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
  • 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 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. Using the Sales Orders form as a starting point, create a shipment.
  6. On the Shipments (SO302000) form, confirm the shipment.
  7. On the Sales Orders form, create a shipment.
  8. On the Prepare Data form, prepare the shipment data for processing, and on the Process Data form, process the shipment data.
  9. In the admin area of the Shopify store, issue a refund to the customer.
  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 updated sales order, and on the Payments and Applications form, review the updated prepayment.
  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 Configure the Store Connection
    2. Data Synchronization: To Perform the First Synchronization
    3. Importing Non-Card Refunds: Implementation Activity
  2. Sign in to the admin area of the Shopify store as the store administrator.

Step 1: Creating a Sales Order in Shopify

To create an order for ten 96-ounce jars of plum 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 plum in the search bar.
  4. In the list of search results, which are shown in a pop-up window, select Plum jam 96 oz, and click Add to order.
  5. In the row with the Plum jam 96 oz product, change the quantity to 10.
  6. In the Find or create a customer section, start typing west in the search bar. In the list of search results, select West BBQ 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 West BBQ Restaurant.
  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 PLUMJAM96 item, which is 10.

    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 (ONLINE and 10250ST, respectively) that were defined in MYOB Advanced and mapped to the MANUAL store payment method. 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 that was imported from the Shopify 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 prepayment is successfully released, 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 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 7: Synchronizing the Shipment with the Shopify Store

To synchronize with the Shopify store the shipment that you have created and confirmed, do the following:

  1. On the Prepare Data (BC501000) form, do the following:
    1. In the Summary area, select the following settings:
      • Store: SweetStore - SP
      • Prepare Mode: Incremental
    2. In the table, select the unlabeled check box for the Shipment entity.
    3. On the form toolbar, click Prepare.
    4. In the Processing dialog box, which opens, review the results of the processing, and click Close when the processing has completed.
  2. In the row with the Shipment entity, click the link in the Ready to Process column.
  3. On the Process Data (BC501500) form, which opens with the SweetStore - SP 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).
  4. On the form toolbar, click Process.
  5. In the Processing dialog box, which opens, review the results of the processing, and click Close to close the dialog box.

Step 8: Issuing a Refund in the Shopify Store

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 2.
  6. In the Summary section, review the Refund total amount ($98.32, which includes $8.02 in taxes).
  7. To reimburse the customer for having to return part of the purchase, in the Manual box, change the amount to 108.32.
  8. Click Refund $108.32.

Step 9: 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 or 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 11: Reviewing the Return Order

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.

    Notice that an order of the ER type has been created for the WESTBBQ customer. 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 Non-Card Refunds: Implementation Activity.

  2. In the row with the return order for the WESTBBQ customer, click the link in the Order Nbr. column.
  3. 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 Shopify store. In the External Reference box, the system has inserted the identifier of the refund in the Shopify store.
    • On the Details tab, the system has inserted two lines: one with the returned item (PLUMJAM96) with a 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 Non-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.

    Notice that a document of the Refund type has been created for the WESTBBQ customer.

  2. In the row with this refund, click the link in the Reference Nbr. column.
  3. On the Payments and Applications form, which opens with the refund selected, review the document details.

    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 Shopify 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 return order.

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.