1. Export the file from Amazon Seller Central
- In Seller Central open Reports, then Payments, then All Statements.
- Find the settlement period you want and click "Download Flat File V2" next to it. It is a tab-separated .txt file.
- Upload that file here as downloaded, without opening and re-saving it in a spreadsheet.
Why a raw Amazon settlement report export fails in QuickBooks Online (journal entry import)
Your bank receives one Amazon deposit per settlement, after Amazon has taken referral fees, FBA fees, advertising, refunds and sometimes a reserve. Entering the deposit as income understates sales and hides every fee. A journal entry per settlement puts each kind of amount on its own line and exactly the deposit on the bank line.
The usual fix is one summary journal entry per settlement: product sales, shipping and promotions on the sales side, each kind of Amazon fee on its own line, sales tax or VAT on its own lines, reserve held or released in a clearing account, and exactly the deposit on the bank line. You then match the bank line against the Amazon deposit in your bank feed.
What is unusual about the Amazon settlement report file
- Tab-separated text, not CSV. The second line is a summary with the settlement id, dates, total-amount (the deposit) and currency; every other line is one amount, described by transaction-type, amount-type and amount-description.
- Dates are written 2024-10-25 14:28:39 UTC in US files and 25.10.2024 14:28:39 UTC in UK and European files. Euro files use a decimal comma (95,00).
- Every row is added up and compared with total-amount. If they differ, you get a warning with the difference; it is never hidden.
- Each settlement becomes its named lines (product sales, shipping, refunds, promotions, selling fees, FBA fees, advertising, sales tax or VAT, reserve) plus the deposit, all dated on the deposit date.
- Marketplace facilitator tax shows as tax charged to buyers on one line and the same amount kept by Amazon on another, so it nets to zero. Reserve amounts go to a clearing account, not income.
- Amounts of a kind the converter does not know are kept on their own line, named after Amazon's description, and listed in a warning. One settlement and one currency per output; a file with several settlements gets a menu.
- The Date Range "Transaction" CSV report and the older Flat File (V1) settlement report are different files and are refused by name: download Flat File V2 instead.
- Bank-style files (.qbo, .qfx, .ofx, QuickBooks Online CSV, Xero CSV) go into a separate Amazon clearing account, not your checking account: the last line moves the deposit to your bank.
What QuickBooks Online (journal entry import) requires
- Each entry shares one Journal No. and date, and its debits equal its credits.
- Lines show product sales, shipping, promotions, refunds, each kind of Amazon fee, sales tax or VAT, reserve held or released (clearing account), and the deposit that hit your bank.
- Account names must match your chart of accounts exactly; subaccounts as Parent:Sub. When Amazon did not keep the tax, that includes "Sales Tax / VAT Payable" unless you set your own.
- Up to 1,000 lines per file (we split bigger files without breaking an entry).
2. Before and after
Before: the Amazon settlement report (Flat File V2) as downloaded
settlement-id settlement-start-date settlement-end-date deposit-date total-amount currency transaction-type order-id merchant-order-id adjustment-i... 90000000001 2025-10-01 08:00:00 UTC 2025-10-15 08:00:00 UTC 2025-10-17 08:00:00 UTC 35.58 USD 90000000001 Order 111-0000001-0000001 DSynth0001 Amazon.com ItemPrice Principal 39.98 AFN 2025-10-03 2025-10-03 14:02:11 UTC 70000000000001 ... 90000000001 Order 111-0000001-0000001 DSynth0001 Amazon.com ItemPrice Tax 3.30 AFN 2025-10-03 2025-10-03 14:02:11 UTC 70000000000001 SKU-M... 90000000001 Order 111-0000001-0000001 DSynth0001 Amazon.com ItemPrice Shipping 5.00 AFN 2025-10-03 2025-10-03 14:02:11 UTC 70000000000001 ... 90000000001 Order 111-0000001-0000001 DSynth0001 Amazon.com ItemWithheldTax MarketplaceFacilitatorTax-Principal -3.30 AFN 2025-10-03 2025-10... 90000000001 Order 111-0000001-0000001 DSynth0001 Amazon.com ItemFees Commission -6.00 AFN 2025-10-03 2025-10-03 14:02:11 UTC 70000000000001 ... 90000000001 Order 111-0000001-0000001 DSynth0001 Amazon.com ItemFees FBAPerUnitFulfillmentFee -7.50 AFN 2025-10-03 2025-10-03 14:02:11 UTC 7... 90000000001 Order 111-0000001-0000001 DSynth0001 Amazon.com ItemFees ShippingChargeback -5.00 AFN 2025-10-03 2025-10-03 14:02:11 UTC 7000000...
After: what QuickBooks Online (journal entry import) receives
| Journal No. | Journal Date | Account Name | Debits | Credits | Description | Name |
|---|---|---|---|---|---|---|
| BR-20251017-1 | 10/17/2025 | Sales of Product Income | 64.98 | Product sales - Amazon payout 90000000001 | ||
| BR-20251017-1 | 10/17/2025 | Sales of Product Income | 4.12 | Sales tax or VAT charged to buyers - Amazon payout 90000000001 | ||
| BR-20251017-1 | 10/17/2025 | Sales of Product Income | 9.99 | Shipping charged to buyers - Amazon payout 90000000001 | ||
| BR-20251017-1 | 10/17/2025 | Sales of Product Income | 4.12 | Sales tax or VAT kept by Amazon (marketplace facilitator) - Amazon payout 90000000001 | ||
| BR-20251017-1 | 10/17/2025 | Bank Charges & Fees | 8.10 | Amazon selling fees (referral, refund admin, holdback) - Amazon payout 90000000001 | ||
| BR-20251017-1 | 10/17/2025 | Bank Charges & Fees | 7.50 | FBA fulfillment fees - Amazon payout 90000000001 |
Synthetic sample data that follows the real export layout, not a real account. The "after" output was produced from it by the same converter this page runs.
3. Import the converted file into QuickBooks Online (journal entry import)
- Make sure every account named in the file exists in your chart of accounts (or change the account names before downloading).
- In QuickBooks Online go to Settings (gear) > Import data > Journal entries.
- Upload this CSV and map Journal No., Journal Date, Account Name, Debits, Credits, Description and Name.
- Review and import. Each payout (or month) becomes one balanced entry.
Questions
- Which accounts does the Amazon journal entry use?
- Sales, refunds and promotions go to the sales account, fees to the fees account (or the FBA fees and advertising accounts if you set them), reserve to the clearing account (or the reserve account), and sales tax or VAT that Amazon did not keep to "Sales Tax / VAT Payable". The deposit goes to the bank account. Every name must exist in your QuickBooks chart of accounts.
- Does the journal entry match my Amazon deposit?
- Yes, when the file is complete. The converter adds every line and compares the result with the settlement's total-amount. The bank line is always Amazon's total. If the lines add up to something else, a warning names the difference and the gap goes to the clearing account, so you can see it.
- How are marketplace facilitator tax and reserves booked?
- Where Amazon collects and pays sales tax or VAT itself, the report adds the tax to the sale and takes it back on a marketplace facilitator line, so the two lines net to zero. Tax Amazon did not keep is named in a warning, because you may owe it, and in the journal it goes to a "Sales Tax / VAT Payable" account, not to income. Reserve held back or released is your own money, so it goes to the clearing account, never to income or expense.
Other ways to convert Amazon settlement report
- Amazon settlement report to Xero
- Amazon settlement report to a QuickBooks Online bank CSV
- Amazon settlement report to Excel
Other exports to QuickBooks journal entry
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- Airbnb payouts to a QuickBooks journal entry
- Gumroad payouts to a QuickBooks journal entry
- Square payouts to a QuickBooks journal entry
- Shopify Payments payouts to a QuickBooks journal entry
- eBay transaction report to a QuickBooks journal entry