Reconciling your sales with Eshopbox payments
- Rita Saini (Unlicensed)
- Varun Kumar (Unlicensed)
After you have received payment from Eshopbox, the next important step is reconciling that with your sales. You can use reports available in the Eshopbox workspace to reconcile. These reports are available for orders, returns, receivables, and payables.
In this article, you will understand how to reconcile your sales for:
a specific order
a duration defined by you
Before you start
You should know how to download the receivables report.
You should have order id handy if you want to know about a specific order.
Reconciling your Sales
Before you start reconciling your sales, let us understand the status of receivables in details:
Paid: Eshopbox has received payment for these receivables. Eshopbox will transfer these payments to you according to the settlement cycle.
Refund: Refund is deducted from Eshopbox for these receivables. So refund will be deducted from you when Eshopbox transfers the payment to you.
Awaited payment: Eshopbox is yet to receive payment for these receivables. While creating a settlement report, Eshopbox will not consider these receivables until the next settlement period.
If there are receivables with paid status and you have not received payment for them in your payout, please check the ‘paid date’ for these receivables on the Eshopbox workspace. If the ‘paid on’ date is after the period for which you are reconciling, that means Eshopbox has received the payment, but you will receive them in the next payout. Similarly, for refund deduction check the ‘refund on’ date.
Reconcile for a specific order
Navigate to Payments > Receivables
Enter order id in channel order id and apply filter. You will be able to see the status of receivable.
Case 1: Status is paid
As the status is paid, you should have received payment for this receivable. Check out the paid date to validate. To do so, click on the receivable, the detail page will open.
If the payout date falls in the duration for which you have received payment, raise this by providing details. Else you will receive the payment for this receivable in the next payout.
Case 2: Status is Awaiting payment
You will not receive payment for this receivable as Eshopbox has not received payment for this receivable yet.
Case 3: Status is Refund
Check out the ‘refund on’ date, if it is in the duration for which you have received payment, Eshopbox has deducted the refund from you. If not, Eshopbox will deduct a refund in the next payout.
You can also check the date from the receivables detail page.
Reconcile for a duration defined by you
For Receivables:
Navigate to Payments > Receivables
Select the desired date in filter ’order date.’
Click search
Download the excel file for the list
A sample file is illustrated here
Check the status of the payment
Paid: Eshopbox has received payment for these receivables.
Refund: Refund is deducted from Eshopbox for these receivables. So refund will be deducted from you when Eshopbox transfers payment to you.
Awaited payment: Eshopbox is yet to receive payment for these receivables.
Eshopbox transfers the settlement amount in monthly payment by including all the transactions in the previous calendar month.
If you see a receivable with ‘paid’ status, and you have not received a settlement amount from Eshopbox yet. Do one of below steps to validate
In the downloaded excel file, look for the ‘payment date’ field. If the date does not fall in the previous calendar month, Eshopbox will not consider these while calculating the settlement amount in the current cycle.
On your workspace, click and open the detail page for the order. And check the ‘paid on’ date for the receivable.
For payables
Navigate to Payments > Payables
Select the desired date in filter ’order date.’
Click search
Download the excel file for the list
A sample file is illustrated here
Below fields provide more clarity on payables:
Fee name: The name of the commission fee charged by the sales channel
Actual amount: The payable amount deducted by the sales channel
Payment date: The date on which payout was received from the sales channel. Eshopbox will only consider dates which fall under account period, i.e. previous calendar month
You can create a pivot table for your reconciliation purpose.
As an illustration, the above pivot table gives you a summary of various fees incurred to you against your transaction reference id on Flipkart in July.
You can analyze and compare this downloaded data against the settlement report shared by Eshopbox for your audit and understanding purposes.