To reconcile Ajio seller payments, pick one settlement period, export your order, return and settlement data, and match each order to a settlement line. Recompute commission and fees using your seller agreement, account for returns and adjustments, then tie the net payout to your bank credit. Log every unexplained difference as a query with proof and a due date.
What you are actually reconciling
Reconciliation means proving that every rupee Ajio paid or deducted traces back to an order, a return or an agreed charge. Before starting, gather five sources:
- Sales or order data for the period, from your seller panel or your own ERP.
- The settlement or payment report for the same period, as shared by Ajio.
- Returns, cancellations and RTO data, with dates and reasons.
- Your seller agreement and rate card, which define commission, fees and any other charges.
- Your bank statement, to confirm what actually arrived.
Column names and report layouts differ and can change, so check the headers in your own download rather than relying on a template from another seller.
Step 1: Fix the period and collect the reports
- Choose one settlement cycle. Use the payment dates and order dates stated in the report, not calendar months, because an order delivered in one month may settle in the next.
- Download the settlement report, the order report and the returns report for that window. Include a few days either side to catch late entries.
- Keep one unique key for matching, usually the order ID or item ID. Confirm it appears in every file.
- Put all data into one workbook with a separate tab for each source. Never edit the original downloads.
- Note the opening balance: amounts pending from the previous cycle that may appear in this one.
Step 2: Match orders to settlement lines
Match line by line using the order or item ID. A lookup formula or pivot table does the job. The aim is to sort every order into one of a few buckets.
| Check | Compare | Flag when |
|---|---|---|
| Delivered, paid | Order report vs settlement lines | Amount differs from your expected value |
| Delivered, not paid | Order report vs settlement lines | No line exists and the payout window has passed |
| Paid, not in your sales | Settlement lines vs order report | A line has no matching order |
| Duplicates | Repeated IDs in settlement | Same item is charged or credited twice |
Orders that are shipped but not yet delivered, or inside a return window, may legitimately be unsettled. Mark them as pending rather than missing, and check your agreement for the settlement timeline.
Step 3: Verify commission, fees and taxes
Do not assume the deductions are right just because the report is neat. Recompute them yourself.
- Find the commission basis and any other fees in your seller agreement or rate card. Confirm you have the latest version, including any amendments.
- Recalculate the charge for a sample of orders, then for all orders if a pattern of errors appears.
- Check that charges are applied to the right category, price and order status.
- Look at how GST on fees and any tax collected at source appear in the report. Rates and rules change, so confirm current treatment with your tax adviser and the official notifications.
Group differences by cause, such as wrong category, wrong fee slab or duplicate charge, so one query can cover many orders.
Step 4: Handle returns, adjustments and timing
Returns cause most settlement mismatches. For each returned item, check that:
- the original sale is reversed in the settlement, and
- the commission or fee treatment matches what your agreement says for returns, and
- the item has physically come back to you, if it was a return to origin or a customer return.
Then list every adjustment line, such as penalties, debit notes, ad or promotion charges and manual credits. Each should link to a document, a reason and a rule in your agreement. Anything you cannot explain goes on a query list. Items that fall into the next cycle go on a carry-forward list, so they are not counted as losses.
Step 5: Tie to the bank and track recoveries
Add up the net payable in the settlement report and compare it with the bank credit. They should match exactly. If not, look for bank charges, part payments or a settlement that was split across dates.
Every unresolved difference needs a log entry with the order ID, amount, reason, evidence, date raised, ticket reference and status. Without this log, small shortfalls tend to be forgotten.
Doing this in spreadsheets works for low volumes. As order counts grow, tools like MarketplaceMetrics by Fundle can reconcile sales and settlements, check commissions and fees against agreed terms, and track returns and recovery cases. Myntra Excel reports are currently reviewed, and support for other marketplaces such as Ajio is a scope discussion, so confirm before relying on it.
Worked example
Illustrative example only. All figures are made up to show the method, and the taxes are simplified.
| Line | Expected (per agreement) | Settlement report |
|---|---|---|
| Delivered sales | ₹1,00,000 | ₹1,00,000 |
| Returns | -₹18,000 | -₹18,000 |
| Net sales | ₹82,000 | ₹82,000 |
| Commission | -₹16,400 | -₹17,200 |
| Other fees | -₹4,100 | -₹4,100 |
| Unexplained adjustment | ₹0 | -₹1,500 |
| Net payout | ₹61,500 | ₹59,200 |
The gap is ₹2,300: ₹800 of excess commission and a ₹1,500 adjustment with no supporting document. If the bank shows ₹59,200, the payout is tied. Raise both items as queries with order IDs and your rate card extract.
Questions and answers
How often should I reconcile Ajio settlements?
Reconcile every settlement cycle, ideally within a few days of receiving the report. Early review keeps evidence fresh and helps you raise disputes within any time limits in your seller agreement, which you should check for the exact window.
What if an order is missing from the settlement report?
First check whether it is delivered and past the payout window. If it is pending or within a return period, mark it as carried forward. If it is overdue, raise a query with the order ID, delivery proof and invoice.
Where do I find the correct Ajio commission rate?
Use your signed seller agreement, rate card and any written amendments. Do not rely on public figures or other sellers' numbers, since terms vary by category and contract. If you are unsure, ask your account manager for the current terms in writing.
Can I reconcile Ajio payments in Excel?
Yes. Use one workbook with tabs for orders, returns, settlement and agreed rates, match on order ID with lookups, and keep a log of differences. It works well at moderate volumes but becomes slow and error-prone as order counts grow.