Amazon USA Marketplace Reconciliation Using ERP

Amazon USA marketplace sellers often need to reconcile orders, fees, refunds, returns, reimbursements, and settlement payouts against ERP records. When transaction volume grows, manual checks in Excel become slow, difficult to audit, and easy to repeat differently across periods. Cointab helps finance teams structure this work so they can upload reports, map fields once, run reconciliation, review exceptions, and export audit-ready results.

Why Amazon marketplace reconciliation matters

Amazon marketplace activity rarely maps cleanly to a single internal report. A finance team may need to compare:

• orders against ERP sales or invoice data
• disbursements against expected receipts
• settlement reports against books
• fee and deduction reports against internal calculations
• returns, refunds, and reimbursements against the original order record

Without a structured reconciliation workflow, teams can miss amount differences, missing entries, duplicate records, partial settlements, or deductions that need follow-up. That makes month-end close and audit review harder than it should be.

Side A and Side B in an Amazon USA reconciliation

Cointab uses a simple Side A and Side B model.

Side A: your internal records

Side A typically contains the records your business expects to be correct, such as:

• ERP sales data
• internal order data
• invoice or ledger exports
• receivable or settlement working files
• internal master data used for lookup or enrichment

Side B: Amazon marketplace records

Side B contains the records received from Amazon marketplace reporting, such as:

• order reports
• settlement or disbursement reports
• fee and deduction reports
• refund and return reports
• reimbursement-related files
• supporting bank or payout files where needed

This structure makes it easier to see what was matched, what was partially matched, what is still open, and what should be investigated further.

Reports commonly used in the workflow

For Amazon USA marketplace reconciliation using ERP, finance teams often work with a combination of primary and supporting files.

Primary reconciliation reports

• Amazon order report
• Amazon settlement or disbursement report
• Amazon MTR or transaction-level report
• Amazon refund, return, or reimbursement report
• ERP sales, invoice, or ledger export

Supporting files

Supporting data is optional, but it can make reconciliation easier when the report needs enrichment or lookup logic.

Examples include:

• SKU master
• product mapping file
• fee rate or commission reference file
• order metadata file
• customer or vendor master
• tax mapping file
• delivery or fulfillment reference data

Supporting files are not reconciled directly. They help complete missing fields, combine data, or calculate values before reconciliation runs.

How Cointab handles the reconciliation flow

The workflow is designed for finance users, not spreadsheet-heavy technical work.

1. Create a new reconciliation in a team workspace.
2. Choose a popular reconciliation template or configure a custom workflow.
3. Upload Side A and Side B files, or connect automated data input.
4. Map key fields such as date, amount, and transaction identifiers.
5. Add supporting data where needed for lookup or enrichment.
6. Create derived columns if the business logic requires calculated values.
7. Run reconciliation manually or schedule it to run automatically.
8. Review the report dashboard and filter open items.
9. Download the Excel report for review, follow-up, or audit support.

This process keeps the reconciliation setup reusable for future periods instead of rebuilding the logic every month.

What gets matched during the run

Cointab’s reconciliation engine uses structured matching logic to compare records across both sides. It supports a range of matching patterns that are common in marketplace finance.

Matching patterns

• one-to-one matching
• one-to-many matching
• many-to-one matching
• many-to-many matching
• net-to-net matching
• contra matching
• partial matching

Comparison logic

The platform can compare records using identifier and amount logic such as:

• equals
• contains
• similar
• equals subset
• contains subset
• similar subset

This is useful when an Amazon reference, order ID, settlement ID, or internal identifier appears in different formats across systems.

How exceptions appear in the report

After the structured match is complete, the report clearly separates records into practical finance categories.

Fully matched

These records match according to the configured logic, for example when the Amazon order amount and the ERP amount align with the expected identifier.

Partially matched

These records are related, but the amounts do not fully agree. That can point to a fee, deduction, refund, partial settlement, or other difference that needs review.

Unmatched

These records appear on one side but not the other. For example, an Amazon settlement entry may not appear in the ERP, or an ERP entry may not appear in the Amazon report.

Skipped

Skipped records are rows that were not included in the match because of missing data, invalid values, duplicates, exclusions, or file issues. They stay visible so teams know what was ignored and why.

AI support for finance teams

Cointab uses AI to assist the reconciliation workflow where it adds value without hiding the logic from users.

AI formula builder

Finance users can describe a derived column in plain language, and AI can help generate an Excel-style formula. This is useful when a report needs a calculated amount, a cleaned identifier, or a conditional value before reconciliation.

AI-assisted open-item analysis

After the structured rules run, AI can help analyze unresolved items that are difficult to match through deterministic logic alone. It may help surface likely reasons such as missing references, inconsistent descriptions, or incomplete partner data.

AI reason and action analysis

For open transactions, AI can help identify whether the issue may be due to:

• a missing file
• a return or refund
• a fee or deduction
• a timing difference
• a correction needed in internal records
• a partner record that needs follow-up

If evidence is not strong enough, the item should remain unmatched rather than forcing a weak match.

Manual review and missed file handling

Not every exception should be left to automation. Cointab also supports manual matching for cases where a finance user knows the business context and wants to match a valid exception clearly.

If a file was missed during the first run, the file can be uploaded under the same reconciliation and the report can be refreshed. That is useful for real-world finance workflows where a settlement, bank, or partner report may arrive later than expected.

Reuse and automation for recurring Amazon reconciliation

Amazon marketplace reconciliation is usually recurring. The same setup often needs to run daily, weekly, or monthly across different periods.

Cointab is designed so teams can configure the workflow once and reuse it.

Automated data input

Once a reconciliation is built, data can be received or pulled through:

• email
• SFTP
• API

Scheduled reconciliation runs

Teams can set the workflow to run:

• daily
• weekly
• monthly
• after all required files are received
• on a custom schedule

Automated output delivery

Once the reconciliation is complete, output can be pushed back to downstream systems through email, SFTP, or API so internal reporting, accounting, or analytics teams can use the results.

Dashboard and audit-ready reporting

Every run remains available on the dashboard for future reference. Finance teams can review run history, period details, file status, and the report output without rebuilding the workflow.

The downloadable Excel report helps teams review:

• matched transactions
• partially matched transactions
• unmatched transactions
• skipped transactions
• exception reasons
• open items for follow-up

This makes it easier to support month-end close, internal controls, partner follow-up, and audit preparation.

Common questions finance teams ask

What if Amazon and ERP identifiers do not match exactly?

Cointab supports structured comparison logic, supporting data, and derived columns so teams can normalize fields before matching.

Can the same setup be reused for future periods?

Yes. Once configured, the reconciliation can be reused for future runs by selecting the period and uploading the required files.

Can teams review exceptions instead of every row?

Yes. The report separates matched, partially matched, unmatched, and skipped items so teams can focus on the exceptions that need attention.

Can reconciliation be automated for recurring runs?

Yes. Cointab supports automated data input and scheduled reconciliation runs for recurring finance workflows.

Building a cleaner Amazon-to-ERP workflow

For Amazon USA marketplace sellers, reconciliation is not just a reporting task. It is part of daily finance control. A structured workflow helps teams compare internal records with Amazon reports, identify differences early, and keep a clear audit trail across periods.