You can utilize Webgility Desktop to expedite the refund process on certain shopping carts. This feature is currently available for Shopify, Magento, Square and WooCommerce.
NOTE: This is applicable for both Partial and Full Refunds.
To commence the refund process
To actually refund the customer's money (either partially or fully), you must begin by refunding them on the shopping cart, where your payment processor is directly tied in. We will use Shopify as an example here.
Refund the order in your accounting system using Webgility Desktop
1. Once you process the refund in the shopping cart, login to Webgility Desktop.
2. On the Dashboard, click the Inbox tab and then click Display Settings.
Note: This step is required if your Refunds column is not visible in Inbox.
3. In the Display Settings dialog box:
a. Select the Refund checkbox.
Note: Now when a refund becomes available, the next time you click Check for New Orders, this column will be marked with an arrow icon to show that refund (refer the below screenshot).
To post a refund
You can start the refund process once the order has been posted in QuickBooks. To do so, follow the below steps:
1. Under the Inbox tab, double click the order (marked with refund) to open an <Order Number> screen of that order.
2. In the <Order Number> screen, click the Credit Memo tab and then click Post Refund.
Note: If you haven't posted an order into QuickBooks, you get an alert message prompting you to complete that action.
You will be prompted to choose one of the three options as a personal preference for recording the refund in QuickBooks:
- Void Transaction - Completely remove the original transaction from QuickBooks.
- Credit Memo - Post an open credit memo to Accounts Receivable (A/R).
- Refunds Check - Post a check that is marked as paid back to the customer out of the deposit-to account with which you had originally collected the revenue.
If you don't have a personal preference, we recommend the Refunds Check, as it is the most complete transaction for a refund and is the most appropriate in terms of accounting best practices.
3. Once you are done with the refund selection as per your preference, you can select whether or not to have the quantity adjusted for each item being returned.
Note: Refund transactions created by Webgility Desktop will by default return all items you are posting to inventory. If you do NOT want to return an item to inventory, click the Re-Adjust Quantity checkbox.
In the below example, SKU #!43 is NOT being returned to inventory because it was either damaged or lost or cannot be restocked for some other reason. The second SKU is being returned to inventory and can be sold to another customer.
4. If you want to post the check and inventory change to QuickBooks, click Cancel Order.
This order gets successfully refunded and the inventory gets accurately restocked or discarded.
5. If you want to view the transaction in QuickBooks, click View Refund.