Reconciling eBay sales transactions

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Reconciling eBay sales transactions is something we all have to do in order to submit tax returns, here’s what you need to know to access the data from eBay:

The Reports section within the Payments tab is where you can print and download your documents for financial reconciliation. The reports can be downloaded anytime in CSV and/or PDF formats.

Transaction reports provide you with a detailed overview of your eBay selling activity. It contains information such as:

  • Transaction creation date
  • Gross transaction amount
  • Payout date
  • Final value fee – fixed
  • Final value fee – variable 

Payout reports contain information such as:

  • A count of payouts for the specified time period
  • Payout date
  • Payout ID
  • Status
  • Payout Method
  • AmountCurrency

Your monthly eBay statement

Each month, eBay send you an email to let you know that your monthly financial statement is ready to download from Seller Hub.

Here’s how to download your financial statement:

  1. Go to the Payments tab in Seller Hub
  2. Select Reports
  3. Select Statements
  4. Select Download next to the statement you would like to download
  5. Choose whether you would like to download a Summary or Full statement 
    • The Summary displays a high-level overview of your monthly fees and selling cost totals
    • The Full statement is a document containing an overview of your monthly fees and selling costs, plus the individual details of each transaction for the covered period

In your eBay statement, you’ll find a summary of your  monthly activity on eBay and a detailed view of your transactions, including information on claims, refunds, payment disputes, payouts and more for that month. Please note, the monthly financial statement is not an invoice.

Note: Monthly statements and transaction reports are available to download for up to 10 years. If you previously had eBay transactions processed through PayPal, you’ll find details of those transactions in your PayPal reports.

Reconciling your sales transactions

You can download reports of your sales activities, fees, and payouts through Seller Hub, and then reconcile these reports with your own internal sales data to make sure that everything matches up. You need the following documents provided by eBay along with your bank statements to reconcile your accounts:

  • Your invoice which shows you the applicable taxes on fees and other costs already deducted from your Available, Processing, and On hold funds. If you sell on multiple eBay sites, you’ll see the fees and taxes grouped by currency.
  • Your Transaction report which contains essential details of your eBay selling activity including gross income, fees, refunds, and more.
  • Your Payout report which provides a summary of your payouts for a specific date range.

With these files, you will be able to reconcile your internal records with eBay’s information about your transactions. eBay recommend you consult your financial advisor when reconciling financial information.

Tip: Most files will be in CSV format, which you can open with spreadsheet software such as Microsoft Excel or Google Sheets. However, your Financial statement will be in PDF format.

You can obtain the information you may need to help reconcile your transactions by performing the actions in the order outlined below:

Download your invoice:

  1. Go to the Payments tab in Seller Hub
  2. Select Reports
  3. Select the Invoices tab. You’ll see the list of available Invoices by month
  4. Select Summary download or Detail download 
    • The Summary download option provides you with a PDF of your invoice
    • The Detail download option provides you with a CSV file containing detailed information on each transaction

Download your Payout report

Your payout report provides a summary of your payouts for a specific date range. Here’s how to download your Payout report:

  1. Go to the Payments tab in Seller Hub
  2. From the menu on the left, select Reports
  3. Select the Reports tab
  4. Select Payout report from the dropdown menu
  5. Select the Start and End date
  6. Select Create report next to the report you would like to download

After downloading your Payout report, you can find information on specific payouts by searching for the applicable Payout ID.

Tip: Payout dates in your reports from eBay are unlikely to match the dates in your bank statement exactly due to the processing times for eBay and your bank being different.

Viewing and creating transaction reports

To view previous transaction reports, and generate new reports, select Transaction reports from the menu on the left of the Payments tab in Seller Hub.

Here is how to create a new transaction report in Seller Hub:

  • Go to the Transaction reports section within the Payments tab in Seller Hub
  • Select the Start Date, End Date, and Transaction Type
  • Select Create Report

You will be notified by email when your report is available, and you can return to the Transaction reports page to download generated reports and view your report history.

2 Responses

  1. such a useful thread,
    Though all this may be obvious to many,,
    This makes life so much easier when you get the ebay brain fog

  2. These reports are ok, but I’ve bought this up with eBay literally about 20 times, when someone opens a case against you for INR etc, the funds are deducted in one line in the excel sheet, the appear on the next line down as returned back to you.
    It’s been like this from day one and it makes reconciling eBay’s transactions a total timewaste.

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