Marketplaces pay you in batches, net of fees, returns and taxes — and the batch rarely lines up neatly with your orders. Reconciling settlements means proving, order by order, that you received what you should have.
The three reports you need
- Your order export from your store, OMS or the marketplace's order report: order ID, date, value. This is your system of record.
- The settlement or payment report: which orders each payout covered, and the amount credited per order.
- The fee or transaction report: commission, fixed/closing fees, shipping and payment fees, and any adjustments — sometimes in the settlement report, sometimes separate.
In India, also note the taxes the marketplace withholds — TCS under GST and TDS under section 194-O — which reduce the payout but are claimable. Check the current rates against your settlement report rather than assuming them.
Step by step
- Normalise order IDs in all three reports. Exports differ in prefixes, dashes and leading zeros; compare a cleaned form (upper-case, no spaces or dashes).
- Match the settlement report to orders. Every order that's past its expected settlement date should appear. Those that don't are unpaid.
- Match fees to orders and compute the expected net: order value − fees − withheld taxes ± return adjustments.
- Compare expected net with the amount actually credited. Differences above a small tolerance are short payments (or over-payments, which will be clawed back later).
- Look for duplicates — the same fee or the same return charged twice.
- Raise disputes in bulk with order IDs and amounts, and keep the list so you can track recoveries.
Usual reasons for differences
- Shipping or weight-slab fees higher than expected for the product.
- Returns or cancellations deducted without the corresponding order being reversed in your books.
- Promotions co-funded by the seller but not reflected in your order export.
- Orders delivered but not yet settled because they fall in the next payout cycle — check dates before disputing.
Doing it with Reconza
The marketplace payout workflow takes your order export as the system of record, matches the payout report order-by-order with an amount tolerance, subtracts fees matched from the fee report, and lists unpaid orders, short payments and duplicates for review. You map each report's columns once; after that each payout cycle is upload and review. For a one-off check of two files, use the free comparison tool.