Seller guide
How do I organize FBA case evidence without creating duplicate claims?
Build a seller-owned, event-level evidence ledger with source provenance, quantity reconciliation, prior-case checks, and dated status so the same FBA units are not worked twice.
Make the event—not the document—the unit of work
Create one row for each observed inventory event and assign a stable seller reference. Record event type, anchor date, SKU or FNSKU, ASIN where available, quantity, condition, disposition, source reference, and current owner. Attach source labels to facts rather than copying every report into one anonymous note. When two documents describe the same units, link both to the event row instead of opening a second work item.
Preserve provenance and use a missing-evidence checklist
For each event, list the potentially relevant inventory ledger row, inbound or return record, removal detail, reimbursement search, prior case, shipment evidence, invoice, and photos as applicable. Mark each item provided, missing, not applicable, or needs verification, with its observed date. A checklist proves only that a record was supplied; it does not authenticate the file, establish ownership, satisfy a current request, or make the event eligible.
Reconcile quantities before assigning a case state
Write the quantity equation relevant to the event and explain every branch. A removal can split requested units into cancelled, disposed, shipped, and in-process quantities; an inventory event can split into cash-reimbursed, inventory-reimbursed, reversed, and unresolved units. Never let two open rows claim the same quantity. Keep a conflicting or unreconciled balance visible instead of adjusting a number merely to close the worksheet.
Check prior cases and reimbursements before drafting anything
Search the seller-owned case log and current seller-supplied Reimbursements report using the strongest available identifiers, date, reason, and quantity. Record exact, plausible, conflicting, or absent matches. If a prior case, automatic reimbursement, inventory credit, cash reimbursement, or reversal touches the units, pause the new-work path until a human resolves the overlap. A missing local match is not permission to submit.
Use dated states and require human review at every action boundary
Separate not reviewed, evidence incomplete, ready for human review, filed, awaiting marketplace response, resolved, and closed-without-action. Record who verified the current portal instructions and when, because event windows and evidence requirements can change. The ledger may prioritize work and draft a checklist, but it must never open a case, upload evidence, assert eligibility, or promise reimbursement. Preserve the final outcome so future exports do not recreate the same task.
Tools that help with this
- FBA Reimbursement Deadline + Evidence Tracker ($1.00) — Create a bounded event queue with dated profiles, evidence gaps, and prior status
- FBA Inbound Problem + Fee Root-Cause Analyzer ($0.50) — Group recurrence separately after individual inbound-event evidence is reconciled
- Marketplace Payout Reconciliation Analyzer ($1.00) — Close the cash trail only when a supplied reimbursement reaches settlement
Every paid output is a draft for your review before you publish, appeal, or activate anything. Friday does not access your seller account.
More seller guides
- Your Amazon listing was suppressed. What to check first.
- How do I track FBA reimbursement deadlines and missing evidence?
- Which FBA report should I use for lost, damaged, returned, or removed inventory?
- How do I check whether Amazon already reimbursed an FBA inventory event?
- How do I reconcile a marketplace payout to orders and the bank deposit?