Amazon, Walmart and Michaels reconcile to the penny

Amazon, Walmart and Michaels don’t pay you order by order. They hold everything for a period, net out fees, refunds, ad spend and chargebacks, and deposit one lump sum. The deposit doesn’t tell you which orders it covers or what got taken out along the way. If you’re entering that in NetSuite by hand, you’re either guessing at the breakdown or spending hours reconstructing it every time a batch lands.

Why the batch doesn’t match your orders

A single Amazon settlement can span hundreds of orders, refunds and fee lines in one deposit. Walmart and Michaels settle the same way, on their own schedules, with their own fee structures. None of the three ties a deposit back to individual sales orders. You get a total and a report full of transaction-level detail, and it’s on you to sort out which sales orders that total actually covers, what was a legitimate fee, and what’s a difference worth chasing down.

Do that by hand and you’re opening every order, matching it to a line in the settlement report, and hoping you don’t lose your place. It doesn’t scale past a handful of orders, and marketplace sellers are rarely talking about a handful.

What BatchIt does

BatchIt pulls the settlement report from the marketplace and the transaction detail from NetSuite for the same period, then matches them by order ID. Everything that ties out exactly goes to one bucket. Everything NetSuite doesn’t have a record of goes to another. Everything that matched but doesn’t agree on amount goes to a third, with the difference calculated so you know what you’re looking at before you go digging.

Fees get the same treatment. Referral fees, FBA fulfillment charges, storage, advertising, chargebacks, whatever the marketplace is deducting, get mapped to the GL accounts you already use and summarized into a journal entry. You’re not re-deriving that mapping every batch. It’s set once and it runs.

The output is a payment batch you can import into NetSuite and a journal entry for the fees, both already reconciled against what actually hit the bank. The model is built as a set of Excel workbooks with Power Query behind them, one per marketplace, and the path to each new settlement file is dynamic so you’re not editing formulas every time a new export lands.

What it changed

WesSpur Tree Equipment was spending a day or two of elapsed time on every biweekly Amazon batch, between the manual entry and the corrections after. That’s down to under an hour.

Collecting Warehouse looked at commercial reconciliation products before building this, and passed on all of them because none understood NetSuite well enough to trust. With BatchIt they reconcile every transaction to the penny, weekly, and after it worked for Amazon they added Walmart and Michaels payouts on the same model.

If a marketplace settlement is eating a day of someone’s month, every batch, let’s talk. The first hour is free.