A2X certainly makes Amazon accounting simpler but like anything new it can take a while to master and know all the ins and outs. One such thing is the status buttons located beside your settlements within A2X.
Each settlement pulled through from Amazon is shown in historical order on your home page.
Here is an example of what you might see beside your settlement.
What do the status indicators mean?
Taxes status indicator
This button relates to the tax rates attributable to each line of the journal (QuickBooks Online) or invoice / Bill (XERO) on the corresponding settlement.
Red Taxes indicator: If the button is red it indicates that there are tax rates missing from at least one line item within the settlement. Once each line has a tax rate applied the indicator box will go blue.
Here is an example of a settlement with all tax codes and account codes assigned.
Hint: If you have an expense line and have applied an Income related tax rate or vice versa an income line and have assigned an Expense related tax rate – The accounting system will will not accept this.
You will need to jump into accounts and taxes and assign the missing tax code to the settlement line. You may need to click the orange cross to expand the line items to find the missing one.
Once all tax has been assigned to all settlement lines the indicator will go blue and you can then send the journal / invoice to your accounting system.
Blue Taxes indicator: If the button is blue in color, then all lines of the journal / invoice / bill have a tax code assigned.
None, however you may want to review the line items to ensure you are happy with the applied tax rates.
Accounts status indicator
Every line on your settlement will need an account code assigned to it to enable it to be posted to your accounting system. You can choose to assign your own chart of accounts and if you have been selling on Amazon for some time, and already have your profit and loss account the way you want it, this may be the way you chose to go. Once you connect your accounting program, A2X will pick up all your account codes so you can easily assign your existing codes to the A2X settlement line items.
Tip: Click the orange cross button to expand all lines under the main sections of Revenue or Expenses. The lines contained within each section will automatically take on the mother account code unless assigned otherwise.
If the thought of using your own chart of accounts, just gave you a mild heart attack, we also have the option to use the A2X standardised chart of accounts and mapping. We have an article that explain this in more detail HERE.
Red Accounts indicator: If the button is red it indicates that there are account codes missing from at least one line item within the settlement. You will not be able to send this settlement across to your accounting software until this is corrected.
You will need to jump into accounts and taxes and assign the missing account code to the settlement line. Remember to click the orange plus symbol beside each mapping category if you're completing detailed mapping.
Once all lines on the settlement have an account assigned the indicator will go blue and you can then send the journal / invoice / bill over to your accounting system.
Blue Accounts indicator: If the button is blue in color all lines of the journal / invoice / bill have an account code assigned.
None, unless you wish to review the coding prior to sending.
Hint: If you wish to change the mapping on historic settlements with A2X you can change the account code – refresh the settlement – then resend across to your accounting program!
Remember to delete the old invoice / bill / journal so that duplicates are not created. Also, if you create a new account code within your accounting system you will need to refresh cache (within A2X) so that A2X can pick up the new codes.
Costs status indicator
If you have COGS enabled this button will either be red or blue. It indicates whether all costs have been updated against all SKU's picked up in the settlement / Inventory close period.
We suggest using average cost method to calculate the cost and further to this we suggest weighted average method. This is because if your purchase price fluctuates regularly you will have to post an adjusting journal to bring the costing back into line (this adjustment is small). Using the weighted average minimizes the adjustment further. We have more in-depth articles on this as well if you want more information.
Red Costs indicator: Please review the missing SKU's / costs and update.
Head over to the cost page and either enter the costs directly or upload a CSV file with the correct costing.
Blue Costs indicator: All SKU's have costs attributed.
Check to ensure the latest costs have been uploaded. If happy COGS journal / bill is ready to send over to your accounting system.
Sent status indicator
This indicator lets you know if the settlement has been sent to your accounting system or not.
Red Sent indicator: Settlement has not been sent
Blue Sent indicator: Settlement has been sent successfully
Marketplace status indicator
When a settlement contains sales information A2X can easily identify the marketplace, as Amazon provides the correct marketplace information.
However, when a settlement doesn’t contain sales data, no marketplace information is sent and therefore A2X must make a best guesstimate.
It is rare and generally involves low $ amounts. The amounts are correct, it is only the marketplace that is incorrect. The question you may want to ask yourself is – Is this material? If not - you may decide no action is required!
If you believe that the marketplace is incorrect, please contact a member of support and they will be able to guide you through some solutions.
Duplicate status indicator
Duplicated settlements can be generated in Amazon for any number of reasons however they are rare. If you see this status button you can select to show duplicates on your account. Be careful not to send the duplicated settlement if you have already sent the first.
In the very rare occurrence that a duplicate was created to correct an error you will need to ensure that :
1/ If you have sent the original settlement to your accounting system - you delete this entry and resend
2/ Send the duplicated settlement to your account system and double check to ensure correctness.