Submitting Bol.com payments for your administration: this is how it works

Submitting Bol.com payments for your administration: this is how it works

For many entrepreneurs, bol.com is an important sales channel. Bol.com almost always pays sellers every two weeks, according to fixed periods that are the same for all sellers.
To process the administration correctly, completely, and efficiently, it is important that all files from each payout period are submitted in the right way.

In this article, you will read exactly where to find the required documents, which files are mandatory, and how they are processed by the accounting team.

1. Where can you find the payout files?

All payouts can be found in the bol.com seller account:

1. Log in to the bol.com seller account.
2. Go to Finance → Payouts.
3. Here you will find all payout periods, always in two-week intervals.
4. By clicking on a period you will see the corresponding documents.

Each period contains the same types of files (if applicable).

2. Which files need to be downloaded and how do you submit them?

Each payout period requires three types of files to be submitted:

• PDF files (costs & ads) should always be uploaded into the accounting software.
• Excel files cannot be uploaded into the accounting software and must always be submitted via WhatsApp.

1. PDF – Cost overview from bol.com

This PDF contains all costs that bol.com withheld during the period, such as:

• brokerage fees
• platform fees
• shipping costs
• return costs
• handling fees

2. PDF – Advertising costs (if applicable)

If bol.com advertising is used, a separate PDF file is available for each period.

3. Excel – Sales specification

This Excel file contains all details of the sales within the payout period, including:

• order numbers and order dates
• revenue per country
• applied VAT rates
• returns
• shipping contributions
• commissions and costs per order

Important:

• Jortt does not support Excel files.
• Therefore, the Excel file cannot be uploaded into the software.
• The Excel sales specification must always be submitted via WhatsApp.

This document is essential so that we can:

• split revenue per country
• process VAT per country

correctly include everything for the OSS return (if applicable)

3. How are bol.com payouts processed in the administration?

After all required files have been submitted, the following happens:

1. The sales from the Excel file are processed and split per country.
2. The costs from the PDF files are fully recorded.
3. All costs are offset against the revenue.
4. The remaining amount matches exactly with the payout amount that bol.com transferred.

This ensures that the administration remains balanced and fully transparent.

4. Importance of complete periods

Because bol.com uses fixed periods, it is important that the complete set of files per period is submitted.

Only then can revenue, costs, VAT, and OSS data be processed correctly and efficiently.

Conclusion

When bol.com files are submitted consistently and completely, the administration can be processed quickly and without errors. The combination of the PDF files (costs and advertising) and the Excel specification ensures that all revenue, VAT, and costs are accurately recorded in the bookkeeping and match the actual payouts.