How to Manage Partial and Full Refunds Using Webgility Desktop
This article helps Webgility Desktop users utilize Webgility Desktop to expedite the refund process for both partial and full refunds across various shopping carts, such as Shopify, Magento, Square, and WooCommerce. It provides guidance on managing refunds efficiently to improve customer service and financial accuracy.
Begin the Refund Process
To actually refund a customer's money, either partially or fully, you must begin by refunding them in the shopping cart where your payment processor is directly connected. We will use Shopify as an example here.
Refund the Order in Your Accounting Solution Using Webgility
1. Once you process the refund in the shopping cart, log in to Webgility.
2. On the dashboard, click the New Orders tab and then click Display Settings. This can also be done on the Posted Orders view.
Note: Step 2 above is required if your Refunds column is not visible in the Webgility order dashboard.
3. In the Display Settings dialog box, select the Refund checkbox. Then click Save.
4. 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 indicate the refund. After orders have initially been posted and a refund is done, the refund arrow will show on the order in the Posted Orders tab.
How to Post a Refund
You can start the refund process once the order has been posted in QuickBooks. To do so, follow the steps below:
Under the Posted Orders tab, double-click on the order, and in the order details view click on the Credit Memo tab, then click on Post Refund.
Note: If you haven't posted an order into QuickBooks, you will receive an alert message prompting you to post the order to complete this action.
If you have already posted the order and are now posting the refund for that order, you will be prompted to choose one of the three options as a 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 preference, we recommend the Create Refunds Check, as it is the most complete transaction for a refund and is the most appropriate in terms of accounting best practices.
Once you are done with the refund selection as per your preference, you can select whether to have the quantity adjusted for each item being returned.
Note: Refund transactions created by Webgility 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.
5. If you want to view the transaction in QuickBooks, click View Refund.
6. 5. If you want to un-post the refund transaction from QuickBooks, click Undo Sync.