Orders, Settlements and Payouts

Everything that happens after a lot sells lives in the Post-Sale group of the sidebar. Orders track the buyer's side (payment and fulfilment), settlements hold the agreed numbers for deal room sales, and payouts track money going to sellers. This guide walks through each screen in the order you are likely to use them. Disputes, order issues and refunds are covered in Disputes, refunds and exceptions.

Before you start

Each Post-Sale screen has its own permission. Screens you cannot open do not appear in your sidebar, and links to them are hidden on the overview pages. Roles and permissions are managed as described in Team members and roles.

• Overview: permission to view orders or disputes.
• Orders: permission to view orders (Admin, Finance Manager, Moderator and Support Agent have it).
• Settlements: permission to view deal rooms (Admin has it).
• Payments Overview: whatever opens Payouts or Settlements.
• Payouts: permission to manage payouts or view financial information (Admin and Finance Manager have it).
• Escrow Activity: permission to view financial information (Admin and Finance Manager have it).
• Consignor Statements: permission to view financial information or manage payouts (Admin and Finance Manager have it). The consignment ledger behind statements also depends on your plan.

Individual actions need further permissions, listed with each action below.

Nothing on these screens is created by hand. Orders appear when a lot sells, settlements when a deal room agrees a price, and payouts once a buyer has paid.

Overview

Post-Sale → Overview is the starting point for daily post-sale work. It shows:

• Summary tiles: Awaiting payment (orders still in payment collection), Awaiting fulfilment (paid orders that need shipping, collection or completion), Open disputes, Open issues and Fraud alerts.
• Needs attention: only queues that have work in them and that you can open, for example Overdue payments, Payment failures, Paid orders awaiting fulfilment, Open order issues, Open disputes and Fraud alerts. Each links to the filtered table.
• Primary actions and Detailed tables: shortcuts to the full Orders, Order Issues, Disputes, Fraud Alerts and Deal Rooms tables.

Payments Overview

Post-Sale → Payments Overview is the money-side equivalent. Its tiles are:

• Payouts ready: payouts that are pending, scheduled or releasable.
• Failed payouts: payouts that need a retry or manual resolution.
• Active settlements: deal room settlements not yet finalised.
• Open invoices: your own Babylon subscription invoices that are open or uncollectible. See Platform billing and subscription.
• Financial exceptions: open or triaged money anomalies. See Disputes, refunds and exceptions.

Needs attention lists failed payouts, held or account-blocked payouts, open financial exceptions, overdue subscription invoices and active settlements, when there are any.

Orders

Post-Sale → Orders lists every order. The page refreshes itself every 30 seconds.

Tabs

• Pending Payment (shown first): orders waiting for the buyer to pay, with a count.
• All Orders.
• Paid, Shipped and Completed.
• In Custody: orders whose item is held in your custody, with a count.

Filters let you narrow by status, shipping method, custody, payment mode (Test lots only or Live only), total, platform revenue, created date, buyer and seller. The amount filters show your marketplace's currency symbol and match against each order's own amount.

Order statuses

• Pending Payment: the order exists and the buyer has not paid yet.
• Payment Processing: a payment has been started and is being confirmed.
• Payment Failed: the buyer's payment did not go through.
• Paid: the buyer has paid. The item can now be released, shipped or collected.
• Shipped: the item has been dispatched.
• Delivered: the item has arrived.
• Completed: the sale is finished.
• Cancelled: the order was cancelled before payment.
• Refunded: the buyer's payment has been refunded in full.

The Payment mode column (hidden by default) shows Test for orders on test lots, which are charged with Stripe test keys and never take real money, and Live for everything else.

Actions on the orders table

Open the More actions menu on a row:

• View Invoice: opens the buyer invoice in a new tab, when one exists.
• View Payment Details and View Shipping Details: read-only summaries, when there is a payment or shipment.
• View Payout: opens the seller payout for this order, when one exists.
• Process Refund: for Paid or Completed orders, with permission to refund orders.
• Cancel Order: for Pending Payment orders only, with permission to cancel orders.

Refunds and cancellations are explained step by step in Disputes, refunds and exceptions.

The order page

Click a row to open the order. It shows the order information, a financial breakdown (Item Price, Buyer Premium, Seller Commission, Tax on Seller Commission when there is any, Tax, Shipping, Total Amount and Platform Revenue, which is buyer's premium plus seller commission), payment, shipping and completion details. The header offers:

• Release from Custody: when the item is held in your custody. Asks for confirmation, records the release against the order and then makes the shipping actions available.
• Fulfilment: a menu with Create Shipment (generates a carrier shipment and marks the order shipped; only for orders using platform shipping), Mark Shipped Manually (when shipping is arranged outside Babylon; enter Carrier and Tracking Number) and Why can this order not ship?, which explains what is blocking fulfilment. Shipping actions need the order to be Paid and out of custody. They are available to the order's seller (or the operational seller on Model 3 sales) and to staff with the Admin role.
• Record Offline Payment: records money received outside Babylon against the order's invoice. See below.
• Related Records: View Listing, View Buyer, View Seller, View Invoice, View Payout and View Issues.

Recording an offline payment

Use this when a buyer pays by bank transfer, cash, cheque or card in person. It is available when all of these are true:

• your Payment Mode is Tenant Owned, Hybrid or Offline Only (see Payments and checkout);
• your role can record offline payments (by default, Admin);
• the order has an invoice, and that invoice is issued or partially paid.

1. Open the order and click Record Offline Payment.
2. Enter the Amount in major units of the invoice currency, for example 100.50.
3. Choose the Method: Bank transfer, Cash, Cheque or Card present.
4. Optionally add a Reference, a Receipt # and the Occurred at date and time.
5. Leave the prefilled Idempotency Key as it is. If the same form is submitted twice with the same key, the payment is only recorded once.
6. Submit. You should see "Offline payment recorded" and the invoice balance updates.

This records the payment; it does not move any money.

Settlements

Post-Sale → Settlements lists the financial breakdown of sales agreed in deal rooms: hammer or accepted price, buyer's premium, commission and any concession, netting down to what the seller is owed. A deal room can produce several versions of its settlement as terms change; only one is active at a time, and it is marked final once the terms are finalised. See Auctions, offers and deal rooms.

• Final and Active columns show where each version stands. Filter by either, by deal room, buyer, seller or date range.
• Row actions: View Deal Room, and View Invoice when an order exists (it opens that order).
• On the settlement page, staff whose role can manage deal rooms (by default, Admin) can click Export Settlement (PDF). A notification appears with a download link.

On the settlement page, the figures in the Pricing section (including Buyer Total, Seller Net and Platform Revenue) are shown in minor units, so 125000 means 1,250.00 in the settlement currency. The Line Items (JSON) box shows every fee line that makes up the totals.

Payouts

Post-Sale → Payouts tracks money owed to sellers. Payouts are raised automatically once a buyer has paid; nothing is created here by hand. The page refreshes itself every 30 seconds.

Tabs

• All Payouts.
• Pending: pending, scheduled and releasable payouts.
• Processing.
• Held or blocked: held payouts and payouts waiting on the seller's account.
• Completed.
• Failed: failed and cancelled payouts.

Payout statuses

• Pending: created but not yet queued to be sent.
• Scheduled: queued for a date. Payouts sent through Stripe are sent automatically in the next payout run once that date arrives.
• Held: stopped on purpose, either by a hold in your payout rules or by a member of staff. Held payouts are never sent.
• Releasable: the hold has been lifted.
• Pending Account: the seller has not finished Stripe payout onboarding, so there is nowhere to send the money yet.
• Processing: the transfer is under way.
• Completed: paid, either by Stripe transfer or recorded as paid manually.
• Failed: the transfer failed. The page shows the failure reason and, while fewer than 3 attempts have been made, when the next retry is due. Failed payouts are retried automatically, up to 3 attempts.
• Cancelled: will not be paid.

How a payout is paid depends on your Payment Mode and sales model. In Babylon Managed and Hybrid modes payouts are sent through Stripe transfers. In Tenant Owned and Offline Only modes, and for all Model 3 sales, payouts are manual: you pay the seller outside Babylon and then record it with Mark Paid Manually.

Actions and the permission each needs

• Execute Payout (row button): shown on Pending payouts to staff who can execute payouts. Pending payouts are not yet eligible to be sent, so in the current version this action returns an error rather than sending money. Scheduled payouts are sent automatically; if a payout seems stuck, contact Hammerd support.
• Retry Failed Payout: on Failed payouts that have had fewer than 3 attempts, with permission to retry payouts.
• Cancel Payout: on Pending or Failed payouts, with permission to cancel payouts. You can add a Cancellation Reason.
• Hold Payout: on Pending, Scheduled or Releasable payouts, with permission to execute payouts. Enter a Hold reason (required, up to 120 characters) and optionally Hold until. A held payout is left out of every payout run.
• Mark Releasable: on the payout's own page, for Held payouts, with permission to execute payouts. This lifts the hold.
• Mark Paid Manually: on manual payouts that are not completed or cancelled, with permission to execute payouts. Enter a Payment reference (for example a bank reference or cheque number). The payout is marked Completed; no money is moved.
• Re-check Seller Account: on Pending Account payouts, with permission to execute payouts. If the seller has since finished onboarding, the payout returns to the scheduled queue; otherwise nothing changes.
• View Stripe Payout: opens the payout in your Stripe Dashboard, when Stripe has returned a payout ID.
• Reconcile Selected (select rows, then use the bulk menu): with permission to execute payouts, view financial information or manage payouts. Checks each selected completed payout against its payout transaction, repairs what it safely can and raises a financial exception for anything it cannot. Payouts that are not completed are skipped.
• Execute Selected (bulk menu): shown to staff who can execute payouts. In the current version it returns an error and does not send the selected payouts. Do not rely on it; contact Hammerd support if payouts need sending.

About holds: the Hold until date, and the hold end date set by the hold period in your Payout Rules (JSON), are recorded on the payout, but in the current version a held payout is not released automatically when the date passes. Use Mark Releasable when the hold should end. For manual payouts, a releasable payout can then be paid and recorded with Mark Paid Manually. For payouts sent through Stripe, releasable payouts are not currently picked up by the payout run, so contact Hammerd support to have them sent.

Consignor Statements

Post-Sale → Consignor Statements produces a statement of what has moved between you and one consignor over a period, for your accounts team or to send to the consignor. It depends on your plan: if the consignment ledger is not included, the page says "Consignor statements is not part of your plan" and Generate statement is disabled. Ask your account owner or Hammerd support to add it.

1. Choose the Consignor. Only sellers with at least one ledger movement are listed.
2. Set From and To. They default to the start of this month and today, and To must be after From.
3. Click Generate statement. The page shows the Opening balance, Sales, Commission, Paid out, Adjustments and Closing balance, followed by each movement with its date, type, description and amount. Amounts are shown in the statement's own currency. If nothing moved, the page says "Nothing moved in this period".
4. Click Download CSV to save the same movements. The CSV columns are Date, Type, Description, Amount (minor units), Currency, Order, Payout and Reference. Amounts in the CSV are in minor units, so 125000 means 1,250.00.

Escrow Activity

Post-Sale → Escrow Activity is the read-only audit trail of money moving through escrow between a buyer paying and a seller being paid. Nothing here can be created or edited; entries appear as the system acts.

• Tabs: All activity, Failed (with a count), Holds, Releases and Refunds.
• Each entry shows When, the action (Payment captured, Refund, Released from escrow or Held in escrow), its status (Success, Pending or Failed), the amount, the order, who performed it and any failure message.
• Open an entry to see its Trace section: the order, auction, payment intent and idempotency key, which you can use to match the movement against your Stripe Dashboard.
• View Order in the row menu opens the related order.

Use it to reconcile a disputed payout or to check whether a capture or refund actually happened. A Failed entry is money that did not move when it should have; check the related order, and contact Hammerd support if you cannot see why.

Common questions

A sale has completed but there is no payout. Check the order is Paid. For deal room sales, check the settlement is final. If the payment has cleared and there is still no payout, contact Hammerd support.

A payout is stuck in Pending Account. The seller needs to finish Stripe payout onboarding. Once they have, use Re-check Seller Account.

Why can I not see Payouts or Settlements in my sidebar? Your role lacks the permission listed at the top of this guide.