Maintaining meticulous financial records is the cornerstone of reliable e-commerce management. For EastMallBuy sellers, a well-structured spreadsheet is a powerful tool to ensure your account balance consistently aligns with every transaction, payment, and refund.
Why a Dedicated Spreadsheet is Essential
While marketplaces provide dashboards, a personal log offers proactive control. It helps:
- Reconcile Accounts:
- Track Payment Status:
- Manage Refunds Efficiently:
- Simplify Tax Preparation:
- Track Payment Status:
Building Your Secure Tracking Spreadsheet
Create separate sheets within one workbook for different data types.
1. Transaction Log Sheet
This is your core ledger. Suggested columns include:
| Column | Purpose |
|---|---|
| Transaction ID | Unique platform ID (e.g., Order #). |
| Date | Transaction date. |
| Item/Order Description | Brief details of the purchase. |
| Customer/Client | Buyer information. |
| Payment Amount | Gross amount received. |
| Fees & Deductions | Platform commissions, payment processing fees. |
| Net Amount | Payment minus fees (auto-calculated). |
| Payment Status | Dropdown: Pending, Completed, Failed, On Hold. |
| Payment Date | Actual deposit date to your bank. |
2. Refunds & Disputes Sheet
Link refunds to original transactions. Key columns:
- Original Transaction ID
- Refund Date
- Refund Amount
- Reason
- Status
Security Best Practices for Your Financial Log
Protecting this sensitive data is paramount.
Access Control
Password-protect the spreadsheet file and use two-factor authentication (2FA)
Regular Backups
Schedule weekly backups to a secure, separate location. Maintain version history.
Data Minimization
Never store unnecessary sensitive data like full credit card numbers in the log.
Use Formulas Wisely
Automate calculations (like net amount) with formulas to reduce manual errors. Lock formula cells to prevent accidental edits.
The Reconciliation Process
Weekly reconciliation is key.
- Export
- Compare
- Flag
- Investigate and Resolve
- Update
- Compare
This habit ensures your recorded balance is always accurate and trustworthy.