Amazon Proof of Inventory Ownership for Reimbursement

When it comes to FBA reimbursement claims, many sellers lose money simply because they don’t know what documentation Amazon accepts or how to present it. For example, proving ownership of inventory being claimed. As straightforward as that sounds, failure to show that the inventory being claimed is yours can cause reimbursements to be rejected.

How do you provide Amazon proof of inventory ownership?

This article will give you clear steps to ensure you’re properly prepared to claim the money you’re owed for lost or damaged inventory.

Acceptable Documentation

What constitutes valid proof of inventory ownership? This can vary depending on the seller model.

Let’s start with a breakdown of what Amazon considers proof for FBA reimbursement claims, according to seller type:

Boost Your Claim

Additionally, supporting documentation can help. Things such as:

• Inventory Adjustment Reports (from Seller Central)
• Shipment Records with tracking and shipment ID
• An FNSKU CSV File for damaged inventory
• Photos or videos (for damaged goods)
• Communication logs with Amazon support

Documents add up. To be ready for potential reimbursement claims the sheer volume of documentation that needs to be maintained — and presented — can rapidly become overwhelming, especially in the absence of a system of organization.

Working out the SOPs (Standard Operating Procedures) for how you maintain your records is key.

Staying Organized

Your best SOP when it comes to documentation is to be proactive. Be ready for a potential audit. Be ready with what you’ll need to file claims. Staying audit-ready isn’t just about having the documents, it’s about having them findable, verifiable, and defensible under pressure.

Here are a few tips for staying organized.

(1) Centralize with a Document Repository

Use a cloud-based system (e.g., Google Drive, Dropbox, SharePoint) with structured folders by:

• Supplier or manufacturer
• ASIN or SKU
• Claim type (lost, damaged, discrepancy)

Include version control and access logs if multiple team members are involved.

(2) Standardize File Naming Conventions

Make files instantly recognizable. Use a standard that includes all relevant variables, such as, for example:

[ASIN]_[ClaimType]_[SupplierName]_[InvoiceDate].pdf

Such a system helps with bulk uploads and quick retrieval during audits or support escalations.

(3) Create a Master Index or Dashboard

Build a spreadsheet or dashboard that tracks:

• ASIN/SKU
• Supplier/manufacturer
• Invoice date and amount
• Shipment ID
• Claim status
• Link to supporting documents

This becomes your audit control center. Especially useful for cross-referencing Amazon’s Inventory Adjustment Reports.

(4) Attach Supporting Evidence to Each Claim Folder

For every reimbursement claim, include:

• Invoice or packing slip
• Shipment tracking and ID
• Inventory Adjustment Report
• FNSKU label or product photo
• Communication log with Amazon support

Think of each folder as a mini case file.

(5) Audit Yourself Quarterly

Lastly, perform your own audits to ensure compliance, and that you have the documentation you need. Randomly select 5–10 ASINs and walk through the documentation trail. Confirm that each has a complete set of ownership and shipment records.

Flag any gaps and update SOPs accordingly.

Making the Complex Less Complex

As noted, the sheer volume of documentation required can quickly become overwhelming. To use a few metaphors, if you’re not sure what you’re doing, navigating Amazon’s reimbursement process can be like feeling your way through a maze, blindfolded, with a stopwatch ticking.

There are steps you can take.

For starters, keep your documentation well organized, as described above. Add to that a few additional best practices.

Best Practices for Simplifying Claims

• Amazon reimbursement claims fall into several distinct buckets. To simplify, consider a system of folders for each specific category, such as Lost Inventory, FBA Fee Overcharges, Damaged Inventory, etc.
• Use automation tools or scripts to pull key reports (e.g., Inventory Adjustments, Received Inventory, Fee Preview) on a rolling basis.
• Build a simple decision tree that helps your team determine things like whether the item is in sellable condition, was it properly received and scanned, is it within the claim window, etc.
• Centralize those proof of ownership docs. This is worth repeating. Maintain a searchable archive of supplier invoices, purchase orders and other, important documentation.
• Log all Amazon correspondence. Include Case IDs, chat transcripts, email threads and any other info that might need to be referenced later.

Ultimately, even with good organizational policies and proper execution, tracking, filing and monitoring reimbursement claims is not a simple exercise. That’s just the nature of the beast. There are many places errors can be made; errors of both commission and omission. Making a mistake can be just as costly as missing a claim that should’ve been filed.

Fact: FBA sellers lose 1–3% of revenue to shipment, fee, and inventory errors, and these errors are often buried, unpredictable, and expensive.

Are you successfully recovering that revenue through your internal processes?

A Solution

If you’re looking to bolster your team, or simply hand things off to a strategic partner, Seller Investigators by Carbon6 can help. An expert-driven solution, the team at Seller Investigators is your partner in profitability. Get more money in less time when you work with our trusted recovery experts.

We offer a free, no-obligation audit, with results in just 48 hours. Only pay a 25% commission fee when your money is back with you, where it belongs.

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