Download the sales, settlement and returns reports from each portal for the same period. Map them to one template with common columns such as order ID, sale value, fees, returns and settlement amount. Match orders to settlements, compute the expected payout, compare it with the bank credit, and log every gap as a fee query, return issue or recovery case.
Why payouts from three marketplaces rarely match your sales
Each marketplace pays on its own cycle, uses its own report layout and deducts different items. A single payout can cover orders from several weeks, net off returns from earlier periods and include adjustments. Comparing a bank credit with the sales figure in your books therefore tells you very little.
- Settlement cycles and cut-off dates differ across portals.
- The same charge can carry different names, such as commission, fixed fee, shipping fee or collection fee.
- Returns are often booked in a later period than the sale.
- Tax collected at source and other statutory deductions appear in different places in each report.
- Penalties, claims and adjustments show up as separate lines.
The goal is simple: for every order, know what you should have received, what you actually received, and why any gap exists.
Step 1: Pull the same set of reports from every portal
For the same date range, collect these from Myntra, Ajio and Nykaa:
- Sales or order report with order IDs, dates and sale values.
- Settlement or payout report with order-level deductions and payout references.
- Returns report covering customer returns, RTO and cancellations.
- Bank statement credits for the same period.
- Your commercial terms: seller agreement, rate card and any signed amendments.
Report names, download paths and column headings differ by portal and change from time to time. Check your seller panel or ask your account manager which reports are current. Note the cut-off date of each file so you do not compare unequal periods.
Step 2: Map every report to one common template
Keep the raw files untouched. Build a mapping sheet that translates each portal's columns into one standard layout, then paste the mapped data into a single master sheet.
| Common column | Why it matters |
|---|---|
| Marketplace | Lets you filter and compare across portals |
| Order or sub-order ID | The key for matching across reports |
| Order and delivery date | Shows which period the sale belongs to |
| Sale value | Starting point for the expected payout |
| Return or cancel status | Explains reversals and short payments |
| Commission and other fees | Needed for the fee check against your terms |
| Taxes collected or deducted | Keep as separate columns, not merged into fees |
| Settlement amount, date and reference | Ties each order to a bank credit |
Ask your tax adviser how each tax line should be treated in your books, and keep those lines separate so they do not distort your fee analysis.
Step 3: Match orders to settlements, then settlements to the bank
Work in two passes.
- Order to settlement. Match on order ID. Flag delivered orders with no settlement, settled orders that were later returned, and orders settled twice.
- Expected payout. For each order, calculate: sale value less returns, less commission and fees as per your terms, adjusted for tax lines and agreed adjustments.
- Compare. Subtract the settled amount from the expected amount and record the difference per order.
- Settlement to bank. Add up the orders in each payout reference and match the total with the bank credit by reference and date.
Age your unsettled orders by delivery date so you can see what is simply pending and what is overdue and needs a query.
Step 4: Check fees against your agreed terms
Do not rely on memory or on rates quoted in blogs. Commission, fixed fees, shipping and other charges depend on your seller agreement, category, price slab and any later amendments. Take the rates from your rate card or agreement, and confirm the latest version with your account manager.
Recompute the fee for a sample of orders first, then for all of them. Typical mismatches to look for:
- A fee applied on the wrong value or the wrong slab.
- A charge that is not in your agreement.
- A changed rate applied before its effective date.
- The same deduction appearing twice.
Log each mismatch with the order ID, the amount deducted, the amount you expected and the clause you are relying on.
Step 5: Track returns and recoveries, then close the month
Maintain a returns log: returns marked in the report, returns physically received, and the amount reversed in settlement. Gaps here often become claims for missing, damaged or wrongly marked returns.
Keep a recovery register with these columns: marketplace, order ID, amount, date raised, evidence attached, status and amount recovered. Review it weekly so cases do not lapse.
A spreadsheet can handle this at low volumes. When order counts grow, a tool helps. MarketplaceMetrics by Fundle reconciles marketplace sales and settlements, checks commissions and fees against agreed terms, and tracks returns and recovery cases. Myntra Excel reports are reviewed today; Ajio and Nykaa are in scope discussion, so confirm coverage with Fundle before you plan around it. Pricing is a tailored quote.
Worked example
Illustrative example only. The figures below are made up to show the method. The fee amounts are placeholders and are not actual marketplace rates.
| Marketplace | Delivered sales (₹) | Returns (₹) | Fees as per terms (₹) | Expected payout (₹) | Received (₹) | Gap (₹) |
|---|---|---|---|---|---|---|
| Myntra | 5,00,000 | 80,000 | 84,000 | 3,36,000 | 3,30,000 | -6,000 |
| Ajio | 3,00,000 | 45,000 | 51,000 | 2,04,000 | 2,04,000 | 0 |
| Nykaa | 2,00,000 | 20,000 | 36,000 | 1,44,000 | 1,41,500 | -2,500 |
| Total | 10,00,000 | 1,45,000 | 1,71,000 | 6,84,000 | 6,75,500 | -8,500 |
Expected payout is delivered sales less returns less fees. For example, Myntra: 5,00,000 - 80,000 - 84,000 = 3,36,000. The ₹8,500 total gap is then broken down by order. Some orders may be pending, some may be fee over-deductions to query, and some may be returns not credited, which go into the recovery register.
Questions and answers
Can I reconcile all three marketplaces in a single spreadsheet?
Yes, if you map each portal's columns to one common template and keep raw files separate. Use order ID as the key and add a marketplace column. It works well at low volumes, but gets slow and error-prone as orders and returns grow.
How often should I reconcile marketplace payouts?
Match settlements to bank credits each time a payout arrives or at least weekly, and do a full order-level review monthly. Frequent checks help you raise fee or return queries early, while evidence is fresh and any marketplace time limits have not passed.
Where do I find the correct commission and fee rates?
Use your seller agreement, rate card and any signed amendments for each marketplace. Rates vary by category, price slab and agreement date, and they change. Confirm the latest applicable terms with your account manager before disputing any deduction.
Does MarketplaceMetrics support Ajio and Nykaa?
MarketplaceMetrics by Fundle currently reviews Myntra Excel reports. Other marketplaces, including Ajio and Nykaa, are in scope discussion. Speak to Fundle about your report formats and requirements to confirm what can be covered, since pricing is a tailored quote.