Case study · E-commerce marketplace
Settlement ERP on Business Central for a Multi-Vendor Marketplace
A Microsoft Dynamics 365 Business Central ERP that settles each seller sub-order, reconciles couriers and payment providers daily, and flags every mismatch for review.
- Microsoft Dynamics 365 Business Central
- Shopify
- Webkul
At a glance
The challenge
The client runs a marketplace where a single customer order can hold items from several sellers. Each seller has its own commission terms and payout cycle, and couriers collect cash on delivery (COD). Finance needed one system that shows, every day, who owes what to whom.
- Order totals lived in Shopify, while seller splits, statuses and commissions lived in the Webkul marketplace app.
- Sellers had to be paid per delivered sub-order, even when other parts of the same order were still on the way.
- Couriers held COD cash, and their real costs often differed from the delivery fee the buyer paid.
- Payment provider reports had to be matched to orders, net of fees, refunds and chargebacks.
- Standard ERP sales and purchase flows could not model seller sub-orders, set-offs or negative seller balances.
What we built
We built a custom marketplace settlement extension on Microsoft Dynamics 365 Business Central. It reuses standard vendors, customers, journals and ledgers, and adds marketplace tables, settlement engines and integration services. Scheduled jobs pull in data, run reconciliations and create settlement batches.
Per-seller sub-order settlement
Each delivered seller sub-order settles on its own, so one late seller never holds up the others. Commission values come straight from Webkul, and payout cycles can differ by seller.
Courier and COD reconciliation
The system tracks what the marketplace owes couriers on prepaid orders and what couriers owe back on COD orders. A daily check compares delivery fees, real costs and remittances, and shows margin by order and provider.
Payment provider receivables
Provider reports are imported and matched by order, by transaction or by hand. Finance sees gross, fees, net expected, amount received, open balance and aging for each provider.
Returns and reversals
Cancellations credit the seller, while refunds and returns debit them. Each case is tagged, for example seller fault, COD refusal, chargeback or wallet-credit refund.
Approved manual adjustments
Finance can post debit or credit adjustments with a reason code, note and attachment. Each one goes through approval, keeps a full audit trail and can be reversed.
Warnings instead of silent failures
Gaps such as a missing sub-order, missing commission or unmatched provider line are logged by severity. Settlement can still run with the warning in view, and any override needs a written reason.
Configurable fees, FX and VAT
Setup pages control payment fees by method, who bears them and from what date. Manual exchange rates keep a full history, and VAT can be switched on later without a redesign.
Automated statements and reports
The system sends seller payout statements and courier statements, and schedules internal finance reports. Reports cover profit by order, seller and logistics provider, plus pending settlements and exception aging.
Connected systems
- Shopify (orders, totals, buyer shipping charges)
- Webkul marketplace APIs (seller sub-orders, statuses, commissions)
- Checkout shipping app (delivery fees)
- Logistics provider APIs (costs, delivery status, COD remittances, proof of delivery)
- Payment provider report imports
The outcome
- Finance sees each day what is owed to sellers and couriers, and what couriers and payment providers still owe the marketplace.
- Sellers are settled per delivered sub-order on their own cycle, with deductions and carried-forward balances on each statement.
- Profit is reported per order, per seller and per logistics provider.
- Every manual adjustment and warning override is approved, explained and auditable.
- Fee ownership, exchange rates and VAT change through setup rather than new development.
Many of our projects are under NDA, so we keep client names private. With client consent, we can share more detail or a live walkthrough on a call.
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