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How to Resolve Amount Discrepancies Between Amazon Settlements and QuickBooks Desktop Invoices

This article helps Webgility Desktop users in diagnosing and resolving discrepancies between Amazon settlement report amounts and QuickBooks Desktop invoices. These differences typically arise because expenses and fees are posted in QuickBooks Desktop at the order level as separate entries rather than directly on the invoices. The article offers a step-by-step procedure to identify the cause and address the issue, ensuring accurate financial reconciliation.

Overview

Discrepancies between settlement report amounts and QuickBooks (QB) invoices are common issues. This typically occurs because expenses and fees are posted in QuickBooks at the order level as separate entries, not directly on the invoices themselves. This article provides a step-by-step operational procedure to diagnose and resolve this issue.

Common Causes for Discrepancies

  • Expenses and fees are not included on invoices: QB posts them as individual order-level entries, not as part of the invoice totals.
  • Reconciliation expectations: You often expect the settlement report total to match the QB invoice sum, without considering order-level fees/expenses.

Step-by-Step Resolution Process

1. Verify the Reported Discrepancy

  • Confirm details about the report (dates, orders, amounts).
  • Review examples of specific orders where totals do not match.

2. Review the Posting Logic

  • Clarify that:
    • Invoices record the subtotal for items sold.
    • Expenses and Fees (e.g., shipping, transaction fees) are posted as separate entries tied to each order.
    • Settlement reports combine both invoice totals and expenses/fees.

3. Navigate QuickBooks to Locate Expenses and Fees

  • Follow the steps:
    • Open QuickBooks and access the relevant company file.
    • Go to Reports > Transaction List by Customer or Orders module.
    • Locate the specific order.
    • Review associated expense and fee entries—these may appear as Expense, Vendor Bill, or similar.
    • Reconcile these against the entries in the settlement report.

4. Reconcile Settlement Reports Against QB Entries

  • Add the invoice amount and order-associated expenses/fees in QB for the same order.
  • The total should match the amount shown for that order in the settlement report.
  • If the amounts still do not reconcile, check for:
    • Posting mistakes (e.g., duplicate entries or missing records)
    • Delays in posting or syncing
  • Review findings and confirm that the QB totals (invoice + expenses/fees) match the settlement report for each order.

Further Resources