Importing Card Refunds: To Import a Refund for a 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 already been fully delivered.

Important: For card-based payments processed through the Authorize.Net payment gateway, before you can issue a refund, the original card transaction must be settled in the Authorize.Net processing center. Captured transactions are automatically settled once every 24 hours after the transaction cut-off time, which you can configure in your Authorize.Net merchant account. Therefore, you will need to wait for about 24 hours after performing Step 2 and before moving on to Step 6 of this activity.

Story

Suppose that a customer placed an order for 10 jars of pear jam in the SweetLife Fruits & Jams online store, and paid the entire order by card. Four days later, after the purchased jam has already been delivered, the customer returned 2 jars of pear jam to the store. As the store manager, you need to process the return of 2 jars of pear jam. You also want to reimburse the customer for returning part of the purchase in person.

Configuration Overview

In the U100 dataset, 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 U100 dataset:

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 and release the prepayment created for the imported sales order.
  6. On the Sales Orders form, create a shipment.
  7. On the Shipments (SO302000) form, confirm the shipment.
  8. On the Prepare Data (BC501000) form, prepare the shipment data for processing, and on the Process Data (BC501500) form, process the shipment data.
  9. In the control panel of the BigCommerce store, issue a refund for an individual item.
  10. In the control panel of the BigCommerce store, issue a partial refund of the order amount.
  11. On the Prepare Data form, prepare the refund data for processing, and on the Process Data form, process the refund data.
  12. On the Sales Orders form, review the return orders the system created after the refunds were imported.
  13. On the Payments and Applications form, review the refunds created for each of the return orders.

System Preparation

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

  1. Make sure the following prerequisite activities have been performed:
    1. Initial Configuration: To Establish and Configure the Store Connection
    2. Data Synchronization: To Perform the First Synchronization
    3. 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 pear 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 Pear jam 96 oz product.
  4. On the page for the Pear 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 to 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, select the unlabeled check box in the row of the Sales Order 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. In the row of 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, select the unlabeled check box in the row of the order you created in Step 1 (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 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 order number link of the last sales order of the EO type for eCommerce Guest Customer, which is the order you imported in the previous step.
  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 PEARJAM96 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 changes to Open.

Step 6: Creating a Shipment for the Imported Order

To create a shipment for the order, do the following:

  1. While you are viewing the imported order on the Sales Orders (SO301000) form, click Create Shipment on the form toolbar.
  2. In the Specify Shipment Parameters dialog box, which opens, make sure the current date and the RETAIL warehouse are selected, and click OK. The system creates a shipment and opens it on the Shipments (SO302000) form.

Step 7: Confirming the Shipment for the Imported Order

To confirm the shipment for the order, do the following:

  1. While you are still viewing the shipment on the Shipments (SO302000) form, review the line on the Details tab. Make sure of the following:
    • The correct order lines are included in the shipment.
    • The RETAIL warehouse is specified for the items.
    • The shipped quantities are equal to the ordered quantities.
  2. On the form toolbar, click Confirm Shipment.

Notice that the shipment has been assigned the Confirmed status. Note the shipment number; you will use it to identify the shipment to be exported to the BigCommerce store in the next step.

On the Sales Orders (SO301000) form, the imported sales order's status has changed to Completed.

Step 8: Synchronizing the Shipment with the BigCommerce Store

To synchronize with the BigCommerce store the shipment that you created and confirmed in Steps 6 and 7, do the following:

  1. On the Prepare Data (BC501000) form, in the Summary area, select the following settings:
    • Store: SweetStore - BC
    • Prepare Mode: Incremental
  2. In the table, select the unlabeled check box for the Shipment entity.
  3. On the form toolbar, click Prepare.
  4. In the Processing dialog box, which opens, review the results of the processing, and click Close when the processing has completed.
  5. Click the link in the Ready to Process column in the row of the Shipment entity.
  6. On the Process Data (BC501500) form, which opens with the SweetStore - BC store and the Shipment entity selected, select the unlabeled check box for the shipment created and confirmed in the previous steps (which you can identify by the shipment order in the ERP ID column).
  7. On the form toolbar, click Process.
  8. In the Processing dialog box, which opens, review the results of the processing, and click Close to close the dialog box.

Step 9: Issuing a Refund for an Individual Item

To issue a refund for an individual item in your BigCommerce store, do the following:

  1. In the left pane of the control panel of the BigCommerce store, click Orders > View.
  2. On the View Orders page, in the list of orders, locate the order for Melody Keys that you created and imported in the previous steps.

    Notice that the status of the order has changed to Shipped.

  3. In the row of the order, in the Actions menu, click Refund.
  4. On the Refund order page, which opens, on the Refund individual items tab of the Refundable items section, specify 2 in the Units to refund column in the row of the Pear jam 96 oz item.
  5. In the bottom right, click Continue.
  6. On the Confirm refund page, which opens, in the Refund method section, select the Authorize.Net option button.
  7. In the bottom right, click Confirm Refund.
  8. On the View Orders page, which opens, notice that the number of returned items (which is 2) is now displayed under the number of ordered pear jam jars and the order status has changed to Partially Refunded. The refunded amount is also displayed under Grand Total.

Step 10: Issuing a Partial Refund of the Order Amount

To reimburse the customer for having to return part of the purchase in person, do the following:

  1. While you are still viewing the order for which you created a return in the previous step, in the Actions menu, click Refund.
  2. On the Refund order page, on the Apply an order level refund tab (Refundable items section), in the Amount to be refunded box, specify 10.
  3. In the bottom right, click Continue.
  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, click the plus in the row of the order to expand the order details.

    Notice that the refunded amount under Grand Total has increased by $10.

Step 11: Importing the Refunds

To import the refunds 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 of 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 in the row of 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 of the refund that you issued in the previous step.
  9. On the form toolbar, click Process.

    You can identify the refund you need by the number of the order it pertains to in the External ID column. Because the refund has not been synchronized before, it does not have a value in the ERP ID column. Notice that only one synchronization record was created for both refunds issued in the BigCommerce store for the same order.

  10. In the Processing dialog box, which opens, review the results of the processing, and click Close to close the dialog box.

Step 12: Reviewing the Return Orders

To review the return orders created in MYOB Advanced as a result of the refund import, do the following:

  1. Open the Sales Orders (SO3010PL) form.

    Notice that two orders of the ER type have been created for Melody Keys. Because the original sales order had the Completed status, return orders were created. The return orders have the ER type because this type was selected in the Return Order Type box on the Order Settings tab of the BigCommerce Stores (BC201000) form in Importing Card Refunds: Implementation Activity.

  2. In the row of the return order for Melody Keys with the ordered quantity of 2 (which you can identify by the Ordered Qty. column), click the link in the Order Nbr. column.

    The Sales Orders (SO301000) form opens with the return order selected.

    In the Summary area, notice that the Customer Order Nbr. and Description boxes contain the reference number of the original order in the BigCommerce store. In the External Reference box, the system inserted the identifier of the refund in the BigCommerce store.

    On the Details tab, the system created a line with the returned item (PEARJAM96) with the quantity you specified while creating the refund in the BigCommerce store (which is 2). Notice that in the Reason Code column of this line, the system inserted EREFUND, which is the reason code you specified in the Refund Reason Code box on the Order Settings tab of the BigCommerce Stores form in Importing Card Refunds: Implementation Activity.

  3. On the form toolbar, click Go to Next Record to open the second return order.

    On the Details tab, notice that a line has been created for the REFUNDAMT non-stock item with the order-level refund amount that you specified in the BigCommerce store ($10). The system inserted this item because it was specified in Refund Amount Item box on the Order Settings tab of the BigCommerce Stores form in Importing Card Refunds: Implementation Activity.

Step 13: Reviewing the Refunds

To review the refunds created for each of the return orders, do the following:

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

    Notice that two documents of the Refund type have been created for Melody Keys, one for each of the two refunds you issued in the BigCommerce store. The Payment Ref. column shows the identifier of each of these refunds in the BigCommerce store.

  2. In the Reference Nbr. column, click the link with the reference number of the refund created for the two returned jars of the pear jam. Of the two refunds for Melody Keys, the one you need has a smaller identifier in the Payment Ref. column.
  3. On the Payments and Applications (AR302000) form, which opens with the refund selected, review the document details.

    In the Description box, notice the information about the store name, sales order number, and store payment method to which the refund was applied. In the Summary area, notice that 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 Sales Orders tab, notice that the refund has been linked to the return order.

    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.

  4. 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.

  5. In the Reference Nbr. box of the Summary area, select the second refund created for Melody Keys. Notice that it has the same settings as the first refund, except for the identifier of the refund transaction (which is shown in the Payment Ref. box), refund identifier (shown in the Description box), and the available balance (which reflects an order-level refund of $10 issued in the BigCommerce store).
  6. 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.

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

You have now imported to MYOB Advanced a refund for a returned item and a partial refund of the order amount for the order that has been shipped in full. For the purposes of this activity, you do not need to process the return orders or refunds further.