To reconcile Flipkart orders with the payment report, export your orders and the settlement report for the same period, match them on order item ID, compare each payment line with what your agreed terms say you should receive, and explain every difference as timing, return, fee error or tax. Then tie the total to bank credits and log unexplained shortfalls as recovery cases.
What you need before you start
Reconciliation fails most often because the inputs are mismatched. Pull four things for the same period:
- Orders report: order ID, order item ID, SKU, selling price, status and key dates.
- Payment or settlement report: the line-level file from Seller Hub showing what was paid, deducted and reversed per order item.
- Your agreed terms: seller agreement, commission rate card, shipping and other fee schedules. Marketplaces revise these, so confirm you are using the latest version.
- Bank statement: credits with their payment references.
Column names and available fields differ by report type and change over time, so check the headers in your own downloads instead of assuming. Decide upfront whether you are slicing by order date or by settlement date, and stay consistent.
Step 1: Match orders to payment lines
Build one working sheet with one row per order item.
- Clean the keys. Trim spaces and format IDs as text, otherwise Excel may convert long IDs to scientific notation and break lookups.
- Pick the right key. Use order item ID where your reports have it. Order ID alone can hide multi-item orders with different statuses.
- Look up both ways. Use XLOOKUP, VLOOKUP or a pivot to pull payment lines against orders, and orders against payment lines.
- Sort into buckets: matched, in orders but not in payments, and in payments but not in orders.
- Check duplicates. The same item appearing twice in a payment file needs an explanation, such as a reversal and re-credit.
The first bucket is your clean base. The other two are your work queue.
Step 2: Check each deduction against your terms
A matched order is not necessarily a correct payment. For each line, compute what you should have received and compare it with what was paid.
- Commission: compare with your rate card for that category and price band.
- Fixed or closing fees: confirm they apply to that order type.
- Shipping or weight-based fees: check the weight slab and zone used against your product data and agreement.
- Collection or payment fees: check whether they apply to the payment mode of that order.
- Reverse shipping and return charges: check them only on genuinely returned items.
- Other items: penalties, ad charges or adjustments should each trace to a notice or invoice.
- GST, TCS and TDS lines: do not recompute these from memory. Confirm current rates and treatment with your tax adviser and the official notifications.
Expected net = selling price minus each fee per your terms. Put the difference against the reported amount in its own column and filter for anything non-zero.
Step 3: Handle returns, cancellations and timing
Many apparent mismatches are timing or status issues, not errors.
- Not yet paid: delivered orders may still sit inside the payment cycle or return window. Check the payment timeline in your seller terms before flagging.
- Returned after payment: an earlier credit may be reversed in a later report, so the same order can appear in two periods.
- Customer return versus RTO: the fee treatment can differ, so label each return by type and compare with your terms.
- Cancelled before dispatch: these should normally have no payout. If a fee appears, query it.
Carry open items forward with a status and date instead of deleting them. That gives you an ageing view later.
Step 4: Tie the totals to your bank
Bank credits normally bundle many order lines, so compare at batch level first. Group payment lines by payment reference or settlement date, total each group, and match it to the bank credit. Then reconcile the period:
| Check | Likely cause | What to do |
|---|---|---|
| Batch total differs from bank credit | Adjustments, reversals or tax entries in another file | Locate the missing report or line type |
| Order paid twice or reversed | Return or correction | Link both lines to the same order item |
| Fee higher than terms | Wrong slab, category or rate applied | Mark as a recovery case with evidence |
| Delivered, no payment line | Payment pending or on hold | Check the payment timeline, then escalate |
Step 5: Log recoveries and repeat on a schedule
For each confirmed shortfall, record the order item ID, expected amount, reported amount, difference, the clause or rate card that supports your claim, and the date raised. Attach the report extract when you open a ticket in Seller Hub. Check your agreement for time limits on disputes and raise cases within them.
Run this weekly, with a formal close monthly. If the spreadsheets become heavy, MarketplaceMetrics by Fundle reconciles marketplace sales and settlements, checks fees against agreed terms and tracks returns and recovery cases. Myntra Excel reports are reviewed today, and Flipkart is in scope discussion, so confirm coverage first.
Worked example
Illustrative example (figures are for explanation only, not real rates): one delivered order item with a selling price of ₹1,000. Assume your agreed terms work out to the amounts below.
| Line | Expected per terms (₹) | Reported in payment report (₹) |
|---|---|---|
| Selling price | 1,000 | 1,000 |
| Commission | -150 | -150 |
| Fixed fee | -20 | -20 |
| Shipping fee | -60 | -90 |
| Net settlement | 770 | 740 |
The order matches on order item ID, but the net is ₹30 short because the shipping fee is higher than expected. Check the weight slab used against your product data and agreement. If your terms support the lower fee, log a recovery case for ₹30 with the order item ID and the report extract. Tax lines are excluded here and should be checked separately.
Questions and answers
How often should I reconcile Flipkart payments?
Weekly works for most brands with steady volumes, with a formal monthly close before books and GST filings are finalised. Weekly checks catch short payments while evidence is fresh and any claim window is still open. Confirm those windows in your seller agreement.
Which ID should I use to match orders and payments?
Use order item ID where your reports provide it, because one order can contain several items with different statuses and fees. Order ID alone can create duplicate matches. Check the headers in your own downloads, as available columns can change.
Why does my bank credit not match the payment report?
Bank credits usually combine many orders and adjustments, so compare against the batch total and payment reference, not single orders. Differences often come from reversals, tax entries or items released in a different period. Tie the batch first, then drill down to order lines.
Can I do this in Excel, or do I need a tool?
Excel works for modest volumes using lookups, pivots and a deduction check against your terms. It becomes heavy with returns, many SKUs and monthly files. MarketplaceMetrics by Fundle is built for this, though Flipkart is currently in scope discussion.