Keep order and cash events connected
Order records show the customer transaction and its tax breakdown. Settlement records show when money is transferred, refunded or held. A sale recorded from an order import should not be recorded again when the processor pays out.
Use the order reference to connect refunds and chargebacks to the original activity. A customer credit can occur in a later reporting period, so an unexplained negative sales entry may hide the information needed for tax and stock review.
Illustrative example: a payout with a reserve release
A Surrey online seller records $18,500 in gross customer charges, $1,100 in refunds and $640 in fees. The processor holds a new $900 reserve and releases $300 previously held. Under those assumptions, the expected payout is $16,160.
The calculation is $18,500 minus $1,100 minus $640 minus $900 plus $300. Gross customer charges may include sales taxes and other amounts; they are not automatically the revenue figure. The underlying order breakdown is still required.
Follow returned goods separately
A refund can be completed before the goods arrive back at the warehouse. Record the receipt, condition and disposition of returned stock rather than assuming a refund restores saleable inventory. Damaged goods or a missing return need an operational decision and appropriate accounting review.
At the close, list refunds awaiting settlement, unresolved chargebacks, reserve balances and stock returns in transit. Each significant item should have a reference and next step so it does not remain an unexplained clearing difference.
Reconcile the ending balance
Compare the processor clearing account with unsettled transactions and reserve reports. Match the bank deposit to the expected payout and investigate any difference. Do not label a balancing amount as a fee without evidence from the processor.
Regular exports preserve the history even when dashboard totals change after late refunds. The resulting records let the owner discuss channel performance and cash availability using separate, supported figures. A strong sales week and a small payout can both be correct when the settlement bridge explains why.
Put this into practice
Sources and current guidance
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