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 Shopify 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

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
  • Shopify 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 Shopify store, place a sales order for a customer through the storefront and pay for it with a credit card.
  2. In the admin area of the Shopify store, review the sales order.
  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, capture the funds, and release the prepayment.
  6. In the admin area of the Shopify 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:
    1. Initial Configuration: To Configure the Store Connection
    2. Data Synchronization: To Perform the First Synchronization
    3. Importing Card Refunds: Implementation Activity
  2. Sign in to the admin area of the Shopify store as the store administrator.

Step 1: Placing an Order

To create an order for ten 96-ounce jars of kiwi jam from the Shopify admin area, do the following:

  1. In the left menu, under Sales Channels, click the Preview button right of Online Store.
  2. On the storefront, start typing kiwi in the search bar, and in the list of search results, click Kiwi jam 96 oz.
  3. On the page for the Kiwi jam 96 oz product, click Add to cart.
  4. In the top right, click View my cart.
  5. On the Your cart page, which opens, change the quantity of the Kiwi jam 96 oz product to 10.
  6. Click Check out.
  7. On the order creation page (Information step), specify the needed settings as follows:
    1. In the Contact information section, in the Email or mobile phone number box, specify melody@example.com.
    2. In the Shipping address section, fill in the shipping address boxes as follows:
      • First name: Melody
      • Last name: Keys
      • Address: 3402 Angus Road
      • City: New York
      • Country/region: United States
      • State: New York
      • ZIP code: 10003
    3. At the bottom of the page, click Continue to shipping.
  8. On the order creation page (Shipping step), in the Shipping method section, select the Economy option button, and click Continue to payment.
  9. On the order creation page (Payment step), in the Payment section, select the Credit card option button, and specify the following card settings:
    • Card number: 4242 4242 4242 4242
    • Name on card: Melody Keys
    • Expiration: 12/23
    • Security code: 123
  10. In the Billing address section, select the Same as shipping address option button.
  11. Click Pay now to place and pay 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.

Tip: Shopify assigns each order an order number, which by default is represented by the prefix # and a numbering sequence. The order number is displayed at the top of the order page next to the order's payment status and fulfillment status. If needed, you can change the format of the order number on the General settings page in the Shopify admin area.

Each order is also assigned a numeric identifier, which you can see in the URL of the Shopify order page. You can use this identifier to locate the necessary order on the Process Data (BC501500) form and on the Sync History (BC301000) form (in the External ID column).

Step 2: Reviewing the Sales Order in the Admin Area

To review the sales order that you placed in the previous step, while you are signed in to the admin area of the Shopify store, do the following:

  1. In the left menu, click Orders.
  2. On the Orders page, which opens, click the row with the order for Melody Keys.
  3. On the order details page, which opens, review the order details.

    Notice that the payment status is Authorized and the Capture payment button is displayed. Because you have configured the payment provider to only authorize (but not capture) the payment amount when the order is placed, the payment funds have not yet been captured.

    Tip: You can view the details of the card transaction by expanding the corresponding link in the Timeline section.

Step 3: Importing the Sales Order

To import the sales order to 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 - SP
    • Prepare Mode: Incremental
  4. In the table, select the Selected check box in the row with the Sales Order entity.
  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 with the number of prepared synchronization records in the Ready to Process column.
  8. On the Process Data (BC501500) form, which opens with the SweetStore - SP store and the Sales Order entity selected, select the unlabeled check box in the row with the order you created in Step 1 (which you can identify by its 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 4: Reviewing the Imported Sales Order and Payment

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 - SP
    • 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 Customer Order Nbr. and Description boxes include the order number from Shopify. In the Customer box, the system has inserted the ID of the customer that was generated based on the customer numbering sequence defined on the Shopify Stores (BC201010) form.

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

    On the Payments tab, review the details of the created payment document.

    Notice that the payment document has the Prepayment type. It includes the external credit card transaction associated with the purchase. The number of the transaction (which in Shopify is shown in the Timeline section) is displayed in the Payment Ref. column and its status, which is Pre-Authorized, is displayed in the Proc. Status column. The Payment Method and Cash Account columns show the payment method and cash account defined in MYOB Advanced and mapped to the SHOPIFY_PAYMENTS store payment method (SHOPIFYPAY and 10250ST, respectively). Because the payment has been authorized but not captured, the prepayment has the Pending Processing status. Before you can process and import a refund in the Shopify store, you need to capture and release the prepayment.

Step 5: Capturing and Releasing the Payment

To capture the funds and release the prepayment, do the following:

  1. While you are viewing the Payments tab of the Sales Orders (SO301000) form, click the link with the prepayment number in the Reference Nbr. column.

    The Payments and Applications (AR302000) form opens in a pop-up window with the prepayment selected.

  2. On the More menu (under Card Processing), click Capture.

    Once the funds are successfully captured, the processing status of the payment changes to Captured, and its status changes from Pending Processing to Balanced.

  3. On the form toolbar, click Release to release the payment.

    The status of the prepayment changes to Open.

Step 6: Issuing a Refund for an Individual Item

Now you will issue a refund for an individual item. While you are signed in to the admin area of the Shopify store, do the following:

  1. In the left menu, click Orders.
  2. On the Orders page, click the row of the order that you created and imported earlier in this activity.
  3. On the order page, which opens, click Refund on the page toolbar.
  4. On the Refund page, in the item quantity box, specify 3.

    In the Summary section, review the refunded amount, which includes the item subtotal ($135.45) and applicable taxes ($12.02).

  5. In the Summary section, click Refund $147.47.

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 Summary area, specify the following settings:
    • Store: SweetStore - SP
    • 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 - SP store and the Refund entity selected in the Summary area, select the unlabeled check box in the row of 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 8: 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 - SP
    • Entity: Refund
  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 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 Shopify store, which is Partially Refunded.
  4. On the Payments tab, click the prepayment number link 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 9: 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 7. (You can identify it by the order number and transaction type shown in the Description column).

  3. 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 capture 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.

  4. On the form toolbar, click Release.

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

  5. On the Application History tab, in the only row, click the link in the Reference Nbr. column.

    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 partial refund for the ordered items for the order that has not been shipped. For the purposes of this activity, you do not need to process the sales order further.