Your Settlements Dashboard shows a status badge on every settlement so you can see exactly where each one is in the process. This article explains what each status means, why you might be seeing it, and whether any action is needed from you.
💡 Quick overview
Most statuses are informational — they tell you where a settlement is in the pipeline. Statuses like Scheduled and Processing require no action. Statuses like Ready to Post mean the settlement is waiting for you to send it (or for auto-post to pick it up).
Scheduled
A Scheduled status means the marketplace (e.g. Shopify) has confirmed that a payout is planned but the funds have not been transferred yet. The payout date shown is the date the marketplace expects to release the funds.
Why am I seeing this?
Marketplaces like Shopify schedule payouts in advance — typically 1–3 business days before the funds are actually sent. During this window, Link My Books knows about the payout but cannot process it yet because the final transaction data is not available until the payout is completed.
Do I need to do anything?
No. Once the marketplace completes the payout, Link My Books will automatically pick it up and begin processing. The status will change to Processing and then to Ready to Post once the settlement is ready.
💡 Good to know
Scheduled payouts typically complete within 1–3 business days. If a payout remains in Scheduled status for longer than expected, check your marketplace dashboard to confirm the payout hasn't been delayed or cancelled on their end.
Processing
A Processing status means the payout has been received from your marketplace and Link My Books is currently importing and processing the transaction data. This includes matching orders, calculating fees, applying your settings, and building the summary invoice.
Why am I seeing this?
Processing happens automatically after a payout is received. For most settlements, this completes within a few minutes. However, processing times can vary depending on how busy the system is and how much data needs to be processed — settlements with a large number of transactions, or those requiring data from a third-party platform, can take longer.
Do I need to do anything?
No. The settlement will update automatically once processing is complete. The status will change to Ready to Post when it is ready to send to your accounting software.
⚠️ Settlement stuck on Processing?
Most settlements complete within a couple of hours. If a settlement has been stuck on Processing for significantly longer, try these steps in order:
1. Refresh the settlement from the Action menu. Click the Action dropdown on the settlement row and select Refresh. This nudges processing to complete and often moves a stuck Processing settlement to Ready to Post straight away. If you have multiple settlements stuck, you can refresh each one in turn. See Refreshing your settlements for more detail.
2. Check your sales channel is still connected. A disconnected channel will show an orange banner at the top of the page. If the channel shows as disconnected, reconnect it, then refresh the settlement again.
3. Still stuck after a refresh? If the settlement continues to show Processing 10-15 minutes after a refresh attempt and your channel is connected, a human agent on the Link My Books team can investigate — provide the settlement date range and marketplace.
To Note: Please do not keep clicking Refresh on high-volume settlements (especially Deferred/Released Amazon settlements), as repeated refreshes can queue up additional processing jobs without changing the outcome.
💡 Amazon Deferred settlements are large and generate mid-month
Amazon Deferred settlements are generated around the 15th of the month and are often much larger than a standard payout, so they can legitimately sit on Processing for longer than a normal settlement. Give a large Deferred settlement extra time and avoid repeatedly refreshing it. If a Deferred settlement is still Processing after a longer period and a single refresh hasn't moved it, a human agent on the Link My Books team can take a look for you — provide the settlement date range and marketplace.
Ready to Post
A Ready to Post status means the settlement has been fully processed and the summary invoice is ready to be sent to your accounting software (Xero or QuickBooks).
Do I need to do anything?
If you have auto-post enabled, the settlement will be sent automatically — no action needed. Otherwise, you can send it manually using the Action button on the settlement row, or by selecting multiple settlements and using a bulk action.
Posted
A Posted status (shown in green) means the settlement has been successfully sent to your accounting software. The date it was posted is shown in the tooltip when you hover over the badge.
If you need to make changes to a posted settlement, you can roll it back using the Action menu and then refresh and re-send it after making your changes.
Awaiting VAT Data
An Awaiting VAT Data status means the settlement is waiting for VAT transaction data from Amazon before it can be finalised. This applies to Amazon settlements where you have VAT processing enabled.
Why am I seeing this?
Amazon generates VAT transaction reports on the 5th of the following month (or 2–4 days after the settlement end date if you use the Amazon VAT Calculation Service). Until this data is available, the settlement cannot be completed. For further information please see this help article.
Do I need to do anything?
In most cases no. While the settlement is within the normal waiting window it will update automatically once the VAT data becomes available.
⚠️ Still showing Awaiting VAT after the expected window?
If a settlement is still on Awaiting VAT Data after the 5th of the following month (or the 7th for settlements that include MFN: merchant-fulfilled orders), it will usually not clear on its own. This normally means a single order in that settlement is missing VAT details in Amazon's report, or the VAT report needs to be pulled again. In that case a human agent on the Link My Books team will need the settlement date range and marketplace to reprocess the VAT data for that settlement on our side, which usually clears it within a few hours. See Why are some of my settlements showing Awaiting VAT? for the full detail, including high-volume accounts and non-UK marketplaces.
Rollback Failed
A Rollback Failed status appears when you roll a posted settlement back (for example, to re-post it after changing product groups, SKU mappings or account/tax settings) but the rollback did not fully complete. This is most often caused by a temporary API issue between Link My Books and your accounting software while the invoice was being voided.
In this situation the invoice has often already been removed from Xero, but the settlement in Link My Books is still marked Rollback Failed and won't let you roll it back again.
How to fix it:
First, confirm the original invoice has been voided in Xero (or deleted in QuickBooks). If it hasn't, void it there first.
Back in Link My Books, click on the Rollback Failed error on the settlement. Once the invoice is voided in your accounting software, you'll see the option to Validate Rollback.
Select Validate Rollback. This clears the failed state and returns the settlement to Ready to Post.
Refresh the settlement so it picks up your updated settings, then send it to your accounting software again.
⚠️ Rolling back several settlements at once? If you're re-posting a batch and some clear while others stay on Rollback Failed, work through them one at a time: confirm each invoice is voided in your accounting software, then use Validate Rollback on that settlement before moving to the next. If a settlement still won't validate after the invoice is confirmed voided, a human agent on the Link My Books team can clear them for you — provide a list of the affected settlement date ranges (and confirm they are voided in Xero/QuickBooks).
Failed
A Failed status means something went wrong while processing the settlement. Link My Books will automatically retry failed settlements.
Do I need to do anything?
If the settlement remains in a Failed state after automatic retries, a human agent on the Link My Books team can investigate quickly — provide the settlement date range and marketplace.
⚠️ Failed settlement persisting for more than 24 hours? Try this first.
A common cause of settlements that stay on Failed is that the connection to your accounting software has dropped. Before this is escalated to a human agent, please check the following:
1. Check your sales channel is still connected. A disconnected channel will show an orange banner at the top of the page.
2. Check your accounting software connection. Go to Settings → Account Settings and look at the Xero or QuickBooks connection for that sales channel. If it shows disconnected or the token has expired, reconnect it. See No Option To Send Settlements for the reconnection steps.
3. Refresh the settlement. Click the Action dropdown on the settlement row and select Refresh. Once both connections are healthy, this often moves the settlement out of Failed.
If the settlement is still Failed after reconnecting and refreshing, a human agent on the Link My Books team can investigate and reprocess it — provide the settlement date range and marketplace.
🚨 Action menu only shows "Add currency to Xero" but the settlement stays Failed after clicking it?
If the only available option in the Action menu is Add currency to Xero, and clicking it reports success but the settlement remains in Failed state, the underlying problem is not a missing currency. The Add currency action has done its job (the currency is now enabled in your accounting software), but the settlement is failing for a different reason on our side.
The most common causes are:
• A specific order in the settlement can no longer be retrieved from the marketplace API (for example, the order has been deleted or your Link My Books app permissions in Shopify/eBay/Amazon have been changed)
• A connection between Link My Books and the marketplace has lapsed or had its permissions restricted
In this case, a human agent on the Link My Books team will need the settlement date range and marketplace. The Tech Team will need to look at the underlying error on our side — a refresh alone will not resolve it. If you can, also reconnect the affected sales channel first; this clears one of the most common causes ahead of investigation.
⚠️ TikTok Shop failed settlements — two things to know
1. The same TikTok settlement may appear twice on your dashboard while it is in a Failed state. This is a display behaviour only — there is still only one underlying settlement. Neither row can be sent to Xero or QuickBooks while the error is showing, so there is no risk of double-posting. Once the underlying error is resolved, the duplicate row will disappear automatically.
2. If the standard refresh and reconnect checks above do not move the settlement out of Failed, a human agent on the Link My Books team will need the TikTok Shop Finance Statement for each affected settlement date. Our Tech Team uses these statements to repair the data on our side. See How to Download TikTok Shop Finance Statement for the steps.
💡 "Failed" vs other action-required statuses: Several statuses may look similar but mean different things:
• Failed — something went wrong during processing. The system will automatically retry. If it persists beyond 24 hours, a human agent on the Link My Books team can help.
• Error — processing completed but an issue was found that needs your attention (e.g. missing currency, missing product costs). Check the tooltip or Action menu for details.
• Rollback Failed — a roll-back of a posted settlement didn't complete. Confirm the invoice is voided in your accounting software, then use Validate Rollback. See the Rollback Failed section above.
• Needs User Action — the settlement requires a specific step from you before it can proceed (e.g. requesting an archived Amazon report). See the Needs User Action section below.
• Select Marketplace — the settlement contained no sales or refund lines (fees or reserve movements only), so the marketplace could not be auto-detected. You need to pick it from the dropdown. See the Select Marketplace section below.
• Awaiting VAT Data — the settlement is waiting for Amazon VAT transaction data and will update automatically once available. If it's still stuck after the 5th (7th for MFN orders), see the Awaiting VAT Data section above.
If you are unsure which status a settlement has, hover over the badge for a tooltip or check the Action menu. If you have previously hidden a settlement, you can find it again by enabling the Show Hidden toggle at the top of the Settlements page.
Needs User Action
A Needs User Action status appears on Amazon settlements where the settlement report has been archived (typically after 90 days). You need to request the report from Amazon Seller Central before Link My Books can import the data.
For step-by-step instructions, see What does "Needs User Action" mean on my Amazon settlement?
⚠️ Seeing "Needs User Action" on a recent settlement (within the last 90 days)?
If you see this status on a settlement from the current or recent month, this is not the standard 90-day archive scenario. It usually means Amazon has not yet generated or published the settlement statement for that period. Check Reports → Payments → All Statements in Amazon Seller Central — if there is no statement or "Request Report" button for that settlement period, Amazon hasn't made it available yet. In this case, a human agent on the Link My Books team can investigate.
Select Marketplace
A Select Marketplace status appears most commonly on Amazon settlements that contain only fees or reserve movements and no actual sales or refunds. With no sales lines in the file, Link My Books cannot automatically detect which Amazon marketplace the settlement belongs to, so it asks you to pick one before it can finish processing.
To resolve this, please follow the guidance in this help article.
Early Withdrawal
An Early Withdrawal status appears on eBay settlements that do not contain any transaction data. This happens when eBay processes an early or additional payout outside of the regular payout cycle.
Do I need to do anything?
No. The transactions for this period will be included in the next regular scheduled payout from eBay, and that settlement will be processed normally.
Locked
A Locked status appears on settlements that fall outside of the last 90 days while you are on a free trial, or outside of the historical data limits of your subscription plan. To unlock these settlements, subscribe to a paid plan or purchase additional historical data via 'Import Older Data' at the bottom of the settlement dashboard.
Error
An Error status is shown on settlements that encountered a problem during processing. The error message is shown in the tooltip when you hover over the badge, and the Action dropdown may indicate what needs to be done to resolve it.
Common errors include:
Missing currency — the settlement currency is not enabled in your accounting software
Unknown marketplace — the settlement contains no sales or refunds, so the marketplace could not be determined (see the Select Marketplace section above for resolution steps)
Missing product costs — there are SKUs without costs entered (if you use the COGS feature)
Missing mapping — a line on the settlement has no account/tax mapping, or a new mapping has been pulled through that needs completing (see Resolving "Missing Mapping" Errors below)
Payout amount mismatch — requires investigation by support
🚨 Settlement showing an error with no data at all?
If a settlement shows an error status and appears to contain no transaction data whatsoever (i.e. the settlement page is blank or shows zero orders), this is different from a typical error. It usually means there was a problem importing the data from your marketplace. In this case, a human agent on the Link My Books team can investigate on the backend and trigger a re-import of the settlement data. A simple refresh from your side will not resolve this type of issue.
⚠️ Error with no detail, on an account that is still in setup or on an expired trial?
If a settlement shows Error but there is nothing in the hover tooltip and no fix offered in the Action dropdown, check the state of the account itself. While an account is still being set up (status configuring) or its free trial has expired, settlements cannot finish processing, so they sit as a non-actionable Error with no underlying detail. This is different from a mapping or currency error, where the Action dropdown gives you something to fix.
The fix is to make sure the account has an active paid subscription. You can choose a plan from the dashboard via the top-right menu under Billing → Plans. Once the subscription is active, the settlements reprocess and the errors clear on their own. If they do not clear shortly after the plan is active, a human agent on the Link My Books team can help — provide the settlement date range and marketplace.
Resolving "Missing Currency" Errors
This is one of the most common settlement errors. It means the settlement is in a currency that your accounting software does not currently have enabled. For example, a Canadian Dollar (CAD) settlement cannot be sent if CAD is not set up in Xero or QuickBooks.
⚠️ Check your subscription plan first
Some Xero and QuickBooks plans do not include multicurrency support. If your plan does not support foreign currencies, adding the missing currency will not be possible until you upgrade your subscription.
In Xero, multicurrency is only available on the Standard, Premium, and Ultimate plans. The Starter (formerly Early) plan does not include it.
In QuickBooks, multicurrency is available on QuickBooks Online Plus and Advanced plans. It is not available on Simple Start or Essentials.
If you are unsure which plan you are on, check your subscription settings in Xero or QuickBooks, or contact their support team.
If you use Xero:
Log in to Xero and go to Settings → General Settings → Currencies.
Click Add Currency and select the currency shown in the error (e.g. CAD, USD, EUR, AUD).
Save your changes in Xero.
Return to Link My Books, click the Action button on the affected settlement, and select Add Missing Currency or Retry.
If you use QuickBooks:
Log in to QuickBooks and go to Settings (gear icon) → Account and Settings → Advanced.
Make sure Multicurrency is turned on (note: this cannot be undone once enabled).
Then go to Settings → Currencies and add the required currency.
Return to Link My Books, click the Action button on the affected settlement, and select Add Missing Currency or Retry.
⚠️ Still seeing the error after adding the currency? If the "Add Missing Currency" button in Link My Books does not resolve the issue, a human agent on the Link My Books team can investigate quickly — provide the settlement date range, currency, and marketplace name. See also the red callout in the Failed section above, which covers the scenario where "Add currency to Xero" reports success but the settlement stays in Failed state — that is a separate issue from missing currency.
Resolving "Missing Mapping" Errors
A missing mapping error stops a settlement (and, where applicable, its COGS bill) from sending. It looks the same on the dashboard whatever the cause, but there are different reasons you might see it:
1. A genuinely unmapped account or tax rate. A sales, fee, or refund line on the settlement has no account or tax rate assigned. If you open the settlement and look down you'll see a transaction line with a missing account or tax rate. You can map these missing account or tax rate via Accounts & Taxes Wizard See How to Set Up Your Account and Tax Rate Mappings.
2. A missing account or tax rate for a Product Group. If you use the Cost of Goods Sold feature, the error can be caused by a Product Group that is missing its account or tax rate setting. Go o Product Groups, select Set account and Set tax rate from the action menu to assign the account and tax rate for each group, then refresh the settlement. See How to use Product Groups.
3. A missing COGS account on a Product Group. If you use the Cost of Goods Sold feature, the error can be caused by a Product Group that is missing its COGS account (the inventory and expense accounts), rather than a missing account or tax rate. This is easy to miss because the SKUs themselves all look mapped. This one blocks both the sales invoice and the COGS bill from sending. Go to Product Groups, select Set COGS account from the action menu to assign the COGS account(inventory and expense) accounts for each group, then refresh the settlement. See How to use Product Groups.
⚠️ Still not sending after applying the mappings and refreshing? If that happens after you have followed the steps above and applied the mappings and refreshed, a human agent on the Link My Books team can take a look for you — provide the settlement date range and marketplace.
Hidden
A Hidden status means you (or another user on your account) chose to hide this settlement from view. Hidden settlements are not posted to your accounting software.
To un-hide a settlement, enable the Show Hidden toggle at the top of the Settlements page, then use the Action menu on the hidden settlement to un-hide it.
Related articles
• Navigating the Settlements Dashboard — a full overview of the dashboard, actions, and bulk operations
• How to automatically post settlements — set up auto-post to send settlements without manual intervention
• Refreshing your settlements — how to sync the latest payouts and nudge stuck settlements