Importing Non-Card Refunds: To Process a Refund for a Shipped Order

The following activity will walk you through the process of importing a partial refund from the BigCommerce store to MYOB Advanced. This partial refund is for a shipped order that has already been fully delivered.

Story

Suppose that a representative of the West BBQ Restaurant customer placed an order for 10 jars of plum jam in the SweetLife Fruits & Jams retail store, and paid the entire order amount upfront in cash. Four days later, after the purchased jam has already been delivered, a representative of West BBQ Restaurant returned 2 jars of plum jam. As the store manager, you need to process the return of 2 jars of plum jam. You also want to reimburse the customer $10 for the inconvenience of 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 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. Using the Sales Orders form as a starting point, create a shipment.
  6. On the Shipments (SO302000) form, confirm the shipment.
  7. On the Prepare Data form, prepare the shipment data for processing, and on the Process Data form, process the shipment data.
  8. In the control panel of the BigCommerce store, issue a refund for a returned item.
  9. In the control panel of the BigCommerce store, issue an order-level refund.
  10. On the Prepare Data form, prepare the refund data for processing, and on the Process Data form, process the refund data.
  11. On the Sales Orders form, review the return orders the system created after the refunds were imported.
  12. 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 a Sales Order in BigCommerce

To place an order for ten 96-ounce jars of plum 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, west; select the West BBQ 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 plum; in the list of search results, select Plum jam 96 oz.
    2. In the line of the Plum jam 96 oz, change the quantity to 10.
    3. In the bottom right, 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 Initial Configuration: To Establish and Configure the Store Connection 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 created 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).

    Notice that the status of the order is Awaiting Fulfillment.

Step 2: Importing the Sales Order

To import the sales order you created 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 unlabeled 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.
  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 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.

    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 PLUMJAM96 item, which is 10.

    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 form toolbar of the Payments and Applications (AR302000) form, which opens in a pop-up window with the prepayment selected, click Release.

    Once the processing of the prepayment finishes successfully, its status is changed to Open.

  3. Close the pop-up window with the Payments and Applications form to return to the Sales Orders form.

Step 5: Creating a Shipment for the Imported Order

To create a shipment for the order you have imported, 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 6: 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 line is included in the shipment.
    • The RETAIL warehouse is specified for the item.
    • The shipped quantity is equal to the ordered quantity.
  2. On the form toolbar, click Confirm Shipment.

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

Because you have confirmed the shipment, on the Sales Orders (SO301000) form, the status of the imported sales order has changed to Completed.

Step 7: Synchronizing the Shipment with the BigCommerce Store

To synchronize with the BigCommerce store the shipment that you have created and confirmed, 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 for the Shipment entity.
  4. On the form toolbar, click Prepare.
  5. In the Processing dialog box, which opens, click Close to close the dialog box.
  6. In the row with the Shipment entity, click the link in the Ready to Process column.
  7. On the Process Data (BC501500) form, which opens with the SweetStore - BC store and the Shipment entity selected in the Summary area, select the unlabeled check box for the shipment that you created and confirmed (which you can identify by the shipment number in the ERP 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 8: Issuing a Refund for an Individual Item

To issue a refund for units of 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 the West BBQ Restaurant customer that you created and imported.

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

  3. In the row with the same order, on the Actions menu, click Refund.
  4. On the Refund order page, which opens, on the Refund individual items tab (Refundable items section), specify 2 in the Units to refund column in the row with the Plum 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 Refund customer through third party provider 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 plum jam jars, and the order status has changed to Partially Refunded. The refunded amount is also displayed under Grand Total.

Step 9: 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 refund in the previous step, on the Actions menu, click Refund.
  2. On the Refund order page, on the Apply an order level refund tab (Refundable items section), specify 10 in the Amount to be refunded box.
  3. In the bottom right, click Continue.
  4. On the Confirm refund page, which opens, in the Refund method section, select the Refund customer through third party provider option button.
  5. In the bottom right, click Confirm Refund.
  6. On the View Orders page, which opens, notice that the refunded amount under Grand Total has increased by $10.

Step 10: Importing the Refunds

To import the refunds into 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 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 that you issued in the previous step.
  8. 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.

  9. In the Processing dialog box, which opens, click Close to close the dialog box.

Step 11: Reviewing the Return Orders

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

  1. Open the Sales Orders (SO3010PL) form.
  2. Filter the list of records as follows:
    1. In the list of records, click the header of the Customer.
    2. In the list of filter conditions, select Equals.
    3. In the text box, type WESTBBQ.
    4. Click OK to apply the filter.

    Notice that two orders of the ER type have been created for the WESTBBQ customer. 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 Non-Card Refunds: Implementation Activity.

  3. In the row with the return order for the WESTBBQ customer and an ordered quantity of 2, click the link in the Order Nbr. column.
  4. On the Sales Orders (SO301000) form, which opens with the return order selected, review the order as follows:
    • 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 has inserted the identifier of the refund in the BigCommerce store.
    • On the Details tab, the system has created a line with the returned item (PLUMJAM96) and 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 has 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 Non-Card Refunds: Implementation Activity.
  5. On the form toolbar, click Go to Next Record to open the second return order.

    On the Details tab of this order, 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 Non-Card Refunds: Implementation Activity.

Step 12: 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.
  2. Filter the list of records as follows:
    1. In the list of records, click the header of the Customer.
    2. In the list of filter conditions, select Equals.
    3. In the text box, type WESTBBQ.
    4. Click OK to apply the filter.

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

  3. In the Reference Nbr. column, click the link with the reference number of the refund created for the two returned jars of the plum jam. (Of the two refunds for the WESTBBQ customer, the one you need has a smaller identifier in the Payment Ref. column.)
  4. On the Payments and Applications form, which opens with the refund selected, review the document settings in the Summary area.

    In the Description box, notice the information about the store name, sales order number, and store payment method to which the refund was applied. The Available Balance column reflects the amount refunded in the BigCommerce store. The Payment Method and Cash Account boxes have the same values as the original prepayment (ONLINE and 10250ST, respectively).

    On the Sales Orders tab, notice that the refund has been linked to the first return order.

  5. On the form toolbar, click Go to Next Record to open the second refund.

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

    On the Sales Orders tab, notice that the refund has been linked to the second return order.

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