Initiate the Refund in the Sales Channel
Before processing a refund in Webgility Online, the refund must first be issued in your shopping cart or marketplace. This is required because Webgility retrieves refund information from the connected sales channel and does not pull refund data directly from the payment gateway.
Example: If you are using Shopify, log in to your Shopify Admin and process the refund directly from the order. Once the refund has been issued in Shopify, Webgility will be able to download and process the refund accordingly.
Configure Refunds settings inside Webgility Online
If you would like to post each order individually as a Sales Receipt or Invoice to QuickBooks and record refunds through Webgility Online for QuickBooks Online, please follow the steps below:
1. Navigate to Sync Settings and select Refunds. This will take you to the Refund Settings tab.
2. Refunds Settings allow you to specify how your refunded orders will manifest in QuickBooks. The recommended settings will create a Credit Memo or Refund Receipt and pay it out of the clearing account.
The other selections on this screen are optional and are not usually adjusted in most cases. Save the settings when you are done.
Note: This area will not appear if your shopping cart is not supported for refunds with Webgility Online.
Download and Post the Refund Orders in Webgility Online
1. After processing the refund in your shopping cart or marketplace, log in to Webgility Online and download the latest refund information from the connected sales channel.
Navigate to Orders > Refunds, then click the Refresh button in the top-right corner. This will download the latest refunds from your sales channel into Webgility Online.
2. Along with the latest order details, Webgility Online also downloads any refunds associated with those orders from the connected sales channel. These refunds are displayed separately under the New Refunds tab within the Refunds section.
To post a refund to QuickBooks as a Credit Memo or Refund Receipt, select the refunded order from the New Refunds tab and click Post to QuickBooks. Webgility will then create the appropriate refund transaction in QuickBooks based on your refund settings.
Note: Webgility Online posts refunds if your order has been posted to QuickBooks otherwise it will give you the error message.
3. Once the refunded order has been successfully posted to QuickBooks, you will receive a confirmation message. The refund transaction will then be automatically moved from the New Refunds tab to the Posted tab .
4. Webgility Online will create either a Credit Memo or a Refund Receipt in QuickBooks, depending on the refund settings configured in your Webgility Online.
Unpost Refund Order from QuickBooks
1. To unpost a refund transaction from QuickBooks, navigate to Orders > Refunds > Posted tab in Webgility Online.
2. Select the posted refund transaction and click the Unpost option at the bottom of the screen.
3. A confirmation pop-up will appear asking whether you would like to Delete/Void the refund transaction in QuickBooks. Click OK to proceed with the unposting process and remove the transaction from QuickBooks, or click Cancel to keep the transaction in QuickBooks and exit the unposting process.
4. Once the refund transaction has been successfully unposted, you will receive a confirmation message. The refunded order will then be moved from the Posted tab back to the New Refunds tab.