If you've scaled up to Less-than-Truckload (LTL) or Full-Truckload (FTL), you know the shipping process gets complex. A common frustration we see among sellers is the inevitable inventory shortage. A shipment is marked "Delivered," but the final count is low.
This isn't just about a few lost units; it's about recovering your profit. In our experience, winning these reconciliation cases with Amazon requires moving beyond arguments and presenting undeniable documentary evidence—the very documents that govern your freight.
Your entire legal defense rests on two documents—the signed Bill of Lading (BOL) and the Proof of Delivery (POD)—which together create a seamless chain of custody. We're going to break down how to use and manage these documents to fight for every dollar of missing inventory.
The Two Documents That Win Claims: BOL vs. POD
It's easy to confuse the BOL and the POD, but they serve two distinct, critical functions in the lifecycle of your freight.
| Document | Where it's Signed | Who Signs It | What it Proves |
|---|---|---|---|
| Bill of Lading (BOL) | Your warehouse dock | The Carrier's Driver | Proof of Shipment: Confirms the exact quantity (pallets, boxes, units) you tendered to the carrier. |
| Proof of Delivery (POD) | Amazon Fulfillment Center | The Amazon Dock Clerk | Proof of Delivery: Confirms the carrier delivered the freight, and Amazon accepted it. |
Together, these documents link the quantity that left your hands to the quantity that arrived at Amazon's hands, giving you the hard evidence needed for a claim.
Critical Data Points on the BOL
When managing LTL/FTL shipments (Partnered or Non-Partnered), we ensure the BOL includes specific data points, as these are the ones Amazon's reconciliation tool requires:
- Handling Unit Counts: The precise count of Pallets and Cartons/Boxes shipped.
- Amazon Identifiers: The FBA Shipment ID and the Amazon Reference ID (ARN). This links the paper contract to your digital shipment plan.
- Driver's Signature: The legal proof that the carrier accepted the documented quantity from you.
Our Tip on Liability: For LTL/FTL, ensure the BOL includes "Shipper Load and Count" (SLC). This clarifies that you counted the inventory, not the driver, and is standard practice for FBA inbound.
The Reconciliation Workflow: Fighting for Reimbursement
When Amazon's receiving report shows a shortage, the time to act is when the shipment becomes eligible for reconciliation in Seller Central.
Step 1: Secure Your Proof (Before the Claim)
Do not wait for Amazon to ask for documents. Your most critical task is to secure the signed POD as soon as the carrier marks the freight "Delivered."
Retrieve the BOL (Pickup Proof): You should have received a signed copy of the BOL from the driver the morning of pickup. This is your internal receipt.
Proactively Demand the POD (Delivery Proof): Once the carrier system marks the freight as delivered to the Amazon FC, you must immediately contact your carrier or broker (via phone or email) and demand the final delivery receipt signed by the Amazon receiving clerk. Amazon's signature is given to the driver, not to you, so you must retrieve this from the carrier.
Gather Proof of Ownership: Obtain the original Supplier Invoice or Receipt for the missing units. This invoice must clearly show the product name/ASIN and the quantity purchased and must be dated before the shipment date.
Step 2: Initiate the Investigation
Once your shipment is eligible (check the Reconcile tab in Manage FBA Shipments):
Select "Missing – Please Research" for the SKUs with discrepancies.
Amazon will prompt you to upload documents. We recommend combining your signed BOL (Pickup Proof), the signed POD (Delivery Proof), and your Supplier Invoice (Ownership Proof) into a single, organized file for submission.
Submit the request. This evidence packet tells Amazon: "We have proof we bought this inventory, proof we shipped this quantity, and proof your clerk signed for the delivery. Now find the units or reimburse us."
If Amazon cannot locate the units after their investigation, they will process a reimbursement based on the product's estimated sale value.
Record-Keeping: Protecting Your Financial Future
The greatest threat to recovering lost funds is disorganized documentation. If you can't quickly produce a signed BOL or POD from six months ago, you lose the opportunity to file a claim.
The Federal Motor Carrier Safety Administration (FMCSA) requires carriers to keep documents for six months, but your business needs a longer view.
Our Recommendation for Document Retention:
| Document | Minimum Retention Period | Purpose |
|---|---|---|
| Signed BOL & POD | 5 Years | Primary evidence for reconciliation and carrier claim defense. |
| Supplier Invoices | 7 Years | Standard tax and accounting requirement, and proof of FBA inventory ownership. |
The Digital Workflow Standard:
We always advise sellers to adopt an immediate digital indexing system. The moment a document is signed, it should be scanned and saved electronically. A consistent file naming convention—such as BOL_FBAID_PRO#_Date.pdf—ensures that when you need to fight a reimbursement case, your proof is just a quick search away.
This simple habit is the best insurance policy against Amazon inventory shortfalls.
Ready to Protect Your Inventory?
If you're shipping LTL/FTL to Amazon and want to streamline your documentation and reconciliation workflow, AccelerList helps you manage every step of the process—from shipment creation to dispute resolution.
Amazon FBA Bill of Lading (BOL): Your Essential Defense Against Missing Inventory Claims
If you've scaled up to Less-than-Truckload (LTL) or Full-Truckload (FTL), you know the shipping process gets complex. A common frustration we see among sellers is the inevitable inventory…
Amazon seller & Software Founder
