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Set Up Amazon Clearing Accounts for Webgility Desktop Settlement Posting

Before you enable automated Amazon settlement posting through Webgility Desktop, your QuickBooks Desktop company file needs a small set of clearing and expense accounts so orders, fees, and deposits land in the right places. This article walks you through creating those accounts and mapping them so your first settlement posts cleanly. 

For the full Amazon posting configuration once your accounts exist, see Recommended Settings for Amazon with 

When This Applies

You are moving from a manual monthly workflow (breaking down Amazon FBA and seller-fulfilled sales in a spreadsheet, then entering invoices, checks, and deposits in QuickBooks Desktop) to letting Webgility Desktop post your Amazon settlements automatically. You have Amazon Seller Central connected to Webgility Desktop and QuickBooks Desktop connected as well.

What Webgility Desktop Posts and Where

Webgility Desktop posts three kinds of transactions from an Amazon settlement into QuickBooks Desktop:

  • Orders post as sales invoices or sales receipts against the customer or the standard customer you have configured.
  • Amazon fees (FBA fees, referral fees, storage fees) post as checks or bills against the fee expense accounts.
  • Reserves and refund adjustments post through a settlement deposit into your Amazon clearing bank account.
  • FBA inventory adjustments.

Each of those needs a matching account in your QuickBooks Desktop Chart of Accounts before you enable settlement posting.

Steps to Create the Accounts and Map Them

Step 1: In QuickBooks Desktop, open Lists > Chart of Accounts and create a new bank account named Amazon Clearing (or a name that matches your accounting convention). This is where settlement deposits land before you transfer the net amount to your operating bank.

Step 2: Create expense accounts for the Amazon fee categories you want to track separately (for example, Amazon FBA Fees, Amazon Referral Fees, Amazon Storage Fees). One account per category keeps your Profit and Loss report clean.

Step 3: If your Amazon settlements include reserves you want visible separately, create an Amazon Reserves other-current-liability.

Step 4: Open Webgility Desktop and go to Connections > Accounting/POS/ERP > Sync Settings > Expense and fee, Click on the Refresh button (to downoad latest accounts)then map the accounts you created: assign the Amazon Clearing bank account under the settlement deposits section, and assign each fee expense account under the fee mapping section.

Step 5: Save the settings, then download your most recent Amazon settlement report and post one line item at a time to confirm each transaction lands under the correct account. The full settlement download and posting flow is in Download and Post Amazon Settlement Reports with Webgility Desktop.

Important Note

Set a Webgility posting start date that is after your last manually entered Amazon transaction so historical entries and Webgility-posted entries do not overlap in QuickBooks Desktop.


 

Key Recommendation

Post one settlement first and reconcile the Amazon Clearing bank account before you turn on the scheduler for automated settlement posting. That single-settlement pass catches any missing account mapping before it becomes a batch of corrections.

 

Additional Support

If your first settlement posts show fees under unexpected accounts, review your fee-account mapping in Sync Settings and reconcile any unpaid bills that appear in QuickBooks Desktop using How to Reconcile Unpaid Bills for Amazon Expenses and Fees in QuickBooks. If you still need help, contact Webgility Support with your Amazon settlement ID and a screenshot of your Sync Settings screen.