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

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

Story

Suppose that a representative of the GoodFood One Restaurant customer placed an order for 10 jars of banana jam in the SweetLife Fruits & Jams retail store and paid the entire order amount upfront in cash. The jam was to be delivered from the SweetLife Fruits & Jams warehouse within seven days. Later the same day, before the jam was shipped, the representative of GoodFood One Restaurant showed up in the retail store. The representative informed the store manager that an error had occurred and only 5 jars of banana jam should have been purchased, and asked the manager to refund the cost of the remaining quantity of banana jam. As the store manager, you need to refund the cost of 5 jars of banana jam and import this refund to MYOB Advanced so that the correct quantities of jam will be issued from SweetLife Fruits & Jams's warehouse.

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 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 control panel of the BigCommerce store, place a sales order for a customer.
2. 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.
3. On the Sales Orders (SO301000) form, review the imported sales order.
4. On the Payments and Applications (AR302000) form, release the prepayment related to the imported sales order.
5. In the control panel of the BigCommerce store, update the order quantities, and issue a refund to the customer.
6. On the Prepare Data form, prepare the refund data for processing, and on the Process Data form, process the refund data.
7. On the Sales Orders form, review the updated sales order, and on the Payments and Applications form, review the updated prepayment.
8. 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 banana jam, do the following:

1. In the left pane of the control panel of the BigCommerce store, click Orders > Add.
2. On the Add an Order page (Customer Info step), create the order as follows:
   1. In the Customer Information section, select the Existing Customer option button right of Order for.
   2. In the Search box, start typing the customer name, GOODFOOD; select the GoodFood One Restaurant customer in the list of search results.
   3. Near the top of the Billing Information section, click Use this address to use the existing customer address as the billing address.

      The elements of the billing address are populated with the settings from the previously saved address of this customer.

   4. In the bottom right, click Next.
3. On the Add an Order page (Items step), under Add Products, do the following:
   1. In the Search box, start typing banana; in the list of search results, select Banana jam 96 oz.
   2. In the line of the Banana jam 96 oz, change the quantity to 10.
   3. At the bottom of the page, click Next.
4. On the Add an Order page (Shipping step), in the Shipping Method section, click the Fetch Shipping Quotes link.
5. In the box with the list of shipping options, select Free Shipping.

   You created this shipping option during the completion of the Data Synchronization: To Perform the First Synchronization prerequisite activity.

   For the purposes of this activity, you should assume that the billing address and shipping address are the same.

6. In the bottom right, click Next.
7. On the Add an Order page (Finalize step), do the following:
   • Review the information in the Customer Billing Details, Shipping Details, and Summary sections
   • In the Finalize section, select the Manual Payment payment method.
8. In the bottom right, click Save & Process Payment.

   The system creates an order and opens the View Orders page with the last order displayed at the top of the order list. Make a note of the order number of the last created order (which is shown in the Order ID column).

   Because you have already accepted the payment outside of BigCommerce, the status of the order is Awaiting Fulfillment.

Step 2: Importing the Sales Order

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

1. Sign in to MYOB Advanced by using the following credentials:
   • Username: gibbs
   • Password: 123
2. Open the Prepare Data (BC501000) form.
3. In the Summary area, specify the following settings:
   • Store: SweetStore - BC
   • Prepare Mode: Incremental
4. In the table, in the row with the Sales Order entity, select the Selected check box.
5. On the form toolbar, click Prepare.
6. In the Processing dialog box, which opens, click Close to close the dialog box.
7. In the row with the Sales Order entity, click the link in the Ready to Process column.
8. On the Process Data (BC501500) form, which opens with the SweetStore - BC 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 the previous step (which you can identify by its order number in the External ID column).
9. On the form toolbar, click Process.
10. In the Processing dialog box, which opens, click Close to close the dialog box.

Step 3: Reviewing the Imported Sales Order

To review the imported sales order, do the following:

1. Open the Sync History (BC301000) form.
2. In the Summary area, specify the following settings:
   • Store: SweetStore - BC
   • Entity: Sales Order
3. On the Processed tab, in the row of the sales order that you have just imported (which you can locate by its external ID), click the link in the ERP ID column.
4. On the Sales Orders (SO301000) form, which opens, review the settings of the sales order as follows:
   1. 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.
   2. On the Details tab, review the quantity of the BANJAM96 item, which is 10.
   3. On the Payments tab, review the details of the prepayment that was imported from the BigCommerce store along with the sales order. Notice that the Payment Method and Cash Account columns show the payment method and cash account (ONLINE and 10250ST, respectively) that were defined in MYOB Advanced and mapped to the Manual Payment store payment method. The prepayment has the Balanced status. Before you can process and import a refund in the BigCommerce store, you need to release this prepayment.

Step 4: Releasing the Imported Payment

To release the payment that was imported from the BigCommerce store along with the sales order, do the following:

1. While you are still viewing the Payments tab of the Sales Orders (SO301000) form, click the link with the prepayment number in the Reference Nbr. column.
2. On the Payments and Applications (AR302000) form, which opens in a pop-up window with the prepayment selected, click Release on the form toolbar.

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

Step 5: Issuing a Refund for an Individual Item

To issue a refund for units of an individual item in your BigCommerce store, while you are signed in to the control panel of the BigCommerce store, do the following:

1. In the left pane, click Orders > View.
2. On the View Orders page, in the row with the order for GoodFood One Restaurant, on the Actions menu, click Refund.
3. On the Refund order page, which opens, on the Refund individual items tab (Refundable items section), specify 5 in the Units to refund column in the row with the banana jam.
4. In the bottom right, click Continue.
5. On the Confirm refund page, which opens, in the Refund method section, select the Refund customer through third party provider option button.
6. In the bottom right, click Confirm Refund.
7. On the View Orders page, which opens for the partially refunded order, notice that the number of refunded items (which is 5) is now displayed under the number of ordered banana jam jars. The refunded amount is also displayed under Grand Total.

Step 6: Importing the Refund

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

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

Step 7: Reviewing the Results of the Import

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

1. Open the Sync History (BC301000) form.
2. In the Summary area, specify the following settings:
   • Store: SweetStore - BC
   • Entity: Sales Order
3. On the Processed tab, in the row of the refund that you have just imported (which you can locate by the external ID of the related order), click the link in the ERP ID column.

   On the Sales Orders (SO301000) form, which opens in a pop-up window, review the order as follows:

   • On the Details tab, notice that the quantity of the BANJAM96 stock item has been reduced from 10 to 5.
   • In the Summary area, notice that the order total has been reduced to reflect the new item quantities. The Description box now shows the updated status of the order in the BigCommerce store, which is Partially Refunded.
4. On the Payments tab, click the link of the prepayment number in the Reference Nbr. column.

   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 8: Reviewing and Releasing the Refund

1. Open the Payments and Applications (AR3020PL) form.
2. Filter the list of records as follows:
   1. In the list of records, click the header of the Description column.
   2. In the list of filter conditions, select Contains.
   3. In the text box, type SweetStore.
   4. Click OK to apply the filter.

   In the list of documents, notice that a new Refund document has been created for the refund you imported in Step 6. (You can identify it by the order number and transaction type shown in the Description column).

3. In the Reference Nbr. column, click the link with the identifier of the refund.
4. On the form toolbar of the Payments and Applications (AR302000) form, which opens with the refund selected, click Release.

   Once the processing of the refund is finished, its status changes to Closed.

5. On the Application History tab, which shows the prepayment to which the refund was applied, in the only row, click the link in the Reference Nbr. column.
6. On the Payments and Applications form, which opens with the prepayment selected, notice that the available balance has become zero.

You have now imported a partial refund for ordered items in an order that has not yet been shipped and processed this partial refund.