Track payments for an order

Eshopbox helps you to keep track of your payments. When an order is packed in the Eshopbox fulfilment center, an invoice is generated. At the time of invoicing, the order is marked with awaiting payment status. Once you add a payment report, Eshopbox will reconcile payment by either recording:

• a payment,

• a refund, or

• both.

The payment section helps you track payments that are either received or awaiting or refund, for the invoiced products. In this article, you will learn to:

• View payment status and details for a particular order

• Identify orders whose payment is overdue or are partially paid

• Track orders completely paid, refunded or cancelled

Before you start

• Make sure you have added all payments received at the bank.

• Keep the channel order ID handy if you want to track a particular order.

View payment section for an order

Navigate to orders, here you can view all the orders. Hover on the order corresponding to which you want to track payments. Click on payments to view the complete payment details of that product.

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Eshopbox reconciles your payments and groups them into the following statuses:

• Awaiting Payment: When the order is invoiced, by default, Eshopbox will mark the order with this payment status. When payment received or refunded, the order status will change to a different status.

• Paid: Eshopbox moves an order from awaiting payment to paid status when the payment received is greater than or equal to the expected amount.

• Refund: Eshopbox moves an order from awaiting payment/paid to refund when the entire payment received is refunded. If the refund amount is higher than the payment received, the order status will change to 'awaiting payment' status.

• Void: If the order is cancelled, Eshopbox will mark the payment status as void. This means that you should not expect payment for this order.

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You can apply the channel order ID filter to view payment details for a particular order. Once filtered, you will see information about a single order. Hover on the order and go to the payments tab to view its payment information.

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Order information is shown on the order item level. Payment information is shown on order + ESIN 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 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 information will be shown for both items but the same information will be displayed for each item. Quantity will be shown in the payment tab for which the information is shown.

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You can view the following data points in the payment tab:

• Item total: The price paid by the customer. Item total can be calculated using the formula: MRP - shipping charges + discount.

• Paid by customer: Amount received from the customer. The amount was recorded from the payment report, corresponding to the order id.

• Refunded: Amount deducted from your account as the item is returned. This amount is recorded from the payout report, corresponding to the order id.

• Fees: The total fees deducted from your account. This amount includes all fees charged, Taxes and TCS.

• Net paid to you: The net amount received by you. The net amount is calculated using the formula: Paid by customer + refunded amount - fees.

• Balance Due: The amount for this item is pending from the marketplace. If you have received the remaining payment, upload it. Else, raise this to the marketplace when payment is overdue.

You can track the history, the progress of payment(s) received, refund deducted under the activity section.

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Overdue payments

You should receive payment(s) for all orders by their due date. When you don't receive full payment by this date, Eshopbox assigns an 'overdue' tag to the order.

How to track orders for which payment is overdue?

• You can apply the need attention filter to track order for which payment is overdue.

• You can also apply multiple filters to get overdue for a specific sales channel or order period.

Eshopbox assigns a due date to each order, with the help of the payment setup details you provide while configuring a transaction rule. This is the last date by which the payment for the order should be received Eshopbox assigns an overdue tag only to orders in awaiting payment status. The due date is also for such orders.

You can reach out to the marketplace from whom you need to collect the payment. Raising an active inquiry with the marketplace will help you settle the payment quicker.

Partial orders

Awaiting payment status is also assigned to orders for which you have received only partial payment or excessive refund is deducted from you. Eshopbox assigns such orders a 'partial' tag. A receivable can be both partial and overdue. For partial orders you will be able to see:

• Due date: The date till which you should receive full payment for this order

• Paid by customer: Amount that is received till date against this order

• Balance due from customer: Amount that is yet to be received against this order

You should add a payment report as and when payment received in your account to reconcile your payment correctly.

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Paid orders

Eshopox records payments received against orders. The following information is available when the payment status is paid:

• Paid on: The date that you add the payment report.

• Paid by customer: Amount paid by the customer for that order item.

Refunds

Eshopbox reconciles issued refunds for an order when you add a payment report with a refund transaction. Refund is deducted from you only when your product is returned. In such a case, you get some additional information in the payment tab like:

• Refund On: The date on which you add the payment report, having a refund transaction of the order.

• Refund Amount: Refund Amount deducted from your account.

💡 Keep the below points in mind:

1. Eshopbox moves order to 'refund' only when all products are returned. That is, the refund amount equals the paid amount. So if, the refund amount is:
   - higher than the paid amount, the payment status will still be 'awaiting payment'.
   - less than the paid amount, the payment status will be 'paid'.

2. Use the 'refund on' filter to view orders refunded in a specific date range.

3. Calculations are subject to a margin of ±1 INR.

You should reach out to the marketplace if you do not receive the returned product(s) in the acceptable lead time. You should track the status of the returned product(s), especially for refunds older than 15-20 days.

Cancelled orders

You might not receive a payment for every order. This happens when the customer:

• cancels the order, before the invoice is generated

• cancels the product after the invoice is generated but before the product is being dispatched from the fulfilment center

• returns the product even before the order reaches its payment due date

Such orders will not reflect in any payment report you add to the Eshopbox. Eshopbox tracks such cancellations and mark payment status for these orders as void. You can view the cancelled date with such orders.