Unify Enterprise can be utilized to expedite the refund process on certain shopping carts. This feature is currently available for Shopify and Magento. **NOTE** This is applicable for both Partial and Full Refunds.
Beginning 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 the example here.
Refunding the order in your accounting system using Unify Enterprise
After processing the refund on the shopping cart, go to Unify Enterprise and make sure your refund column is visible in the inbox. At the bottom left of the inbox click Display Settings. Here you can toggle on and off different columns. Refund is near the bottom:
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. Here is the order that I just refunded on Shopify after downloading new orders:
If an order has been posted to QuickBooks, and the refund becomes available we can start the refund process. By double clicking the order and going to the Credit Memo tab we see the ability to Post Refund as shown:
Clicking Post Refund will allow us to choose one of three options, which can be selected on preference of how you want to record the refund in QuickBooks.
- Void Transaction - Completely remove the original transaction from QuickBooks
- Credit Memo - Post an open credit memo to Accounts Receivable
- Refunds Check - Post a check that is marked as paid back to the customer out of the deposit-to account with which you originally collected their 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.
After selecting the type of Refund you want to do, you can also select whether or not to have the quantity adjusted for each item being returned.
**NOTE** Refund transactions created by Unify Enterprise will by default return all items you are posting to inventory. If you do NOT want to return an item to inventory, click the checkbox for Re-Adjust Quantity.
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.
When you have made your selections, clicking Cancel Order at the bottom will post the check and inventory change to QuickBooks for the refund.
This order has now successfully been refunded and the inventory involved has been accurately restocked or discarded.
Back on the order details within Unify Enterprise, you can now click View Refund to see the transaction in QuickBooks