When Amazon loses or damages your inventory, you can file claims to recover your losses. However, Amazon’s updated policies (effective October 23, 2024) mean tighter deadlines: 60 days for shipping issues and 15–75 days for removal discrepancies. Missing these windows could cost you money.
Here’s what you need to know:
What qualifies for claims: Lost or damaged items, incorrect order adjustments, or fee errors. Issues like expired items or seller-side shipping mistakes don’t qualify.
What you’ll need: Purchase invoices, shipment IDs, product photos, and inventory records. Keep these documents organized to avoid delays.
How to file: Use Amazon’s Seller Central to submit claims. Provide clear details, attach evidence, and monitor case updates.
Handling rejections: If your claim is denied, review the reason, provide additional proof, and escalate if necessary.
Regular inventory audits and tools like Refunzo (an automated reconciliation service) can help you spot discrepancies early and simplify claims management. Staying organized and proactive ensures you recover funds and protect your profits.
How to File Claims on Seller Central for Different Amazon FBA Discrepancies - Reimbursements Guide
What Is Unaccounted FBA Inventory and Why It Happens
If you're using Amazon's FBA (Fulfillment by Amazon) service, understanding unaccounted inventory is crucial for protecting your profits. When there’s a mismatch between your records and Amazon's system, it can directly impact your bottom line.
What Counts as Unaccounted FBA Inventory
Unaccounted FBA inventory refers to items you’ve sent to Amazon’s warehouses that don’t match the stock records in their system. These discrepancies can occur for several reasons and often qualify for reimbursement claims. Here are some common examples:
Damaged inventory: Products that get damaged while stored in Amazon warehouses or during shipping between fulfillment centers.
Lost in transit: Items that mysteriously disappear while being transferred within Amazon’s logistics network.
Order quantity discrepancies: When Amazon fulfills a customer order but deducts a higher quantity from your inventory.
FBA fee errors: Overcharges for storage, fulfillment, or other FBA-related services that reduce your inventory’s value.
Not every issue qualifies for reimbursement, though. For instance, expired products, shipping errors on your part, or certain mishandled customer returns typically don’t meet the criteria.
To be eligible for a reimbursement claim, your inventory must be properly registered with Amazon before shipment. Documentation like valid purchase invoices or receipts (not from Amazon) is also required to prove ownership of the items.
While knowing what qualifies is essential, it’s equally important to understand why these discrepancies happen in the first place.
Why Inventory Discrepancies Happen
Amazon’s massive logistics network makes it nearly impossible to avoid occasional inventory discrepancies. Let’s look at some of the most common reasons behind these issues:
Warehouse operational errors: Mistakes during scanning, sorting, or shelving can result in misplaced inventory. These human errors are one of the leading causes of discrepancies.
System recording mistakes: Sometimes, Amazon’s systems fail to update stock levels correctly. This can happen during warehouse transfers, customer returns, or routine audits. The physical inventory might still exist, but the system doesn’t reflect it accurately.
Shipping and handling damage: Products can get damaged during transit - crushed, exposed to moisture, or otherwise rendered unsellable. While Amazon has measures in place to handle damaged goods, they don’t always catch every case or reimburse sellers properly.
Cross-docking errors: Inventory can get mixed up during transfers between Amazon facilities. Items might end up in the wrong warehouse or even be attributed to another seller, causing prolonged confusion.
Theft and shrinkage: Though rarely acknowledged by Amazon, theft and shrinkage are real issues. Items might go missing due to employee theft, fraudulent customer returns, or simple misplacement in vast warehouse operations.
With so many moving parts - multiple checkpoints, different handling teams, and interconnected systems - it’s no surprise that errors occur. When any part of this complex chain breaks down, discrepancies in inventory arise.
The best way to tackle these issues is by keeping a close eye on your inventory levels. Regular monitoring helps you catch discrepancies early, giving you a better chance to file reimbursement claims and recover lost funds.
Who Can File Claims and What Documents You Need
Filing reimbursement claims with Amazon involves specific steps and clear documentation. To ensure your claim is processed smoothly, it's essential to meet Amazon's requirements and provide the necessary paperwork.
Requirements for Filing Claims
If you're a registered FBA seller, you're eligible to file reimbursement claims. However, there are a few key conditions and deadlines to remember:
Claims must be filed within 18 months of the inventory discrepancy. For instance, if an issue occurred in January 2024, you have until July 2025 to submit your claim.
You must provide proof of ownership for the products. This means showing documentation that proves you purchased the items from a legitimate source. Items bought on Amazon's retail platform and resold via FBA typically don't qualify for reimbursement.
Your inventory should be properly registered in Amazon's system before the discrepancy occurred. This includes ensuring the products were correctly received and acknowledged in your Seller Central account.
Accurate records on your end are crucial. While Amazon doesn't require you to conduct formal inventory audits, having clear tracking of what you shipped versus what Amazon received strengthens your case.
For damaged inventory claims, the damage must have occurred while the items were in Amazon's possession. If the damage happened due to your packaging or shipping methods, those claims won't qualify.
Once you've met these requirements, it's time to gather the necessary documents to support your claim.
Documents Required for Claims
Having the right documentation is critical. Missing or incomplete paperwork can delay your reimbursement. Here's what you'll need:
Purchase invoices or receipts: These are the cornerstone of your claim. They must come from legitimate suppliers (not Amazon) and clearly list product details, quantities, and purchase prices. Ensure the invoices match the ASINs (Amazon Standard Identification Numbers) you're claiming for. Informal receipts or handwritten agreements are generally not accepted.
Shipment ID: This unique identifier tracks your products from the time you created the shipment to their receipt at Amazon's fulfillment centers. You can find this in your Seller Central account under "Manage FBA Shipments."
Product photos: For damaged inventory claims, high-resolution images of the product and packaging are essential. The photos should clearly show the extent of the damage and, if possible, evidence that the damage occurred while Amazon handled the items.
ASIN information: Double-check that the ASINs in your claim match those in your inventory and on your purchase documentation. Even minor discrepancies can lead to claim rejection.
Inventory records: Keep detailed records of your inventory levels before and after the discrepancy to back up your claim.
Fee-related documents: For claims involving fees, include transaction reports and fee statements to verify the charges.
Correspondence with Amazon: If you've already discussed the issue with Amazon support, attach copies of those conversations to your claim.
Organize your documents carefully, label everything clearly, and ensure all images are oriented correctly and easy to read. This level of preparation can save you from unnecessary delays and back-and-forth communication with Amazon's reimbursement team.
How to File Claims Step by Step
Filing claims for reimbursement might seem daunting, but breaking it into manageable steps - identifying issues, submitting your claim, and addressing rejections - can make the process more straightforward. Each stage demands careful attention to detail to improve your chances of success.
Finding Inventory Problems in Seller Central
To identify potential reimbursement opportunities, start with the Inventory Adjustments report in Seller Central. Go to Reports > Fulfillment, then select Inventory Adjustments. This report logs inventory changes, such as lost, damaged, or destroyed items.
Set the date range to the past 90 days, and look for negative adjustments that don’t align with your records. Focus on reasons like "Warehouse Damage", "Lost Inbound", or "Inventory Difference", as these often indicate Amazon's responsibility.
Key columns in the report include ASIN, SKU, Quantity Adjusted, Reason, and Disposition. Pay close attention to negative quantities. For example, if you see "-5" units with the reason "Warehouse Damage", it’s a clear candidate for reimbursement. Cross-check these discrepancies with your Manage Inventory page to confirm the issue and identify any patterns.
Once you’ve verified the discrepancies, you’re ready to move on to filing your claim.
Filing Your Claim in Seller Central
To file a claim, navigate to Help > Get Support in Seller Central. From there, select "Selling on Amazon", then "Fulfillment by Amazon", and finally "FBA Inventory Reimbursement." This ensures your case is routed to the appropriate team.
When creating your case, use a precise, factual subject line like "Reimbursement Request - Lost Inventory ASIN B08XYZ123 - Shipment FBA15HJKL789." This helps Amazon’s team quickly understand the issue.
In the case description, include all relevant details. Specify the quantity of missing or damaged items, the date range of the issue, and reference your Inventory Adjustments report. For example:
"On 3/15/2025, my Inventory Adjustments report shows -12 units of ASIN B08XYZ123 marked as 'Warehouse Damage.' I am requesting reimbursement for these items at my purchase cost of $24.99 per unit."
Attach clear, well-labeled PDFs of supporting documents, such as invoices or shipment photos. Use file names like "Purchase_Invoice_ASIN_B08XYZ123.pdf" or "Shipment_FBA15HJKL789_Photos.pdf" to keep things organized.
Amazon typically acknowledges claims within 24-48 hours, but full resolution may take 5-10 business days. Track your case in the Contact Us section to stay updated. If your claim is denied, don’t give up - there are steps to address rejections.
What to Do When Claims Get Rejected
Rejections are common, but they don’t mean your case is closed. Amazon’s initial review process often involves automation, and even human reviewers can overlook key details.
Start by carefully reviewing the rejection reason. Common explanations include "insufficient documentation", "items not in shipping plan", or "damage occurred before Amazon received items." Tailor your response based on the specific reason.
If documentation is flagged as insufficient, double-check your evidence. Ensure invoices clearly show the ASIN, and use high-quality photos to support your case. For disputes about shipping plans, gather proof from your Manage FBA Shipments page. Screenshots showing the ASIN in the shipment and Amazon’s confirmation of receipt can directly counter their claim.
If standard Seller Support cannot resolve the issue, escalate to the Seller Performance Team. As Amazon staff member Daryl_Amazon explains:
"If Seller Support is unable to resolve the issue, you can escalate it to the Seller Performance Team. They have more authority to investigate complex cases and can potentially overturn denied claims if they find that the initial decision was incorrect."
Before escalating, review Amazon’s FBA reimbursement policies to ensure your case aligns with their guidelines. As Daryl_Amazon suggests:
"Consult the 'FBA Inventory Reimbursement Policy' help page. This page outlines Amazon's policies and procedures for reimbursing sellers for lost or damaged inventory. Familiarizing yourself with the guidelines can help you better understand the process and strengthen your case."
When appealing, open a new case rather than continuing the old thread. Reference your original case ID, explain why the rejection was incorrect, and provide additional evidence or clarification. This approach often brings a fresh set of eyes to your case, increasing your chances of a positive outcome.
Persistence and thorough documentation can make all the difference in getting your claim approved. As Daryl_Amazon emphasizes:
"With perseverance and proper documentation, there's a good chance you can get this issue resolved satisfactorily."
Tips for Better Claims Management
Managing claims effectively isn't just about filing them; it's about keeping a close eye on your processes to spot issues early and recover what you’re owed. These tips will help you stay organized and improve your claims management system.
Regular Inventory Checks
Performing regular inventory audits can help you catch discrepancies before they turn into bigger problems. A good habit is to review your Inventory Adjustments report every Monday morning, focusing on the previous week's activity. This keeps the workload manageable while ensuring you address issues promptly. Pay special attention to adjustments marked as "Warehouse Damage", "Lost Inbound", or "Inventory Difference."
To stay on top of these trends, keep a tracking spreadsheet with columns for Date, ASIN, SKU, Quantity Lost, Reason, and Claim Status. This not only helps you monitor patterns but also highlights recurring issues. For instance, if one ASIN frequently shows damage, it might be time to rethink your packaging or check how items are being handled.
Once a month, dive deeper into your inventory data. Compare your inventory levels to your sales trends. For example, if a product typically sells 50 units per week but suddenly shows no available stock without corresponding sales, investigate immediately instead of waiting for Amazon’s system to catch up.
Tracking Claims and Keeping Records
Good documentation is your best defense against duplicate claims and helps you build stronger cases for disputes. Filing multiple claims for the same issue can hurt your credibility with Amazon, so staying organized is key.
Maintain a master claims log with details like case ID, submission date, ASIN, quantity claimed, dollar amount, and resolution status. To make it easier to track progress, use a color-coded system:
Green: Approved
Red: Denied
Yellow: Pending
Blue: Appeals
When saving files, use consistent naming conventions like Claim_[Date]_[ASIN]_[CaseID].pdf. This makes it easier to locate specific documents months later if Amazon requests additional information. Keep all correspondence in well-organized, cloud-based folders, and set calendar reminders to review pending claims every five business days. While Amazon generally responds within 5-10 business days, more complex cases can take longer. Regular follow-ups show that you’re engaged without being overly pushy.
For businesses looking to simplify this process, automation can make a big difference.
Using Refunzo for Automated Tracking
As your business grows, manually reconciling claims becomes time-consuming and inefficient. That’s where Refunzo comes in. This platform offers a lifetime free reconciliation service, automating the tedious task of monitoring your FBA inventory for discrepancies.
Refunzo runs 21-point reconciliation checks across your account, flagging issues like lost inventory, damaged goods, overcharged fees, and missing reimbursements. Instead of spending hours combing through reports, you’ll receive detailed summaries showing exactly where you’re owed money.
For more complex cases, Refunzo provides personalized support. You can either handle claims yourself using their reports or use their reimbursement claim service, where they manage the entire process - from filing claims to submitting evidence and following up. The service charges a 15% commission fee (capped at $5,000) but only after Amazon credits the refund to your account.
Refunzo also ensures your data is handled securely and offers reconciliation services across international marketplaces, making it an essential tool for sellers managing inventory in multiple Amazon regions. This level of automation and support can save you countless hours while helping recover funds you might otherwise miss.
Summary
Filing claims for missing FBA inventory requires a systematic approach: spotting discrepancies, documenting evidence, and submitting claims promptly through Seller Central’s Get Support feature. The process starts with reviewing your Inventory Adjustments report to identify any issues.
Once discrepancies are found, keeping detailed and accurate records becomes essential. Regular reconciliation not only ensures your financial records are accurate but also helps with tax compliance and detecting errors in sales, fees, or inventory. Quick action on these discrepancies can prevent financial losses that might affect your profits. Successful sellers approach claims management as an ongoing task. This includes conducting weekly inventory checks, organizing documentation, and staying on top of unresolved claims. If a claim is denied, having thorough records makes the appeal process smoother and increases your chances of recovering funds.
As your business grows, manual tracking can fall short. Automation tools, like Refunzo’s free reconciliation and claim support, can make managing large inventories more efficient and simplify recovery efforts.
FAQs
What should I do if Amazon rejects my claim for unaccounted FBA inventory?
If Amazon denies your claim for missing FBA inventory, the first step is to carefully go through their response. Understanding why your claim was rejected can help you identify any gaps in your submission. Double-check if all required documents, like shipment records, invoices, or inventory reports, were included. Missing details could be the reason for the denial.
If the issue isn't resolved after addressing these points, you can file an appeal. When doing so, make sure your explanation is clear and sticks to the facts. Lay out why the reimbursement is justified and back it up with solid evidence. If the appeal doesn’t lead to a resolution, you can escalate the matter to Amazon's Seller Performance Team for a closer review. Staying persistent and keeping your documentation thorough can make a big difference in getting these claims resolved.
How can I catch and resolve inventory discrepancies before Amazon’s claim deadlines?
To stay on top of inventory discrepancies and address them before Amazon's claim deadlines, it's important to regularly check your inventory in Seller Central. Pay close attention to sections like Manage FBA Shipments and the Inventory Dashboard, especially after sending shipments, to quickly identify any issues. If you spot a discrepancy, gather all necessary evidence - such as shipment receipts or photos - and open a case in Seller Central with clear and thorough documentation.
Amazon has specific deadlines for filing claims: typically 60 days for lost or damaged inventory and up to 9 months for inbound shipment losses. By reviewing your inventory reports frequently, you can ensure you don’t miss these deadlines and secure reimbursement for any missing inventory.
What are the common mistakes to avoid when filing claims for missing FBA inventory?
One major mistake sellers often encounter is missing the deadline for filing reimbursement claims. This oversight can lead to losing refunds entirely. Another frequent problem? Submitting incomplete or incorrect documentation. This might include missing photos, inaccurate condition notes, or incomplete shipment records - issues that can derail your claim process.
To steer clear of these headaches, ensure you file claims on time within Amazon’s required timeframe. Also, take the time to review your supporting documents carefully. Include clear photos, detailed descriptions of any damaged or missing items, and complete shipment details. These steps can significantly boost your chances of having your claim approved.
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