Amazon Settlement Report to Xero and QuickBooks Journal

Turn an Amazon settlement report into a Xero or QuickBooks journal

Paste or drop the Flat File V2 settlement report from Seller Central. Every row is added up and checked against the deposit Amazon states, grouped into sales, shipping, promotions, refunds, tax, referral and FBA fees, storage, advertising, subscription and reserves, and written as a balanced journal to an Amazon clearing account — split at month end when a settlement straddles two months — for Xero, QuickBooks Online, QuickBooks Desktop (IIF) or plain CSV.

The report is read in this browser tab and never leaves your device. It holds order IDs and SKUs but no buyer names. Independent of Amazon, Xero and Intuit. The report layout and the importer layouts are read from memory of public help documents; no real settlement file and no live Xero or QuickBooks import was available when this was written.

1. Your settlement report

The tab-delimited .txt from Reports > Payments > All Statements > Download Flat File V2 (a comma-separated version works too). More than one settlement per file is fine.

Choose a settlement report …or paste the report text

Journals

Dates written as slashes

Xero tax rate

Accounts (one category = account per line; names or codes as your software has them)

Choose a file or paste the text, then click Read, check and build journals.

Result

Deposit check

Settlement	Deposit date	Amazon states	Journals clear	Agrees

Journals

Journal	Date	Account	Debit	Credit	Memo

Download

The accounts must already exist in your software under these names or codes. Post the journals, then match each bank deposit to Amazon clearing.

The model, and what it leaves out

Rows: the summary row (no transaction type) states the total deposit, dates and currency; every other row has a transaction type, an amount type, an amount description and a signed amount. Amounts are read to cents; European 1.234,56 and US 1,234.56 both work.
Deposit check: the signed rows must add up exactly to the stated total. If they do not, the page says by how much, and you should not post the journal.
Categories: principal to product sales (refund rows to refunds), shipping to shipping income, anything with tax in its name to sales tax (so collected tax and marketplace-facilitator withholding net off), promotions to promotional rebates, commission to referral fees, FBA fee names to FBA fees, storage, disposal and similar to storage, plus advertising, subscription, reimbursements and reserves. A row no rule recognises goes to an uncategorised account and is listed.
Month split: rows are grouped by posted date. A journal is dated the month end, or the settlement end date for the last month. Each journal balances to Amazon clearing, so the clearing account holds exactly the part of the deposit that belongs to that month.
Not checked: that the settlement agrees with your seller dashboard or your books, tax treatment anywhere, cost of goods sold, per-SKU profit, currency conversion between settlements, and that the accounts exist in your software.

Common questions

How do I turn an Amazon settlement report into a journal entry?

Download the Flat File V2 settlement report from Seller Central (Reports, Payments, All Statements), paste it here and press Read, check and build journals. The page adds up every row, checks the total against the deposit Amazon states, groups the rows into sales, fees, refunds, tax and so on, and writes a journal that balances to an Amazon clearing account.

Why does a settlement need splitting at month end?

Amazon settlement periods rarely line up with calendar months. Posting the whole deposit in one month puts September sales and fees into October. By default this page writes one journal per month a settlement touches, each balanced to Amazon clearing, and the bank deposit then clears both.

What is the Amazon clearing account?

A holding account. Each journal debits or credits it with that period's net, and the bank deposit, when it arrives, is matched against it. When every settlement is journalled and deposited, the clearing account returns to zero, which is the cheap proof that nothing was missed.

Which accounting software can I import to?

Xero (manual journal CSV), QuickBooks Online (journal entry CSV), QuickBooks Desktop (IIF general journal) and a plain CSV for anything else. You can rename the accounts for each category before downloading so they match your chart of accounts.

What does the page do with rows it does not recognise?

It never drops them. They are journalled to an uncategorised account so the journal still equals the deposit, and listed so you can review them.

Is it safe to paste a settlement report into a web page?

The page runs in your browser, the report is read locally and nothing is uploaded; a test in the code asserts there are no network calls. A settlement report carries order IDs and SKUs but not buyer names or addresses.

What does this not check?

Whether the settlement matches your seller dashboard or your books, tax treatment in any jurisdiction, tracking of cost of goods sold, per-SKU profit, currencies converted between settlements, and account names or codes that must already exist in your accounting software.