to separate income and fee accounts in QuickBooks.

  • Always reconcile against the Amazon payout date, not the order date.