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Connect Amazon Seller Central to QuickBooks

by Intuit• Updated a day ago

Use the Amazon Connector by QuickBooks app to automatically import transactions and related details from your Amazon Seller Central account into QuickBooks Online. This helps you reconcile your Amazon sales and expenses accurately and efficiently.

Connect the app

Pre-requisites

  • A QuickBooks Online account.
  • Your Amazon Seller Central user ID and password.
  • Permissions in Amazon Seller Central to install third-party apps.

Steps

  1. Sign in to your QuickBooks Online account.
  2. Go to My Integrations, then select Find apps.
  3. Search for “Amazon Marketplace Connector by Intuit”. Select the app when it appears.
  4. Select Get app now.
  5. Enter your Amazon Seller Central username and password, then select Login.
  6. You will be redirected to the Review your app settings page in QuickBooks. Review and complete the settings. See the "Tips and terminology for your app settings" section below for details.
  7. To authorize Amazon to send data to QuickBooks, select Approve.
  8. Choose the date you want the app to start importing orders from. You can import transactions from up to one year ago. Select Done.
  9. After reviewing all settings on the Review your app settings page, select Sync now to finish the connection.
  10. Once connected, select Go to Integration Transactions.

The app is now connected. QuickBooks will begin importing your Amazon Seller Central transactions based on the date you selected. The initial import may take between 10 minutes and 3 hours, depending on the volume of transactions. Transactions import in batches, so allow up to 3 hours for large volumes to complete fully.

Tips and terminology for your app settings

  • Transaction sync date: The start date for importing Amazon transactions (up to 12 months back). You can manually exclude or undo transactions imported from this period if they were previously entered.
  • Add transactions automatically: Enable this to let QuickBooks automatically add high-confidence transactions to your books. These appear in the Categorized tab under Integration transactions.
  • Product Tracking: Turn ON to track Amazon products in QuickBooks. The app attempts to match imported product/service names with existing ones in QuickBooks to avoid duplicates. Close matches appear in the For Review tab with suggested matches. If no match is found, the product/service isn't automatically added. If OFF, all transactions use the default Amazon sales item (changeable in settings).
  • Deposit account: The bank account where you receive payouts from Amazon. This can be changed later.
  • Payment account: The account (typically a credit card) used if you owe money to Amazon. This can be changed later.

You can modify these settings later by selecting Settings in the Amazon tile.

Disconnect the app

  1. Go to My Integrations, then the Overview tab.
  2. Find the Amazon app card.
  3. Select the more options icon (three dots).
  4. Select Disconnect.

Use the app

Find your imported Amazon transactions in QuickBooks under the App transactions (or Integration transactions) tab. Transactions appear in three tabs: For review, Categorized, and Excluded.

  • For review: Contains imported transactions that need your attention before being added to your books.
    • Confirm: Transactions with complete information that can be added quickly. If auto-add is enabled, many transactions bypass this step.
    • Review: Transactions missing details like customer name, product name, or account mapping. Enter the missing info, then confirm the transaction.
  • Categorized: Transactions imported and added to your QuickBooks books. These transactions appear in your reports.
  • Excluded: Transactions imported but manually excluded by you. These transactions do not affect your books or reports. The app does not automatically exclude transactions.

Understand transaction types

  • Payment Received: Individual sales transactions (card, cash, gift card, etc.). The payment type is noted in the description. Details like fees, gross amount, shipping, discounts, taxes, and products/services are imported. Select Review or the transaction row to see details.
  • Refund: Individual refund transactions. Details like amount, taxes, and products/services are imported.
  • Payouts: Disbursements from Amazon, typically covering sales over a 14-day period (or shorter if selected). Amazon collects funds, deducts fees and adjustments, and sends the net amount to your deposit account. A payout includes multiple sales and  adjustments from that period.
    • Included transactions: Lists the individual sales within the payout, showing their status: For review, Categorized, or Excluded.
    • Funds in this payout: Shows adjustments made by Amazon. Some are automatically mapped to accounts while others require manual selection. You can edit how payouts are mapped.

Reconcile Amazon transactions in QuickBooks

Follow these steps in order for correct reconciliation:

Step 1: Review and Confirm Individual Transactions:

  1. Go to Integration transactions.
  2. Confirm transactions listed with the Confirm action.
  3. For transactions listed with the Review action, enter any missing info (customer, product, etc.) and then confirm them.
  4. When a Payment received transaction is confirmed, QuickBooks creates a Sales Receipt (for sale details) and an Expense (for fees). Both are recorded in the Undeposited Funds or Payments to deposit account. This account acts as a temporary holding account until the payout is processed. 

Step 2: Review and Add the Payout:

  1. Go to Integration transactions.
  2. Ensure all individual transactions included in the payout show as Categorized.
  3. Ensure all adjustment lines in the Funds in this payout section have an account selected.
  4. Select Add (or Confirm) for the Payout transaction.
  5. QuickBooks creates a Deposit transaction that moves the net payout amount from Undeposited Funds (or Payments to deposit) to your designated Deposit account (the bank account selected in settings). This deposit automatically includes all the related Sales Receipts and Expenses confirmed in Step 1. Any adjustments from the Funds in this payout section appear at the bottom of the Deposit transaction.

Step 3: Match in Bank Transactions:

  1. Go to your Bank transactions (or Banking) feed for the deposit account you selected in the app settings.
  2. QuickBooks should automatically suggest a Match between the bank deposit received from Amazon and the Deposit transaction created in Step 2.
  3. Select Match.

The bank transaction is reconciled.

Important: Always add/confirm transactions from the App transactions tab before addressing them in the Bank transactions feed. Do not manually Add the deposit in the bank feed. Always use Match. If no match is found, review Steps 1 and 2 to ensure all transactions were added correctly or contact support.

Get help

If you need support for the Amazon Connector app:

  • Live Chat: Select the chat icon in the Amazon app tile on the Integration transactions tab.
  • Give Feedback: Select the Give Feedback button on the Integration transactions tab, then the Amazon app.
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