Connectors

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WooCommerce

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Book WooCommerce refunds as Rillet credit memos
Write
Cross-Connector

Credit every WooCommerce refund on the right Rillet invoice

For finance teams who want WooCommerce refunds booked as Rillet credit memos and applied to the original invoice by their AI assistant.

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Book WooCommerce refunds as Rillet credit memos
Book last week's WooCommerce refunds as Rillet credit memos against the product Online sales.
8 WooCommerce refunds from last week need a Rillet credit memo. - Ready: 6 memos totalling 412.80 - Manual: order 1042 was refunded outside the gateway - Already paid: INV-1047's memo will be left unapplied with a note - No invoice: order 1055, backfill the order first Shall I create and apply the 6 credit memos?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-refund
woocommerce-get-refund-line
rillet-get-invoices
rillet-get-credit-memos
rillet-get-products
rillet-add-credit-memo
rillet-apply-credit-memo

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

WooCommerce

WooCommerce
Run it on your own WooCommerce data.

Connect WooCommerce, pick your AI tool and paste the prompt.

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The problem

Refunds that leave receivables overstated

A WooCommerce refund still needs a Rillet credit memo applied to the original invoice, or receivables stay overstated. Finding the invoice, checking whether the refund was booked and applying the right amount is easy to get wrong.

Without PopdockAI

  • List refunds from WooCommerce
  • Find each original invoice in Rillet
  • Check whether a memo already exists
  • Apply the amount by hand and hope it is right

With PopdockAI

  • Each refund's Rillet invoice is found
  • Refunds that already have a memo are skipped
  • Manual refunds and orders with no invoice are flagged
  • Memos are applied after you confirm, capped at the amount due

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** For each WooCommerce refund made from `{from-date}` to `{to-date}` (default: the last 7 days), create a Rillet credit memo against the Rillet product `{rillet-product-name}` and apply it to the order's Rillet invoice, after the user confirms.

**Step 1: Read the WooCommerce refunds**

Call `woocommerce-get-refund` with created-date.from and created-date.to set to the range. Note refund-id, order-id, order-number, created-date, amount, reason, refunded-payment and customer-email. Use the amount as a positive number whatever its sign.

For detail, call `woocommerce-get-refund-line` filtered by refund-id and note line-item-name, line-item-quantity, line-item-total and line-item-total-tax.

**Step 2: Find the Rillet invoice and any existing memo**

Call `rillet-get-invoices` (no filters) and find the invoice whose invoice-number equals the order-number, with or without a leading #, or equals the order-id. Then call `rillet-get-credit-memos` filtered by credit-memo-number R- followed by the refund-id. If one exists, the refund is already booked. Skip it.

**Step 3: Resolve the product**

Call `rillet-get-products` and find the product whose name equals `{rillet-product-name}`. If none or more than one matches, list the candidates and stop.

**Step 4: Confirm**

Show a table: order-number, refund-id, refund date, amount, currency (from the invoice), reason, invoice-number, invoice amount-due, and the lines refunded. Flag any refund whose refunded-payment shows the money was not returned through the payment gateway, so the user knows it was refunded by hand. List separately the refunds with no Rillet invoice, and those already booked. Ask the user to confirm. Create nothing until they do.

**Step 5: Create and apply**

For each confirmed refund:

1. Call `rillet-add-credit-memo` once with customer-id (from the invoice), credit-memo-date (the refund date), credit-memo-number R- followed by the refund-id, line1-product-id, line1-quantity 1, line1-unit-amount the refund amount, line1-currency the invoice currency, and line1-description WooCommerce refund followed by the order-number and the reason if there is one.
2. If the invoice amount-due is above 0, call `rillet-apply-credit-memo` once with id (the new memo id), line1-invoice-id, line1-amount (the refund amount, capped at the invoice amount-due), line1-currency and line1-date (the refund date). If amount-due is 0, leave the memo unapplied and say the invoice was already paid, so the cash refund needs recording separately.

**Step 6: Report**

Memos created, and whether each was applied and for how much, with their ids. Any step that failed with the error as returned. The skipped refunds. Note that each memo carries the gross refunded amount, tax included, on one line.

**Rules & Guidelines:**

* `woocommerce-get-refund` and `woocommerce-get-refund-line` are on the woocommerce server. `rillet-get-invoices`, `rillet-get-credit-memos`, `rillet-get-products`, `rillet-add-credit-memo` and `rillet-apply-credit-memo` are on the rillet server.
* The only write tools this prompt may call are `rillet-add-credit-memo` and `rillet-apply-credit-memo`, once each per confirmed refund. Apply only a memo this prompt just created: `rillet-apply-credit-memo` replaces a memo's existing applications.
* Do not call `rillet-update-credit-memo`, `rillet-unapply-credit-memo`, `rillet-update-invoice`, `woocommerce-add-refund` or any other woocommerce write tool. The refund already exists in WooCommerce.

**Validation:**

* If there are no refunds in the range, say so and stop.
* If a refund's order has no Rillet invoice, do not book it. Suggest running backfill-woocommerce-orders first.
* If the credit memo is created but applying it fails, report the memo id as created but unapplied. Do not create a second memo.
* If the user does not confirm, create nothing.

Who it's for

One answer, three teams that use it

Accounts receivable

Book refunds without the hunt

Each refund is matched to its invoice with the reason and balance shown, ready to confirm.

Book WooCommerce refunds from October as Rillet credit memos against Online sales.

Finance controllers

Keep receivables true

Memos are applied up to the amount due, so customer balances reflect what they actually owe.

Which WooCommerce refunds this month have no Rillet credit memo yet?

Ecommerce accountants

Handle manual refunds carefully

Refunds paid back outside the gateway are flagged, so you can check them before booking.

Show last week's WooCommerce refunds with manual ones flagged before we credit them in Rillet.

How it works

What PopdockAI does when you ask

You give a date range and the product to credit, and your AI assistant prepares a memo for each refund. Nothing is created until you confirm, and no memo is ever created twice.

01

Ask

You give a date range and the Rillet product to credit.

Your AI tool

02

Match

It finds each refund's Rillet invoice and skips refunds with a memo.

woocommerce-get-refund
woocommerce-get-refund-line
rillet-get-invoices
rillet-get-credit-memos

03

Confirm

You review refunds, reasons and balances, with manual refunds flagged.

No items found.

04

Create

It creates each memo and applies it, capped at the amount due.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for WooCommerce and one secure connection to your AI tool. No code, no exports.

get-data

woocommerce-get-refund

Returns WooCommerce refunds with amount, reason, who made them and whether the gateway returned the money. Filter by order, customer, amount range and date range.
get-data

woocommerce-get-refund-line

Returns the refunded product lines on WooCommerce refunds: product, SKU, quantity and amount. Filter by refund, order, customer, product id or SKU and date range.
get-data

rillet-get-invoices

Returns customer invoices (number, customer, dates, status, totals, amount due) from Rillet.
get-data

rillet-get-credit-memos

Returns customer credit memos (number, customer, invoice, totals) from Rillet.
get-data

rillet-get-products

Returns products (name, status, pricing, revenue account) from Rillet.
run-action

rillet-add-credit-memo

Creates a customer credit memo in Rillet with up to three lines. Apply it to invoices afterwards with Apply Rillet credit memo to invoices.
run-action

rillet-apply-credit-memo

Applies a credit memo to up to five invoices. This REPLACES the memo's existing applications: include every invoice it should stay applied to.
Read only.Nothing in WooCommerce Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Every refund credited on the right invoice, once

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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