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Canceling an order with a CC payment attached.

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Posted on by ptoomata 10

Hello,

We have our e-com business through Shopify. We have integration built in to have the order flow from Shopify directly to SalesPad and into GP. My questions is that we will have several customers that have placed an order but we are either unable to fulfill the order or the customer has decided to cancel their order. The physical refund is processed through Shopify back to the customers credit card but how would I process the refund entry in GP to reflect correctly so when we reconcile the bank account everything ties and matches? We cannot transfer the order to an invoice and post and then process a RTN, this option is not  feasible for our business. Please any help would be appreciated.

Categories:
Financial Management
  • Joseph Markovich Profile Picture
    Joseph Markovich 3,863 on at
    RE: Canceling an order with a CC payment attached.

    I have some more thoughts on this!

    Am just wondering if the cash receipt can still get imported, but just imported as a cash receipt and not as a cash receipt linked to the sales order.

    Then just some automation or some process that would apply the cash receipt to the invoice?

    Am more than happy to jump on a call to discuss if you'd like too.

    Thanks.

    Joe

  • ptoomata Profile Picture
    ptoomata 10 on at
    RE: Canceling an order with a CC payment attached.

    Hi Joseph,

    Correct once the order flows from shopify to SalesPad the payment is attached with it so it closes out the invoice in AR after the order in transferred to an invoice and posted.

    If the customer has an existing account then they already have one in GP but if they are guest A GST0000 account is created for each guest customer that orders.

    How would we import the cash receipts? Would that involve us going into GP and manually applying the payment?

  • Joseph Markovich Profile Picture
    Joseph Markovich 3,863 on at
    RE: Canceling an order with a CC payment attached.

    Is there a way when you are integrating the Shopify orders to GP you can grab the cash receipt to attach to the order later on in the process?

    My guess is no because you need to reflect the actual cash being received along with the order.

    Just thinking out loud here.

    When the orders get integrated from Shopify, is a customer being created or looked up for each order? Are all the online customers sitting in GP as customers?

    Answering that question above helps me to understand if this next question even makes sense: can you import the cash receipts separately and then tie them to the orders? Not with the Amount Received field, but just something you can report on -- like the order number in SOP. In the cash receipt screen, there is a description field -- put the order number there.

    Then if the order can't be fulfilled or is cancelled, you can just cancel the order in SOP and enter a Return transaction in Receivables Management to show the cash coming back out of the bank account.

    Again, just thinking out loud here. Would appreciate your thoughts! This is a great puzzle to solve!

    Thanks.

    Joe

  • ptoomata Profile Picture
    ptoomata 10 on at
    RE: Canceling an order with a CC payment attached.

    Hi Joe,

    Yes when you pull up the web order in Sales Transaction Entry, the amount is sitting under the amount received. We use to remove the payment then we were able to void the order but found that this deletes the cash payment which then shows we have cash in our actual bank and no cash received through GP through the checkbook. We are just trying to find a way around is as right now we have to transfer the order to an invoice but before we do that we have to remove the actual styles of and replace them with a SKU we created that is not inventory called RADKO SHOPIFY DEP, we then enter the total for this style of what the original order was. We then transfer to an invoice then post and then we create the RTN to reverse the sale and record the cash coming out of the bank account. This is such a manual process and we really would like to see if there is another way around this.

  • Joseph Markovich Profile Picture
    Joseph Markovich 3,863 on at
    RE: Canceling an order with a CC payment attached.

    Just to confirm too:

    Is the payment from the customer actually getting posted into receivables? Is it linked to the sales transaction in the Amount Received field? Or is it a separate transaction?

    This is just me thinking off the top of my head, but there is a transaction type in Receivables Management called "Returns." This lets you decrease what the customer owes and also lets you show money being returned to the customer.

    When this transaction gets posted, it will be showing in the checkbook register as money going out.

    Then you should just be able to cancel the order in Sales Order Processing.

    Just some thoughts for you.

    Thanks.

    Joe

  • Suggested answer
    Isaac Olson Profile Picture
    Isaac Olson on at
    RE: Canceling an order with a CC payment attached.

    Hello, 

    If I understand correctly, the idea is that you are going to void or delete the Sales Order when the order is canceled because it was never fulfilled.  In this scenario, if you are not going to transfer the Sales Order to an Invoice, then the Pre-Payment on the credit card really never gets processed in Receivables Management.  You would have to post a new Cash Receipt in Receivables Management for the Customer and their Credit Card Payment so that it can be processed through Bank Rec.  Then from there you could void the payment to track the transaction against your checkbook in GP.  Otherwise, the other option would be to enter these as bank transactions directly in the bank rec module for both the original amount and the void. 

    There could be multiple ways of doing this based on exactly how you want it to reflect in GP in the end, so you may have to just get creative.  My suggestion would be to test these processes by manually keying transactions in GP until you get the results that you want to see in Bank Rec, then worry about how you might try to automate the process via eConnect. 

    I hope this helps!

    Isaac Olson

    Microsoft Support

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