Importing Card Refunds: To Process a Refund for a 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 paid by card that has been fully delivered.

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
  • 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. On the storefront of 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. 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 admin area of the Shopify store, issue a refund for an individual item.
  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 order, and on the Payments and Applications form, review the updated prepayment.
  12. 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 pear 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 pear in the search bar, and in the list of search results, click Pear jam 96 oz.
  3. On the page for the Pear 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 Pear 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 date: 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.

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 Shopify Payments payment option 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.
    • Besides the order number, Shopify assigns each order an identifier (a numeric sequence) that you can see in the URL of the order page in the store admin area. You can use this identifier to locate the necessary order on the Process Data (BC501500) form (in the External ID column), for example, if you need to import an individual order from the Shopify store to MYOB Advanced.

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 PEARJAM96 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.

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

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 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 Shopify 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 8: Synchronizing the Shipment with the Shopify Store

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

  1. On 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 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. Click the link in the Ready to Process column in the row with the Shipment entity.
  7. On the Process Data (BC501500) form, which opens with the SweetStore - SP 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 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 9: Issuing a Refund in the Shopify Store

Now you will issue a refund for an individual item. While you are signed in to the admin area of your 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 the activity.
  3. On the sales order page, which opens, click Refund on the page toolbar.
  4. On the Refund page, in the item quantity box, specify 2.
  5. In the Summary section, review the Refund total amount ($98.31, which includes $8.01 in taxes)
  6. To reimburse the customer for having to return part of the purchase, in the Refund amount box, change the amount to 108.31.
  7. Click Refund $108.31.

Step 10: 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 11: Reviewing the Return Order

To review the return order created in MYOB Advanced as a result of the refund import, 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 Name.
    2. In the list of filter conditions, select Contains.
    3. In the text box, type Melody.
    4. Click OK to apply the filter.

    Notice that an order of the ER type has been created for Melody Keys. Because the original sales order had the Completed status, it could not be modified and the return order was created. The return order has the ER type because this type was selected in the Return Order Type box on the Order Settings tab of the Shopify Stores (BC201010) form in Importing Card Refunds: Implementation Activity.

  3. In the row with the return order for Melody Keys, 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 Shopify store. In the External Reference box, the system inserted the identifier of the refund in the Shopify store.

    On the Details tab, the system inserted two lines: one with the returned item (PEARJAM96) with the quantity of 2; the other one with the REFUNDAMT non-stock item, which reflects an order-level refund of $10 that you specified in the Shopify store.

    Notice that in the Reason Code column of both lines, the system inserted EREFUND, which is the reason code you specified in the Refund Reason Code box on the Order Settings tab of the Shopify Stores (BC201010) form in Importing Card Refunds: Implementation Activity.

Step 12: Reviewing the Refund

To review the refund created for the return order, 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 Name.
    2. In the list of filter conditions, select Contains.
    3. In the text box, type Melody.
    4. Click OK to apply the filter.

    Notice that a document of the Refund type has been created for Melody Keys and assigned the Balanced status.

  3. In the row with this refund, click the link 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 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.

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