Eshopbox helps you reconcile fees charged and payments received from Ajio against your Ajio orders.

In this article, you will learn:

  • How to configure Ajio fees and payment terms in Eshopbox

  • How to upload Ajio payment report in Eshopbox using Eshopbox’s standard template

  • How Eshopbox reconciles Ajio fees

  • How Eshopbox reconciles Ajio payments

Follow the below steps to reconcile Ajio fees and payments:

1. Configure fees

The first step is to configure your Ajio fee in the Eshopbox workspace. Learn how to configure fees in Eshopbox

2. Configure Ajio payment cycle

You need to configure Ajio’s payment (remittance) cycle in Eshopbox. The frequency at which Ajio makes payments to you would be based on your agreement with Ajio. Learn how to configure payment terms.

3. Book payments

Eshopbox cannot read Ajio’s payment report directly. To enable Eshopbox to understand Ajio’s payment report, you need to convert the payment report received from Ajio into the Eshopbox standard template. Follow below mentioned to upload your Ajio payment reports in Eshopbox to initiate the reconciliation.

  • Navigate to Payments > Add Payment

  • Select ‘Standard Template’ in payment report format,

  • Click ‘Download template.’

Prepare standard template

You can extract the required transactional data from your Ajio payment report and fill it in the Eshopbox standard template. Few points to keep in mind when using the Eshopbox standard template:

  • Eshopbox considers a negative value as the amount deducted from you, and a positive value as the amount paid to you. This means for a successful order, you will have to provide positive value in “amount paid to you” and “amount paid by customer”, and negative values in fees and taxes.

  • Eshopbox considers the amount in the standard template as tax exclusive. This means you may have to separate the actual fee charged and applicable tax before copying it to the standard template.

  • Eshopbox allows you to create additional custom fee columns in the standard template. You can do so by creating a column with a header name as ‘Fee: XYZ.’ Make sure you have configured the custom fees in Eshopbox for the reconciliation to work properly.

  • It is highly advisable to save the template format if you have added custom fees. This is important because you will have to use the same template for recording future payments. Please note that you can only add custom fields, and add transactional data to the template. Any other changes in the template format will cause an error in reading the file.

A standard template will have the below default columns in it. These columns are:

  • Order ID: This is where you need to provide the order ID against which you want to record the transaction. This is a mandatory column.

  • SKU: This is the SKU code provided in the payment report received from Ajio or the ESIN recorded against order ID. This is not mandatory information but is recommended. If the column is blank, then Eshopbox will divide the transaction amount between the products or order items ordered against the order ID.

  • Amount paid to you: This is the actual amount that you have received against the order ID – the sum of the ‘amount paid by the customer,’ fees, claims, and applicable taxes. The total of this column is the amount transferred to your bank account by Ajio. A positive value represents the net amount received against the order, and a negative value represents the net amount deducted against the order.

  • Amount paid by customer: This is the amount that the customer paid for the order. A positive value represents the amount paid by the customer, and a negative value represents the net amount refunded to the customer.

  • Fees: This is the fee charged to you by Ajio for completing the order. By default, your template will have commission, payment gateway, fixed, closed, collection, logistics, reverse logistics fees. These are tax-exclusive. A negative value represents the fee charged to you by Ajio, and a positive value represents the fee reversed to your account for a returned order.

  • Claims: This is the claim amount or protection fund you receive against your damaged or lost product.

  • Taxes, TDS, TCS: These are the applicable taxes on order. All of the above fees attract service tax which can be detailed down under appropriate tax columns.

4. Reconcile expenses

Eshopbox will match the provisional fee with the actual fee deducted by Ajio, and assign it one of the following fee statuses:

  • If the fee deducted by Ajio is the same as the provisional fee. The fee status will be ‘Reconciled’.

  • If the fee deducted by Ajio is more than the provisional fee, the fee status changes to ‘Disputed’.

  • If for any reason Eshopbox is not able to calculate the provisional fee and Ajio has deducted this fee, the fee status changes to ‘Failed'.

5. Reconcile payments

Eshopbox will match the expected payment (invoiced amount) with the actual payment received from Ajio, and assign it one of the following payment statuses:

  • If the payment received is equal to the provisional amount, the payment status will be ‘Paid’.

  • If payment received is less than the provisional amount, the payment status will be ‘Awaiting payment’. When no payment is received against an order, the payment status will be ‘Awaiting payment’ with a partial tag.

  • If you receive payment and then the same amount is refunded, the payment status will be ‘Refunded’.

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