Marketplace seller: receipts, suppliers and reconciliation
A constructed educational scenario: marketplace payouts in, supplier payments out, a reconciliation in between.
The business in one sentence
A Hong Kong company sells products through several online marketplaces in different currencies, sources stock from the Pearl River Delta and receives periodic marketplace payouts net of fees and refunds.
This is a constructed educational scenario, not a client story.
What answers what
| Question | Evidence |
|---|---|
| Where does revenue come from? | Marketplace seller account, settlement reports, payout statements |
| Why are payouts lower than sales? | Fee, refund and chargeback breakdowns in settlement reports |
| Who supplies the stock? | Supplier invoices, purchase orders, logistics records |
| Where is stock held? | Warehouse or fulfilment-centre statements |
| Does the money reconcile? | Monthly reconciliation of orders → settlements → bank receipts |
The monthly close
Download settlements
Export settlement reports for every marketplace and currency.
Match payouts to receipts
Tie each payout to a bank or provider receipt.
Explain the difference
Break gross sales into fees, refunds, chargebacks and adjustments.
Match supplier payments
Link each supplier payment to an invoice and a stock receipt.
File it
Keep the reconciliation with the source reports for audit and tax.
- Use the same legal entity name on marketplace and payment accounts.
- Tell the bank or provider which marketplaces will pay you.
- Keep settlement reports — screenshots are not enough.
- Separate personal and company receipts entirely.
Questions readers ask
Why does a bank care which marketplaces pay me?
Marketplace payouts are the main inbound flow. The institution needs to recognise the payers and match volumes to the activity you described.
Do I record revenue gross or net of marketplace fees?
That is an accounting question for your auditor, but either way the reconciliation should show gross sales, fees, refunds and the net payout.
Can marketplace payouts go to a payment provider instead of a bank?
Often yes. Check that the provider supports the marketplace and currency, and that the account is in the company’s exact legal name.
How long should settlement reports be kept?
Business records generally need to be kept for at least seven years for Hong Kong tax purposes.
Primary references
- Inland Revenue Ordinance (Cap. 112)Checked 2026-11-12
- IRD — profits taxChecked 2026-11-12
- Anti-Money Laundering and Counter-Terrorist Financing Ordinance (Cap. 615)Checked 2026-11-12
- Companies Ordinance (Cap. 622)Checked 2026-11-12