Marketplace Settlements

Overview

• Marketplace Settlements are business-level accounting records managed by Owners/Business Managers and assigned to a specific Store.
• A settlement records Platform, Period start/end, Gross sales, Net deposit, calculated fee amount, bank deposit date, reference, notes, and optional provider breakdown data.
• Fee amount is Gross sales − Net deposit; a negative fee requires explicit acknowledgement because refunds/adjustments can make Net deposit exceed Gross for the entered period.
• Settlement states include DRAFT, READY, SYNCING, SYNCED, and FAILED.
• The detail can show marketplace orders linked by Store/platform period and their aggregate recognised marketplace-payment total.
• Synced settlements are locked from normal editing.

When to use this

• Use Marketplace Settlements when provider payout summaries need to be stored/reconciled and, where configured, synced into Xero.

Step-by-step

1. Create/import the settlement and assign the correct Store.
2. Verify Platform and settlement period.
3. Enter/check Gross sales and Net deposit.
4. Review fee/adjustment sign and acknowledge negative fee when genuinely expected.
5. Compare Linked Marketplace Orders and variance.
6. Mark the settlement Ready.
7. Sync to Xero where configured and investigate FAILED state if needed.

Common mistakes

• Do not create a business-wide settlement without Store ownership; reconciliation intentionally requires Store scope.
• Do not assume Gross − Net is always a positive marketplace fee.
• Do not edit a SYNCED settlement as though Xero had not already consumed it.

Troubleshooting

• If no linked orders appear, check Store, platform/channel, settlement period, and recognised MARKETPLACE payments.
• If linked gross differs, review refunds, imported order timing, period boundaries, and settlement adjustments.
• If Xero sync fails, fix the integration/mapping issue and use the supported settlement retry flow.