Amazon Marketplace Reconciliation Using ERP

Amazon marketplace reconciliation using ERP helps finance teams compare Amazon reports with internal records, identify differences early, and review matched and unmatched transactions in one structured workflow. Instead of handling settlement checks, invoice matching, return analysis, and ERP validation in spreadsheets, teams can upload the required files, map fields once, and run reconciliation repeatedly for each period.

This use case is especially useful for eCommerce and marketplace finance teams that need to reconcile sales, settlements, disbursements, returns, reimbursements, deductions, and bank movement against ERP or ledger data. Cointab provides a reusable reconciliation setup so the same workflow can be used again for future periods without rebuilding formulas and file checks every time.

Why Amazon marketplace and ERP reconciliation matters

Amazon-related finance data often comes from more than one source. Sales activity may be captured in internal order systems, ERP exports, or ledger reports, while settlement and payout details arrive through Amazon marketplace reports. Returns, reimbursements, and deductions may appear in separate files, which makes manual matching difficult.

When these records are compared only in Excel, finance teams can spend significant time managing formulas, lookups, and file-by-file checks. That creates risk around:

• Missed payments or short settlements
• Orders recorded in ERP but not reflected in marketplace reports
• Settlement entries that do not match expected amounts
• Returns, fees, or reimbursements that need review
• Month-end close delays caused by open exceptions
• Report formats that differ across users or periods

A structured reconciliation workflow helps teams see what matched, what did not match, and what needs follow-up.

What can be reconciled in this workflow

Amazon marketplace reconciliation can be configured for multiple file combinations depending on the finance process and the reports available.

Side A: Your records

Side A contains the records the business expects to be correct. In an Amazon ERP use case, this may include:

• ERP sales data
• Internal order reports
• Ledger entries
• Invoice or billing records
• Receivable or settlement working files
• Internal reimbursement or adjustment data

Side B: Amazon and related external records

Side B contains records received from Amazon or other external sources. Typical examples include:

• Amazon order reports
• Amazon MTR or invoice reports
• Amazon settlement or disbursement reports
• Return reports
• Reimbursement reports
• Bank statement records for payout matching
• SKU master or mapping files used for enrichment

Additional supporting data can also be uploaded when needed. These files are not reconciled directly, but they help enrich and prepare the main data before matching.

How Cointab handles Amazon ERP reconciliation

The workflow is designed to be transparent for finance teams.

1. Upload the Amazon and ERP files for the selected period.
2. Map the required fields such as date, amount, and identifiers.
3. Upload supporting files if enrichment or lookup is needed.
4. Create derived columns where data needs to be cleaned or calculated.
5. Run reconciliation manually or on a schedule.
6. Review the report dashboard once processing is complete.
7. Drill into matched, partially matched, unmatched, and skipped records.
8. Download the Excel report for internal review or audit support.

Cointab supports reusable setup, so once the reconciliation is configured, finance teams can run the same workflow again for the next month, quarter, or custom period.

Common Amazon reports used in the reconciliation

Different teams may use different combinations of Amazon and ERP data depending on the business process. Common inputs include:

• All orders report
• MTR or invoice report
• Settlement or disbursement report
• Returns report
• FBA return report
• Order-level reimbursement report
• SKU master
• Bank statement
• ERP export from systems such as SAP, Tally, or another finance system

The exact report mix depends on what the finance team needs to validate. Some workflows focus on invoice-to-ERP matching, while others focus on settlement-to-books reconciliation or payout verification.

What the reconciliation engine matches

Cointab uses structured matching logic to compare records across sides. It can support a range of reconciliation patterns, including:

• One-to-one matches
• One-to-many matches
• Many-to-one matches
• Many-to-many matches
• Net-to-net matching
• Contra matching
• Partial matching

The engine can also work with multiple identifiers and comparison methods, such as exact match, contains match, or subset-based matching. This is useful when Amazon references, ERP references, and internal identifiers do not always appear in the same format.

Where deterministic rules are not enough, AI can help analyze remaining open items and suggest possible reasons for the mismatch. If the evidence is not strong enough, the record can remain unmatched for review.

What the report shows

Once reconciliation is complete, the report dashboard gives finance teams a clear view of the outcome.

Fully matched records

These are records where the relevant identifiers and amounts match according to the configured rules. For example, an Amazon order or settlement entry may match the ERP record exactly.

Partially matched records

These are records where the identifiers match, but the amounts do not fully agree. Partial matches are useful for catching deductions, rounding differences, short payments, or other settlement variations that need review.

Unmatched records

These are records present on one side but not found on the other. In this use case, that may mean an Amazon entry that does not appear in ERP, or an ERP entry that does not appear in Amazon reports.

Skipped records

These are rows that were excluded from the run because of missing data, invalid amounts, duplicates, or other file issues. Showing skipped records helps finance teams understand what was not included and why.

Common exception types finance teams review

Amazon marketplace reconciliation often surfaces patterns that need follow-up rather than immediate correction. Common exceptions include:

• Orders recorded in ERP but missing from Amazon reports
• Amazon entries found in reports but not booked in ERP
• Settlement amounts that differ from expected sales values
• Returns or refunds that were not accounted for correctly
• Reimbursements that need separate treatment
• Deductions, fees, or adjustments that require explanation
• File gaps where one report for the period was not uploaded yet

Cointab also supports manual match for cases where the system cannot confidently resolve an item and the finance team has the business context to complete the match.

Why finance teams use this workflow repeatedly

Amazon marketplace reconciliation is usually not a one-time task. It repeats every month, and in many businesses it repeats daily or weekly as settlement and payout files arrive.

A reusable setup helps teams:

• Reduce manual Excel work
• Apply the same reconciliation logic consistently
• Handle multiple report formats under one workflow
• Separate clear matches from exceptions faster
• Keep audit-ready records of what was matched and why
• Re-run the same reconciliation for future periods with minimal setup

If a file arrives late, the missed file can be added to the same reconciliation and the report refreshed. That makes the process more practical for real finance operations where reports may arrive at different times.

Automation for recurring Amazon reconciliation

For teams handling recurring volumes, Cointab can support automated data input and scheduled reconciliation runs through email, SFTP, or API. This allows the workflow to move beyond manual uploads and become part of day-to-day finance operations.

Automated runs can help teams:

• Pull or receive Amazon-related files on a schedule
• Validate file formats before reconciliation begins
• Run the workflow automatically when required inputs are available
• Push output back to internal systems after reconciliation is complete

This is particularly useful for finance teams that want Amazon reconciliation to feed into broader accounting, reporting, or operations workflows.

Reconciliation output for audit and review

The final report is designed to be reviewable and shareable. Finance teams can download Excel reports that include the reconciliation results and transaction-level detail needed for internal follow-up, partner review, or audit preparation.

Because the setup is structured and reusable, the team can return to the same reconciliation later, inspect historical runs, and keep a clear record of what was processed for each period.

FAQs

What makes Amazon marketplace reconciliation different from bank reconciliation?

Amazon marketplace reconciliation usually involves multiple reports such as sales, settlements, returns, reimbursements, and ERP records. Bank reconciliation focuses on comparing bank statements with books. In many finance teams, both workflows are important and may be run separately.

Can multiple Amazon reports be reconciled in the same workflow?

Yes. A reconciliation can be configured with multiple reports on both sides, along with supporting files for lookup or enrichment. This makes it possible to compare Amazon data against ERP records more flexibly.

What happens when identifiers do not match exactly?

Cointab can use structured matching logic and derived columns to handle cases where identifiers are formatted differently, partially matched, or spread across multiple fields. Remaining open items can then be reviewed manually if needed.

Can the same Amazon reconciliation setup be reused for later periods?

Yes. Once the workflow is configured, the same reconciliation can be reused for future periods by uploading the new files and running the process again.

Can reconciliation output be delivered automatically?

Yes. After reconciliation is completed, output can be pushed through email, SFTP, or API to other internal systems where required.