Settlement Decoding
Amazon's complex V2 flat file decoded into clear transactions.
Reconcile Amazon Seller in Xero — Settlement Matching
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Invoice import blocked if Sales Tax enabled in QBO
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Xero Bank Statement Format
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Reconcile your Amazon Seller settlements in Xero. Match settlement deposits to bank, track FBA fees, and close your books accurately.
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Amazon → Xero Reconciliation Questions
Which settlement report format should I use?
Use the Settlement Report V2 (Flat File). It contains the most detail and is required for proper fee breakdown. Available in Reports → Payments → Settlement Reports.
How often should I reconcile Amazon?
Amazon settles every 14 days (or more frequently for new sellers). Reconcile after each settlement hits your bank for the most accurate books.
The file is tab-separated, not CSV. Will it work?
Yes! We automatically detect tab-separated (TSV) files, which is Amazon's default format. Both .txt and .csv extensions are supported.
How Amazon → Xero Reconciliation Works
1
Export from Amazon Seller
Reports → Payments → All Statements → Download Flat File V2
2
Upload and Configure
Upload Settlement Report V2 CSV and choose Bank Statement format
3
Preview and Download
Review converted data, download Xero-ready file
4
Import to Xero
Accounting → Bank Accounts → Select Account → Import Statement
Discrepancies are highlighted with clear match and mismatch indicators — review differences at a glance.
Field Mapping
How Amazon_Seller Settlements fields map to Xero Bank Statement
| Amazon_Seller Settlements | Source Value | Xero Bank Statement | Target Value | Note | |
|---|---|---|---|---|---|
amount |
-15.00 |
→ | Amount |
-15.00
|
Positive=received, Negative=paid |
transaction-type |
Order |
→ | Payee |
Shopify Payout
|
Transaction type as payee |
amount-description |
Commission |
→ | Description |
Commission
|
Fee type description |
order-id |
111-1234567-1234567 |
→ | Reference |
111-1234567-1234567
|
Amazon order reference |
Data Transformation
Settlement transactions aggregate by type/description, then expand to bank statement lines
Input
Amazon Settlement Transactions
Multiple rows per settlement (orders, refunds, fees, transfers)
Key columns:
settlement-id,
transaction-type,
amount-description,
amount
N:M — Complex transformation
Output
Xero Bank Statement Lines
aggregated then expanded rows per
input
Aggregated bank transactions by type for reconciliation
Sales/Refund Lines
Order revenue and refunds grouped
Fee Lines
Fees grouped by category (FBA, Referral, etc.)
Transfer Line
Net payout amount to bank
Sum of all amounts = 0 (settlement must balance)
Why Reconcile Amazon → Xero First?
Fee Breakdown
FBA fees, referral fees, shipping, storage tracked separately.
Multi-Marketplace
Handle settlements across US, UK, EU, and other marketplaces.
Order Tracking
Order IDs and SKUs preserved for audit trail.
Refund Handling
Refunds and reimbursements properly accounted.
Browser Processing
Financial data processed locally. Never sent to external servers.
How People Use Amazon → Xero
Amazon's V2 settlement file has over 30 fee columns and my clients' Xero bank feeds only show one deposit amount. I used to spend 45 minutes per client decoding which fees reduced the payout. The tool splits each settlement into categorized lines so I import to the clearing account and reconcile against the bank deposit in minutes.
A client selling on Amazon UK and EU had a persistent $12-$15 variance every settlement. It turned out Amazon was applying VAT withholding on certain cross-border transactions that didn't appear as a separate line in Xero. The reconciliation breakdown now surfaces these withholdings so the clearing account actually balances.
Amazon settles every two weeks, but some orders from the last day of the period get bumped to the next settlement. My Xero sales invoices didn't match the deposit because of these stragglers. Now I reconcile settlement-by-settlement instead of order-by-order, and the timing gaps disappeared.
Why Amazon Reconciliation Is Challenging
The Settlement Report Nightmare
Amazon deposits a single lump sum that represents hundreds of orders, refunds,
FBA fees, referral fees, storage fees, advertising costs, and adjustments.
Your bank shows $5,000 deposited, but what does that represent?
The Settlement Report V2 has dozens of fee types, and each order has multiple line items.
Without decoding this, proper bookkeeping is nearly impossible.
How This Tool Helps
We decode Amazon Settlement Reports into Xero bank statement format:
- Gross sales recognized as revenue
- FBA fees, referral fees, and shipping fees as separate expenses
- Refunds as revenue reductions
- Net settlement matches your bank deposit
Import to your Amazon Clearing Account in Xero, match to bank deposits,
and have complete visibility into Amazon's fee structure.
Common Bank Statement Import Errors
Issues you might encounter when importing Settlement Report V2 data to Bank Statement - and how we solve them
Invalid Date Format
Xero requires regional date format
2025-01-15T00:00:00+00:00
15/01/2025 (UK) or 01/15/2025 (US)
Select correct region in processing options
Re-export with correct region setting
Wrong Report Type
Using Orders report instead of Settlement report
Orders report with item-price column
Settlement report with amount-description
Use Settlement Report V2 from Payments section
Go to Reports → Payments → Date Range Reports
Character Encoding Issue
Amazon uses ISO 8859-1, not UTF-8
Garbled text or ??? characters
Proper text display
We auto-detect encoding during processing
Don't open in Excel before uploading
Secure Amazon → Xero Reconciliation
Client-Side Reconciliation
No server round-trips. Your Amazon → Xero data is processed entirely in the browser tab.
Auto-Erased on Close
The moment you close the page, all Amazon → Xero data is wiped from browser memory. No traces left.
EU Privacy Standard
Meets GDPR requirements by design — no data processing on external servers, ever.
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Frequently Asked Questions
You can, but free scripts and AI often miss edge cases that break real-world data: missing SKUs, currency formatting quirks, tax calculation errors, or date format mismatches. We have battle-tested validators specifically designed for accounting software imports that catch these issues before they corrupt your books. Plus, you get instant browser-based conversion without installing Python or managing dependencies.
Use the Settlement Report V2 (Flat File). It contains the most detail and is required for proper fee breakdown. Available in Reports → Payments → Settlement Reports.
Each marketplace settlement is a separate report. Process each one individually or combine them before import if they deposit to the same bank account.
Reimbursements for lost/damaged inventory appear in the settlement with positive amounts. They're recorded as 'Other Income' to keep them separate from sales.
Amazon settles every 14 days (or more frequently for new sellers). Reconcile after each settlement hits your bank for the most accurate books.
Yes! We automatically detect tab-separated (TSV) files, which is Amazon's default format. Both .txt and .csv extensions are supported.
Amazon settlements may have currency conversion delays, foreign exchange rate adjustments, or holds from reserves. Wait a few days for rates to finalize or check for withheld reserve amounts.
When you owe Amazon money, create a bill instead of an invoice in Xero since negative invoices aren't allowed. Reconcile both the bill and invoice to the deposit.
Record reserve amounts in a suspense account or dedicated asset account. When Amazon releases reserves, they appear as separate line items in your settlement report.
Yes, if a settlement period spans two calendar months, A2X creates two separate invoices. Match both invoices to the single bank deposit using Find & Match.
Amazon deposits every 1-2 weeks. EU sellers should wait until the 4th of the following month for VAT finalization before reconciling.
Amazon Seller → Xero Data Ecosystem
All available data flows from Amazon Seller to Xero
Amazon Seller
Settlement Report V2
Amazon Seller Central settlement/payout reports with fees, sales, refunds, and taxes
→
Xero
Bank Statement
Bank transactions for reconciliation
deposit-date / settlement-end-date → Date
amount → Amount
transaction-type → Payee
Amazon Seller
Settlement Report V2
Amazon Seller Central settlement/payout reports with fees, sales, refunds, and taxes
→
Xero
Sales Invoice
Sales invoices for accounts receivable (B2B, payment terms)
settlement-id → InvoiceNumber
deposit-date / settlement-end-date → InvoiceDate
— → ContactName
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