As an Amazon FBA seller, dealing with shipment discrepancies can be frustrating and costly. When Amazon receives fewer units than you shipped, you're entitled to file a reimbursement case. This comprehensive guide will walk you through identifying discrepancies and filing successful cases.
Understanding Shipment Discrepancies
A shipment discrepancy occurs when the quantity of units Amazon receives is less than the quantity you shipped. This can happen due to:
- Lost in Transit: Items that never reached the fulfillment center
- Damaged During Transit: Items that arrived but were damaged beyond recovery
- Processing Errors: Items that were lost during Amazon's receiving process
- Inventory Adjustments: Items that were incorrectly adjusted in Amazon's system
How to Identify Discrepancies
Step 1: Review Your Shipment Reports
Regularly check your Amazon Seller Central reports:
- Navigate to Reports → Fulfillment → Inventory Events
- Review your shipment reports and compare shipped quantities with received quantities
- Look for discrepancies in the "Received" vs "Shipped" columns
Step 2: Check Inventory Ledger
Your inventory ledger shows all inventory movements:
- Go to Reports → Payments → Inventory Ledger
- Filter by date range and shipment ID
- Look for adjustments, removals, or discrepancies that don't match your records
Step 3: Compare POD and Invoice Documents
Cross-reference your Proof of Delivery (POD) and Invoice documents:
- Verify the quantities listed in your shipping documents
- Compare with Amazon's received quantities
- Document any discrepancies with clear evidence
Step 4: Use Automated Tools
Leverage tools like Seller Reimbursements to automatically:
- Scan your shipment data for discrepancies
- Match POD and invoice documents
- Identify cases worth filing
- Generate comprehensive discrepancy reports
Pro Tip: Set up automated monitoring to catch discrepancies as soon as they occur. The sooner you file a case, the higher your chances of successful reimbursement.
Filing a Case: Step-by-Step Process
Step 1: Gather Required Documentation
Before filing, ensure you have:
- Complete shipment ID
- Proof of Delivery (POD) document
- Invoice showing quantities shipped
- Date of shipment
- Amazon's received quantity report
Step 2: Calculate the Discrepancy
Determine the exact discrepancy:
- Shipped Quantity - Received Quantity = Discrepancy
- Calculate the total value of missing units
- Verify the unit value at the time of shipment
Step 3: File the Case in Seller Central
Navigate to your case log and create a new case:
- Go to Help → Contact Us → Inventory → Inventory Issues
- Select "FBA shipment received but inventory discrepancy"
- Provide the shipment ID and discrepancy details
- Upload supporting documents (POD and Invoice)
Step 4: Follow Up
Monitor your case status:
- Check case updates regularly
- Respond promptly to any Amazon requests
- Provide additional documentation if needed
- Track the case through to resolution
Pre-Filing Checklist: Ensure All Items Are Met
Before filing a case, verify that you have completed all of the following:
Confirm the shipment ID is correct and matches your records. Double-check for any typos or formatting errors.
You have a clear, readable Proof of Delivery document that shows the exact quantity shipped. The document should be dated and signed.
You have a valid invoice that matches the POD document. The invoice should show item details, quantities, and shipment information.
You have calculated the exact discrepancy (Shipped - Received). The numbers are accurate and verified against Amazon's records.
You have verified Amazon's received quantity from the inventory ledger or shipment report. The discrepancy is legitimate.
You have checked your case history to ensure this discrepancy hasn't already been filed. Duplicate cases will be rejected.
All documents are clear, readable, and properly formatted. Blurry or incomplete documents may result in case rejection.
The shipment date is within Amazon's policy timeframe (typically within 18 months). Older discrepancies may not be eligible.
You have calculated the total reimbursement value using the correct unit price at the time of shipment. Include all applicable fees.
You have prepared a clear, concise description of the discrepancy. Include shipment ID, dates, quantities, and supporting evidence summary.
Common Mistakes to Avoid
- Filing Duplicate Cases: Always check if you've already filed a case for the same discrepancy
- Incomplete Documentation: Ensure all documents are clear and complete
- Incorrect Calculations: Double-check your discrepancy calculations
- Missing Shipment IDs: Always include the correct shipment ID
- Outdated Information: File cases within Amazon's policy timeframe
Best Practices for Success
- File Promptly: The sooner you file, the better your chances
- Be Thorough: Provide all relevant documentation upfront
- Stay Organized: Keep detailed records of all shipments and discrepancies
- Use Automation: Leverage tools to identify and track discrepancies automatically
- Follow Up: Monitor case status and respond to requests quickly
Did You Know? According to our platform data, sellers who use automated discrepancy detection recover 3x more funds than those who file manually. Consider using Seller Reimbursements to streamline your process.
Conclusion
Identifying and filing cases for discrepant shipments requires attention to detail, proper documentation, and systematic processes. By following this guide and using the pre-filing checklist, you can maximize your reimbursement success rate and recover funds that are rightfully yours.
Ready to streamline your discrepancy tracking? Sign up for Seller Reimbursements today and automate your case filing process.