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 Shopify 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 3 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 3 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
  • Shopify Connector
  • Custom Order Types

The following entities, which you will use in this activity, have been predefined in the system:

Process Overview

In this activity, you will do the following:

  1. In the admin area of the Shopify 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 admin area of the Shopify 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:
  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 banana jam from the Shopify admin area, do the following:

  1. In the left menu of the admin area, click Orders.
  2. On the Orders page, which opens, in the top right, click Create order.
  3. On the Create order page, which opens, in the Order details section, start typing Banana in the search bar.
  4. In the list of search results, which are shown in a pop-up window, select Banana jam 96 oz, and click Add to order.
  5. In the row with the Banana jam 96 oz product, change the quantity to 10.
  6. In the Find or create a customer section, start typing good in the search bar. In the list of search results, select GoodFood One Restaurant.
  7. In the bottom right, click Save Customer.
  8. In the Payment section, click Mark as Paid.
  9. In the Mark as paid pop-up window, in the Type of payment received box, select Other and click Create order.

    Note the order number and the identifier of the order in the address bar (the numeric part in the URL that follows <store_name>.myshopify.com/admin/orders/).

Tip: Besides the order number, Shopify assigns each order an identifier (a numeric sequence) that 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 (in the External ID column), for example, if you need to import an individual order from the Shopify store to MYOB Advanced.

Step 2: Importing the Sales Order

To import the sales order you created in the previous step 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 unlabeled 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, review the results of the processing, and 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
  9. On the form toolbar, click Process All.
  10. In the Processing dialog box, which opens, review the results of the processing, and 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 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 GoodFood One Restaurant (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 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 BANJAM96 items, which is 10 pieces.

    On the Payments tab, 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 MANUAL store payment method (ONLINE and 10250ST, respectively). The prepayment has the Balanced status. Before you can process and import a refund in the Shopify store, you need to release this prepayment.

Step 4: Releasing the Imported Payment

To release the payment imported with the sales order from the Shopify store, 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 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 Shopify store, do the following:

  1. Sign in to the admin area of your Shopify store.
  2. In the left menu, expand the Orders node and click Orders.
  3. On the Orders page, in the list of orders, open the order that you created and imported.
  4. On the sales order page, which opens, on the page toolbar, click Refund.
  5. On the Refund page, in the item quantity box, specify 3.
  6. In the Summary section, review the refunded amount and click Refund $147.48.

    The refund amount includes the item subtotal ($135.45) and applicable taxes ($12.03).

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 Store box, select SweetStore - SP.
  3. In the Prepare Mode box, select Incremental.
  4. In the table, select the unlabeled check box in the row with 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 column in the row with the Refund entity.
  8. 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 with the refund (which you can identify by the number of the order it refers to 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 7: Reviewing the Results of the Import

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

  1. On the Sales Orders (SO301000) form, open the sales order that you created and imported earlier in this activity, and review the order as follows:
    • On the Details tab, notice that the quantity of the BANJAM96 stock item has been reduced from 10 to 7.
    • In the Summary area, notice that 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.
  2. On the Payments tab, click the link of prepayment number in the Reference Nbr. column.
  3. 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.

    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).

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

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

  4. 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.
  5. 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.