Multiple payables can be created against each receivable You may be charged multiple fees against each order invoiced at the fulfillment center. These all are known to be costs to Each fee is a charge deducted by the marketplace to operate your business. Once you add a payoutpayment report, Eshopbox app will reconcile payables fees by eitherrecording
recording a payment,
recording a refund, or
or both.
Note: There also might be payables like Advertising Expense, Cancellation fee which you do not incur against a receivable.
In this article, you will learn to.
View payables fees charged for a particular order.
Download all the payables
Identify all disputed payables.
Track your failed payablepayables.
Before you
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start
Make sure you have added all payoutspayment report received by you.
Keep a channel order ID id and ESIN handy if you want to track payables fees for a specific receivableorder.
View
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fees
Navigate to orders, here you can view all the
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Sort payables by invoice date
Filter payables by Portal, fee name, channel order ID, order date, payables status, and sales channel.
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orders. Hover on the order corresponding to which you want to track fees. Click on payments to view the complete payment details of that product. Eshopbox reconciles your fees and groups them into the following statuses:
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Description
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Reconciled
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: The actual
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fee charged is less than or equal to your configured fee. A variance of 1% is an acceptable margin to remove round-off errors.
Disputed
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: The actual
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fee charged is
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higher than the expected
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fee amount calculated
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based on the fee configured in the workspace.
Failed
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: Eshopbox is not able to calculate the expected fee amount that should be charged to you.
A single
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order generally has multiple
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fees that
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are charged against it
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.
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To view all
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fee charged against an order, click on the payments tab. On the right side fee breakup is given. You can also use filters and search by channel order
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id and ESIN you have.
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Each payable in that receivable would be displayed in a single row when the filter is applied.
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Following Fee information is not available till the time you upload the payment report. If the order is not invoiced you will see a message “payment information will be displayed when the order is invoiced”. If the order is invoiced but payment information is not available it will be shown in awaiting payment status. Option to add payment is available with awaiting payment status.
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The following data points are available for each payable in the above viewfee:
Sales Channel on which you sold the product.
Fee name used to reconcile the payable.
Order Details:
Channel Order ID assigned by the sales channel for an order.
ESIN is the Eshopbox Serial Identification Number to identify each unique variation of your product.
Order Date: When the order was placed by the customer.
Payable Info:
Actual Payable: It represents the amount paid by you.
Expected Payable: It represents the amount calculated using the configured fee.
Variance: Difference between the actual and expected amount. This is shown only in case of variance.
Sub-text mentioning fee name and version used to reconcile a payable.
The Reason why your payable was failed. It is displayed only in case of failed payables.
Click on any payable to view the detail pane.
All payables against a receivable are viewed in the same detail pane. You can click on 'Payables' to expand and view the reconciliation of each payable.
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Each payout you add will be displayed in a column, named in the ascending order of the fund transfer date. E.g. 1st Payout, 2nd Payout and so on. The sum of all payouts will be visible under the 'Till Date' column.
The difference between the 'Till Date' column and the expected payable amount can be indicated in one of the following three ways w.r.t. the payable status:
Reconciled:
Green Tick: When the payment made is equal to the expected payable amount.
Under-charged arrow: When the payment made is less than the expected payable amount. This difference is not included in the variance calculations.
Disputed:
Variance Red Cross: When the payment made is more than the expected payable amount. The amount of variance is also shown adjacent to the red cross.
Failed: A red cross with text as ‘Unable to Reconcile’ would be displayed. This difference is included in the variance calculations.
These indicators are a great way to get a bird's eye view for the entire reconciliation process of all payables against a receivable.
Note: The payables you view against a receivable in Awaiting Payment status and without a ‘Patial’ tag, are not yet created in the Eshopbox App. A payable is created only when the payment is actually made and you have added a payout with this transaction.
Download Payables
Once you have a large set of payables, you would want to do some advance analysis on this data set. You can download your wanted payables with the help of the Download button at the top-right corner.
Note: Use filters to get a specific set of payables. You would be asked to confirm your download, make sure you have selected only relevant data.
After you click on 'Download' and submit your request, you will be notified when your file is ready. You can also navigate to Menue> Files to get your requested files. All download requests are saved for a maximum of 48 hours.
About your download file
Your downloaded file displays your essential information about your order and the payment you give or the refund you issue against it. Your downloads are only available in CSV format. Each line of the downloaded file represents a single row in the Eshopbox App. In the case of failed payables, only the available information will be provided.
What's included
Order related information like Channel order ID, Channel name, Order date.
Product information like ESIN, Category, Brand, Product weight and Quantity.
Payment details like Expected Amount, Paid Amount, Variance, Payment date, Refund Amount and Refund Date.
'Reason' field: This is only provided when failed payables are downloaded.
Note: If multiple payables are charged, each payable will form 2 new columns. First, the paid amount and second, its variance from the payable amount.
Disputed Payables
Track disputed payables by navigating to Payments > Payables > Disputed. Here you can view all your disputed payables. You can apply multiple filters to view specific payables you want to focus on.
These are all the payables for which you were over-charged. That is, the actual payment made was greater than the expected amount calculated by the fee. You can also view the variance between the two, right below the 'Expected' field.
Payables for which fee is not configured, but are charged against a receivable are also DISPUTED. These are unexpected payables and have the Expected amount as 0.
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Before you reach out to your contact make sure of the following:
The name of the fees with the amount deducted for the corresponding order.
Status of fee i.e. if the fee is reconciled, failed or disputed
Order information is shown on the order item level. Payment and fee information is shown on order + SKU level. For example, If you sell two different products i.e. different SKU in order, you will get two rows on the orders page, one for each product with their quantity. You will be able to see payment and fee information for each product separately. On the other hand, if you have two product of the same SKU you will get two rows on the orders page. Payment ad fee information will be shown for both items but will be of both items combined. Quantity will be shown in the payment tab for which the information is shown.
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Eshopbox reconciled your fee and post reconciliation there can be the following three statuses.
Reconciled
- Green Tick: When the payment deducted is equal to or less than the expected fee amount.Disputed
- Overcharged icon: When the payment deducted is more than the expected fee amount. The overcharged amount can be seen adjacent to the overcharged icon.Failed
- A red alert icon with a text as 'unable to reconcile.' Variance calculations include this entire amount.
These indicators give a bird's eye view of the entire reconciliation process for fees.
Fee in disputed status
Track disputed fee by navigating to orders and apply filter ‘fee status’ is ‘disputed'. You can view all your orders in which one or more fees are disputed. You can use the filter 'fee charged on this order’ filter to check the specific fee charged on orders. In the fee with disputed status, the actual payment made was higher than the expected amount calculated using the configured fee.
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Before you reach out to your marketplace, make sure:
You have a configured fee with accurate fee values in
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the then condition.
You have used the correct version. Also, there is no overlapping of versions with different values
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.
After you are sure of the DISPUTEdispute, reach out to your contact and raise an immediate inquiry. Providing them with calculation details will help resolve the dispute quickly.
Failed Payables
To track disputed payables, navigate to Payments > Payables > Failed. Here you can view all your failed payables. You can see a change, the 'Expected' field is replaced by the 'Reason' field. This is the reason why the payable amount could not be calculated.
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You are provided with fee name, order details or any other relevant information, Eshopbox App could extract from the payout you added. A payable can be failed for the following reasons:
No receivable was found for the payable. Make sure your seller SKU is correctly mapped with ESIN.
Transaction rule was not made for the sales channel of the receivable payable is associated with.
Fee version is not made for the order date payable relates to.
Charge rules are not configured properly. Make sure you have covered all 'IF conditions', and did not leave any case while configuring fee. 'IF conditions' need to be defined for every type of receivable for the Eshopbox App to know what fee value(s) to apply.
To understand, how to handle such failed payables read this article.sales channel and raise a ticket for the overcharged fee.
Fee in failed status
You can track failed fee by navigating to orders and apply filter ‘fee status’ is ‘failed'. You can view all your orders in which one or more fees are failed. You can use the filter 'fee charged on this order’ filter to check the specific fee charged on orders. In the fee with failed status as Eshopbox is unable to calculate the expected amount of fee that should be charged. Learn more on how to reconcile failed fee.
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