Refunds and Credit Memos


How do I configure refunds?

Out of box, Cloud Cart is preconfigured to sync refund receipts. To configure settings, click submit at my connections. On the configure page, click the advanced tab. Here are the settings:

Name Function
Create Credit Memos in QB Instead of refund receipts, Cloud Cart creates credit memos.
Create Refund Receipts Default behavior. Create refund receipts for cancelled orders.
Create Original Order Default behavior. If Cloud Cart has a cancelled order with no match, Cloud Cart will sync the original order and create a refund for it. You cannot cancel an order without a matching order.
Deposit Account Each credit memo or refund receipt's amount is removed from an account. By default, this account is the same for orders and it is usually undeposited funds. 

How Does Cloud Cart Connector Handle Refunds?

The system will make a refund receipt or a credit memo for invoices with payment.

  • If you cancel or refund an order in your order management system, our product receives the order.
  • Cloud Cart Connector tries to match the order number to an existing order in QuickBooks.
  • If Cloud Cart Connector succeeds, then the refund is created. Otherwise, the system skips making the refund. If there is no matching order, there is nothing to cancel.

Here is an example transaction:

Matching Transaction

Customers as of 7/5/2016 have the option to sync the original order, if it is missing. See the settings above this paragraph.

A cancelled order negates an order in QB. If there is no matching order, there is no order to negate. Here is an example:

  1. On August 1, Joe Smith make order 123.
  2. On August 11, Joe Smith's order is fully refunded.
  3. You run the sync from August 11th to current day.
  4. Since our software only received a cancelled order and the order 123 never synced, our software skips to the next refund to process. 

Number four makes logical sense. If you created a refund for a non-existent order, QuickBooks would say you owe the customer money.

How do I deposit refunds into a refunds account?

You can map all SKUs from a refunded order to a single item, which has a contra-income account. For instructions, read this guide.


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