To reconcile an Ajio settlement report, download the report and your order, return and RTO data for the same period. Match each payout line to an order, recompute commission and fees using your seller agreement, tie returns and RTO to reversals, and list unexplained differences. Raise those differences as recovery cases with evidence, within the window your agreement allows.
What the settlement report tells you (and what it does not)
An Ajio settlement report is the marketplace's record of what it says it owes you for a period: sales credited, returns reversed, fees and commission deducted, and the net amount paid. It is their version of events. Reconciliation is the act of testing that version against your own order, dispatch and return data and against your contract.
Column names, report formats and payout cycles can differ by account and change over time. Do not rely on a template from another seller. Download the report from your seller panel, read the column definitions it provides, and ask your Ajio account manager if any field is unclear.
Gather these inputs before you start
Reconciliation fails most often because the inputs do not cover the same dates. Collect everything for one settlement period first.
- Settlement report for the period, plus the bank statement showing the actual credit.
- Your order data from your OMS or ERP: order ID, SKU, selling price, dispatch date, delivery status.
- Returns and RTO data: customer return IDs, RTO AWB numbers, warehouse receipt dates and QC outcome.
- Seller agreement and rate card: commission, fixed fees, shipping or reverse-logistics charges, and any return-related terms. Confirm you hold the latest version.
- Tax treatment: how TCS and TDS appear in the report. Confirm applicable rates and rules with your tax adviser, not from a blog.
Step-by-step: reconcile the report
- Tie the total first. Check that the net payout in the report equals the amount received in your bank. If not, find timing or bulk-adjustment differences before going line by line.
- Map every line to an order ID. Lines with no matching order in your data, or orders you dispatched that never appear, go on an exceptions list.
- Check sale value. Compare the credited value per order with the price and any discount you expect to bear.
- Recompute commission and fees. Apply your agreed terms to each order and compare with the deducted amount. Record the variance per order, not just in total.
- Match returns and RTO to reversals. Each return or RTO should show a reversal of the sale, and charges only as your agreement allows.
- Check tax lines. Confirm they are consistent with your invoices and with what your adviser expects.
- Total the exceptions and bridge expected payout to actual payout.
Handling returns and RTO correctly
Returns and RTO look similar in a payout report but need different checks. Mixing them hides recoverable money.
| Case | What to check | Evidence to keep |
|---|---|---|
| Customer return | Sale reversed once, fees reversed or charged as per agreement, return received at your warehouse | Return ID, receipt scan, QC photos |
| RTO (undelivered) | Sale reversed, no duplicate deduction, charges within agreed terms | AWB, RTO delivery date, receipt record |
| Returned but not received | Whether you were debited for goods you never got back | Courier tracking, non-receipt note |
| Damaged or wrong item returned | Whether a claim or credit applies under your terms | Unboxing video, photos, original dispatch images |
Ageing matters. Keep a list of returns and RTOs in transit and check that each one eventually reverses and lands in stock. Items that stay open past a reasonable period are the ones most often forgotten.
Common mismatches and how to turn them into recovery cases
- Deduction higher than agreed: quote the clause or rate card line and the order IDs affected.
- Return reversed but goods not received: attach tracking and your warehouse non-receipt record.
- Delivered order not credited: attach proof of delivery and the order ID.
- Duplicate charge: show both lines with dates.
- Unexplained adjustment: ask for the underlying detail before accepting it.
Raise each case in the channel Ajio specifies for sellers, with one order per row and evidence attached. Check your agreement for the claim window, because late claims may be rejected. Track status, amount claimed and amount recovered for every case so nothing ages silently.
Make it a monthly routine
Do the bridge every settlement cycle, not once a quarter. Keep a fixed template: expected payout, actual payout, itemised variances, open recovery cases. Finance should own the totals and the ecommerce team should own evidence and follow-up.
Manual spreadsheets work at low volumes. As order counts grow, tools such as MarketplaceMetrics by Fundle can reconcile sales and settlements, check fees against agreed terms and track returns and recovery cases. Myntra Excel reports are reviewed today; Ajio and other marketplaces are a scope discussion, so ask before assuming coverage.
Worked example
Illustrative example only. All ₹ figures are made up to show the method.
| Line | Amount (₹, illustrative) |
|---|---|
| Delivered order value | 1,00,000 |
| Less customer return reversals | (18,000) |
| Net sales | 82,000 |
| Less commission as per your agreement | (12,300) |
| Less fixed and shipping fees as per your agreement | (4,100) |
| Expected payout (before tax lines) | 65,600 |
| Actual payout in report and bank | 62,900 |
| Shortfall to explain | 2,700 |
Order-level matching explains the gap: RTO charge not supported by the agreement ₹1,200, a returned item debited but never received ₹1,000, and an unexplained adjustment ₹500. Total ₹2,700. The first two become recovery cases with evidence. The third needs a detail request from the marketplace.
Questions and answers
How often should I reconcile Ajio settlements?
Reconcile every settlement cycle while the data is fresh and claim windows are open. Monthly closing alone can leave older discrepancies too late to raise. Check your seller agreement for dispute timelines and work back from the shortest one.
Where do I find the correct commission and fee terms?
Use your signed seller agreement, the latest rate card shared by Ajio, and any written amendments. Do not rely on another seller's numbers or old emails. If terms are unclear, get written confirmation from your account manager.
What is the difference between a return and an RTO in reconciliation?
A return is initiated by the customer after delivery. An RTO is a shipment that comes back undelivered. Reversals, fees and evidence differ, so tag each separately in your data and check both against your agreement and warehouse receipts.
Can I do this in Excel?
Yes, for modest volumes. Use order ID as the key, add columns for expected fees and variance, and keep an exceptions tab with claim status. As volumes grow, manual matching gets slow and error-prone, so consider automating it.