Importing Card Refunds: To Process a Refund for a Not-Yet-Shipped Order

The following activity will walk you through the process of importing from the BigCommerce store to MYOB Advanced a partial refund of an order that has been paid by a card-based payment method and has not yet been shipped.

Story

Suppose that a customer placed an order for 10 jars of kiwi jam in the online store and paid for it by card. The jam was to be delivered later by the SweetLife Fruits & Jams within 7 days of purchase. Later the same day, the customer called the store to inform the store manager that an error had occurred and only 7 jars of kiwi jam were to be purchased, and asked the remaining 3 jars of kiwi jam to be refunded. As the store manager, you need to refund 3 jars of kiwi jam and import this refund to MYOB Advanced so that the correct quantities of jam will be issued from the SweetLife Fruits & Jams warehouse.

Configuration Overview

For the purposes of this activity, the following features have been enabled on the Enable/Disable Features (CS100000) form:

• Retail Commerce
• BigCommerce Connector
• Custom Order Types

The following entities, which you will use in this activity, have been predefined in the system:

• The ER order type on the Order Types (SO201000) form
• The REFUNDAMT non-stock item on the Non-Stock Items (IN202000) form
• The EREFUND reason code on the Reason Codes (CS211000) form

Process Overview

In this activity, you will do the following:

1. In the BigCommerce store, place a sales order for a customer through the storefront and pay for it with a credit card.
2. In the control panel of the BigCommerce store, capture the card payment.
3. On the Prepare Data (BC501000) form, prepare the sales order data for processing, and on the Process Data (BC501500) form, process the sales order data.
4. On the Sales Orders (SO301000) form, review the imported sales order.
5. On the Payments and Applications (AR302000) form, review the prepayment created for the imported sales order and then release the prepayment.
6. In the control panel of the BigCommerce store, issue a refund for an individual item.
7. On the Prepare Data form, prepare the refund data for processing, and on the Process Data form, process the refund data.
8. On the Sales Orders form, review the updated sales order, and on the Payments and Applications form, review the updated prepayment.
9. On the Payments and Applications form, review and release the refund.

System Preparation

To prepare the system for the steps of this activity, do the following:

1. Make sure that the following prerequisite activities have been performed:
   • Initial Configuration: To Establish and Configure the Store Connection
   • Data Synchronization: To Perform the First Synchronization
   • Importing Non-Card Refunds: Implementation Activity
2. Sign in to the control panel of the BigCommerce store as the store administrator.

Step 1: Creating an Order

To place an order for ten 96-ounce jars of kiwi jam through the storefront, do the following:

1. In the left pane of the control panel, click View Store.
2. On the storefront, in the list of product categories, click Jams.
3. On the page of products of the Jams category, click the tile of the Kiwi jam 96 oz product.
4. On the page for the Kiwi jam 96 oz. product, which opens, specify a quantity of 10, and click Add to Cart.
5. In the pop-up window that opens, click Proceed to checkout.
6. On the checkout page, specify the needed settings as follows:
   1. In the Customer section, in the Email Address box, specify melody@example.com, and click Continue as guest.
   2. In the Shipping section, fill in the shipping address boxes as follows:
      • First Name: Melody
      • Last Name: Keys
      • Address: 3402 Angus Road
      • City: New York
      • Country: United States
      • State/Province: New York
      • Postal Code: 10003
      • My billing address is the same as my shipping address: Selected
   3. In the Shipping Method section, make sure that the Free Shipping option is selected, and click Continue.
7. In the Payment section, select the Authorize.Net option button, and specify the following card settings:
   • Credit Card Number: 4111 1111 1111 1111
   • Expiration: 12/23
   • Name on Card: Melody Keys
8. Click Place Order to place your order.

   Your order has been created, and on the confirmation page, the order number is displayed. You will process the order with this order number further in this activity.

   For the purposes of this activity, you can skip creating a store account.

Step 2: Capturing the Payment in the Control Panel

To capture the payment for the sales order that you placed in the previous step, do the following:

1. While you are signed in to the control panel of the BigCommerce store, in the left pane, click Orders > View.
2. On the View Orders page, which opens, expand the order of the Melody Keys customer, and review the order details.

   Notice that the Status of the order is set to Awaiting Payment and in the Billing Section, the Capture Funds link is displayed. Because the Authorize.Net payment option was configured to only authorize the payment amount when the order is placed, the payment funds have not yet been captured.

3. Click the Capture Funds link.
4. If the Fraud Status Warning dialog box is displayed, select the Yes, I understand and would like to proceed check box in this dialog box, and click Capture Payment.

   In the order details, notice that the payment status has changed to Captured.

Step 3: Importing the Sales Order

To import the sales order into MYOB Advanced, do the following:

1. Open the Prepare Data (BC501000) form.
2. In the Store box of the Summary area, select SweetStore - BC.
3. In the Prepare Mode box, select Incremental.
4. In the table, in the row with the Sales Order entity, select the unlabeled check box.
5. On the form toolbar, click Prepare.
6. In the Processing dialog box, which opens, review the results of the processing, and click Close to close the dialog box.
7. In the row with the Sales Order entity, click the link with the number of prepared synchronization records in the Ready to Process column.
8. On the Process Data (BC501500) form, which opens with the store and the Sales Order entity selected in the Summary area, select the unlabeled check box in the row with the sales order that you created in this activity (which you can identify by the order number in the External ID column).
9. On the form toolbar, click Process.
10. In the Processing dialog box, which opens, review the results of the processing, and click Close to close the dialog box.

Step 4: Reviewing the Imported Sales Order

To review the settings of the imported sales order, do the following:

1. Open the Sales Orders (SO3010PL) form.
2. In the list of orders, click the link of the order number of the last sales order of the EO type for eCommerce Guest Customer.
3. On the Sales Orders (SO301000) form, which opens, review the settings of the sales order.

   In the Summary area, notice that the sales order has the Open status. The Description box shows the status of the order in the BigCommerce store, which is Awaiting Fulfillment.

   On the Details tab, review the quantity of the KIWIJAM96 item, which is 10.

Step 5: Reviewing and Releasing the Payment

To review and release the payment imported with the sales order from the BigCommerce store, do the following:

1. While you are still viewing the imported order on the Sales Orders (SO301000) form, open the Payments tab.

   In the only row of the table, review the details of the prepayment that was created and applied to the sales order when the sales order was imported. Notice that the Payment Method and Cash Account columns show the payment method and cash account defined in MYOB Advanced and mapped to the Authorize.Net payment method set up in the BigCommerce store.

   In the Payment Ref. column, the system displays the reference number of the card transaction in the Authorize.Net processing center (that is, the reference number of the card transaction that was used to pay the order in the BigCommerce store).

   Because you captured the payment in the BigCommerce store before importing the order, the prepayment has the Balanced status and the processing status of the card transaction is Captured.

2. Click the link with the prepayment number in the Reference Nbr. column.
3. On the toolbar of the Payments and Applications (AR302000) form, which opens in a pop-up window with the prepayment selected, click Release.

   Once the prepayment is successfully released, its status is changed to Open.

Step 6: Issuing a Refund for an Individual Item

To create a refund for three jars of kiwi jam in your BigCommerce store, do the following:

1. While you are still signed in to the BigCommerce store, in the left pane, click Orders > View.
2. On the View Orders page, in the row with the order that you created in Step 1, in the Actions menu, click Refund.
3. On the Refund order page, which opens, on the Refund individual items tab (Refundable items section), in the only row, specify 3 in the Units to refund column.
4. On the Confirm refund page, which opens, in the Refund method section, select the Authorize.Net option button.
5. In the bottom right, click Confirm Refund.
6. On the View Orders page, which opens with the partially refunded order expanded, notice that the number of refunded items (which is 3) is now displayed under the number of ordered items. The refunded amount is also displayed under Grand Total.

Step 7: Importing the Refund

To import the refund to MYOB Advanced, do the following:

1. Open the Prepare Data (BC501000) form.
2. In the Store box, select SweetStore - BC.
3. In the Prepare Mode box, select Incremental.
4. In the table, select the unlabeled check box in the row with the Refund entity
5. On the form toolbar, click Prepare.
6. In the Processing dialog box, which opens, review the results of the processing, and click Close to close the dialog box.
7. Click the link in the Ready to Process column in the row with the Refund entity.
8. On the Process Data (BC501500) form, which opens with the SweetStore - BC store and the Refund entity selected in the Summary area, select the unlabeled check box in the row or the refund (which you can identify by the number of the order it refers to in the External ID column).
9. On the form toolbar, click Process.
10. In the Processing dialog box, which opens, review the results of the processing, and click Close to close the dialog box.

Step 8: Reviewing the Results of the Import

To review how the refund has been imported to MYOB Advanced, do the following:

1. On the Sales Orders (SO301000) form, open the sales order that you created and imported earlier in this activity.

   On the Details tab, notice that the quantity of the KIWIJAM96 stock item has been reduced from 10 to 7.

   In the Summary area, the order total has been reduced to reflect the new item quantity. The Description box now shows the updated status of the order in the BigCommerce store, which is Partially Refunded.

2. On the Payments tab, click the prepayment number link in the Reference Nbr. column.
3. On the Payments and Applications (AR302000) form, which opens with the prepayment selected, notice that the applied amount and the available balance reflect the reduced order amount and the refunded amount, respectively.

Step 9: Reviewing and Releasing the Refund

1. Open the Payments and Applications (AR3020PL) form.

   In the list of documents, notice that a new Refund document has been created for the refund you imported in Step 7. (You can identify it by the order number and transaction type shown in the Description column).

2. Click the link with the identifier of the refund in the Reference Nbr. column.

   On the Payments and Applications (AR302000) form, which opens with the refund selected, review the details of the refund. In the Description box of the Summary area, notice the information about the store name, sales order number, and store payment method to which the refund was applied. The Payment Method and Cash Account boxes contain the same settings that were used in the original prepayment. The Orig. Transaction box shows the identifier of the card transaction of the original prepayment.

   On the Card Processing tab, notice that the transaction type of the card transaction (shown in the Tran. Type box) is Refund, and the Proc. Center Response Reason column shows Imported External Transaction, which indicates that the refund was imported from an external e-commerce system rather than issued in MYOB Advanced.

3. On the form toolbar, click Remove Hold, and then click Release.

   Once the processing of the refund is finished, its status changes to Closed, and on the Application History tab, the system now shows the original prepayment to which the refund was applied.

4. On the Application History tab, in the only row, click the link in the Reference Nbr. column.
5. On the Payments and Applications form, which opens in a pop-up window with the original prepayment selected, notice that the available balance has become zero.

You have now imported to MYOB Advanced a partial refund for the ordered items for the order that has not yet been shipped.