4 min article

Reconciling your eBay sales transactions

When managing your business, it’s important to have access to all your sales and transaction information. eBay provides a detailed, end-to-end breakdown of all your selling activity, so you can make sure your internal records are accurate and up to date.

You can download reports and statements of your orders, fees, and payouts in Seller Hub, and then reconcile these documents with your own records to make sure that everything matches up.

Downloading reports and statements

All documents will be available to download in Seller Hub, but your financial statement and tax invoice will also be available to download in My eBay.

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 use these documents to reconcile your own records with eBay's records. We recommend you consult your financial advisor for financial reconciling of this information. Below are the documents you can find in Seller Hub, with instructions for downloading each one.

Transaction report

Your transaction report provides a detailed breakdown of all your account activity for a specific date range. It shows details of your transactions, including transaction date, order number, buyer name, payout date, fees, and other information. You'll be notified by email when your report is available. Here's how to download your transaction report:

  1. Go to the Payments tab - opens in new window or tab in Seller Hub.
  2. From the menu on the left, select Reports.
  3. Select the Reports tab.
  4. Select Transaction report from the dropdown menu.
  5. Select the report Type, and the Start and End date.
  6. Select Create report.

Customising your reports

You can customise your transaction reports by adding or removing columns of information on transactions, payouts, shipping, and items. Here's how:

  1. Select the Reports tab in Seller hub.
  2. Select Transaction report from the dropdown menu.
  3. Select Customise column settings.
  4. Select Transaction details, Payout details, Shipping details or Item details.
  5. Select or deselect information for your reports.
  6. Select Save.

You can also customise your transaction reports by selecting a specific payout from the Payouts tab. Any customisation you make from the Reports tab or Payouts tab will apply to all future transaction reports. You can return to the default settings any time by selecting Reset to default settings.

The times in your transaction report may not match the transaction times in your records due to the differences in international timezones, and may result in discrepancies between your transaction report and other reports. Below are some of the details you may find in your transaction report which individually or combined can help you with reconciliation:

  • Item ID: The unique ID for your eBay listing
  • Payout ID: The unique ID for the payout
  • Reference ID: The unique ID for the transaction
  • Transaction ID: The unique ID that combines information about a buyer, item, and item price
  • Net amount: The net amount you receive for the transaction
  • Payout method: The linked checking account for the payout
  • Status: The status of the transaction
  • Reason for hold: Additional information about a hold transaction status
  • Seller collected tax: Tax collected by the seller on a sold item
  • Final value fee: A fee calculated as a variable percentage of the total amount of each sale, plus a fixed amount on each sale. This fee is deducted from your funds before you receive your payout

Tip
If any of your funds are On hold, you’ll find details in your transaction report.

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 - opens in new window or 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.

The reports you request will be saved for 90 days. After that, you'll need to request them again using the instructions above.

Tip
Payout dates are unlikely to exactly match the dates in your bank statement due to the processing time for eBay and your bank.

Financial statement

Your financial statement provides a summary of your monthly account activity. Every month, you'll receive an email to let you know that your financial statement is ready to download. In your financial statement, you'll find a summary of your selling activity and a detailed view of your transactions, including information on claims, refunds, payment disputes, payouts and more for that month.

Here's how to download your financial statement in Seller Hub or My eBay:

  1. Go to the Payments tab - opens in new window or tab in Seller Hub or Payments - opens in new window or tab in My eBay.
  2. Select Reports.
  3. Select Statements.
  4. Select Download next to the statement you would like to download.
  5. Select Summary or Full statement.

Monthly statements are available to download for 10 years. The statement is not an invoice and does not replace existing reports.

Tip
You can find a record of your fees and credits in your monthly financial statement, or by downloading a transaction report. These are both available in Seller Hub.

Tax invoice

Your tax invoice is issued for services rendered and includes all applicable seller fees and other costs. Every month you'll receive an email to let you know your Tax invoice is available to download. Your Tax invoice 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.

You can download your tax invoice in Seller Hub or My eBay. Here's how:

  1. Go to the Payments tab - opens in new window or tab in Seller Hub or Payments - opens in new window or tab in My eBay.
  2. Select Reports.
  3. Select the Invoices tab. You'll see the list of available tax invoices by month.
  4. To download a report for a specific month, select Summary Download or Detail Download.

Billing cycles

Beginning 1 May, 2022, eBay will generate all financial statements on the 1st of the month, which will cover activity from the 1st to the last day of the calendar month. We'll no longer be supporting the mid-month cycle for invoices and financial statements. For more information, please read our most frequently asked questions and answers on billing cycles below.

Why do you have to move my billing cycle in order to change the date I receive my reports?

We want to help streamline the reporting and reconciliation processes for sellers by aligning all payments reporting to the calendar month.

Can I choose not to make this move?

Moving forward, eBay will not be supporting the mid-month cycle for invoices and financial statements, so we encourage you to update your processes in preparation for this change.

Can I move back to the mid-month cycle?

No, this change is intended to make seller reconciliation and reporting processes easier. In the future, eBay will not be supporting the mid-month cycle for invoices and financial statements.

How does this change impact my tax reporting?

Please inform your tax advisor or accountant about this change.

What happens in the month that this change takes effect? Will I receive two tax invoices/financial statements?

At the beginning of April, you'll receive a tax invoice and financial statement covering the 16-day transition period spanning the end of the previous cycle and the beginning of the next cycle (March 16 - March 31). You’ll receive the next 30 day tax invoice and financial statement at the beginning of the next month (May 01, 2022).

For example:

  • You receive your tax invoice and financial statement on or around March 16 for sales from February 16 - March 15
  • You would receive another tax Invoice and financial statement on or around April 1 with sales from March 16 - March 31
  • Going forward, you'll receive your tax invoice and financial statement at the start of each month (May 1, June 1, etc.) detailing your activity in the prior month

Will all my historical invoices and financial statements be changed to the beginning of the month?

Sellers' historical tax invoices and financial statements will still be accessible to users via the Payments tab on Seller Hub or My eBay Payments tools.

You can download reports and statements in Seller Hub to reconcile your own records with eBay's records. We recommend you consult your financial advisor for financial reconciling of this information.

Was this article helpful for you?

Related help topics