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Check BigCommerce refunds against Rillet credit memos
For finance teams who want store refunds matched to Rillet credit memos by customer, amount and currency, by asking their AI assistant.
On this page
Connector
Connect BigCommerce, pick your AI tool and paste the prompt.
The problem
Store refunds never reach the ledger as credit memos
Refunds issued in BigCommerce are not always reflected as credit memos in Rillet, so revenue stays overstated until someone notices. Matching them by hand means lining up customer, amount and currency across two systems.
Without PopdockAI
- Export refunded orders from BigCommerce
- Find each customer in Rillet by email
- Compare credit memo amounts and currency
- Miss memos that could cover several orders
With PopdockAI
- Refunded orders and Rillet credit memos are read
- Each billing email is mapped to a Rillet customer
- Orders are marked Credited, Amount differs or No credit memo
- Ambiguous memos are flagged, and nothing is created or applied
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** List BigCommerce orders modified since `{since-date}` (default: the last 30 days) with a refund of at least `{min-refund}` (default 0.01), and show whether Rillet has a matching credit memo.
**Step 1: Refunded orders (bigcommerce server)**
Call `bigcommerce-get-order` with `date-modified.from` = `{since-date}`, `refunded-amount.min` = `{min-refund}` and `max-records` 200. Keep `id`, `customer-id`, `billing-email`, `billing-last-name`, `refunded-amount`, `currency-code` and `date-modified`. If nothing comes back, say so and stop.
**Step 2: Credit memos (rillet server)**
Call `rillet-get-credit-memos` with `credit-memo-date.from` = `{since-date}`. Call `rillet-get-customer-emails` to map each order `billing-email` to a Rillet `customer-id`.
**Step 3: Match**
For each refunded order, look for a credit memo with the same `customer-id` and `total` within 0.01 of `refunded-amount` (and the same `currency`). Mark it Credited, Amount differs (show both) or No credit memo.
**Step 4: Report**
A table of orders: id, customer email, refunded amount, currency, memo number and total if any, status. Totals of refunds with and without a credit memo.
**Rules & Guidelines:**
* `bigcommerce-*` tools are on the bigcommerce server; `rillet-*` tools are on the rillet server. Both servers must be connected.
* This prompt is read-only. Never call any bigcommerce `-add`, `-update` or `-delete` tool or any rillet `-add`, `-update`, `-apply`, `-unapply`, `-record`, `-set` or `-setup` tool.
* Quote ids and amounts exactly as returned. Do not guess a match.
**Validation:**
* If the customer cannot be found in Rillet, mark the order No Rillet customer and continue.
* If one credit memo could cover several orders, list it against each and say it is ambiguous.Who it's for
One answer, three teams that use it
Accountants
Post the credit memos that are missing
Refunds with no memo are listed with amounts, ready to work through.
Which BigCommerce refunds since 1 October have no credit memo in Rillet?
Finance controllers
Size the revenue gap before close
Totals with and without a credit memo show how much revenue is overstated.
Total BigCommerce refunds this month with and without a Rillet credit memo.
Revenue accountants
Resolve ambiguous memo matches
A memo that could cover several orders is flagged against each, so you can decide which it belongs to.
Show BigCommerce refunds over 200 since 1 September and any ambiguous Rillet credit memo matches.
How it works
What PopdockAI does when you ask
You give a start date and optionally a minimum refund, and your AI assistant matches BigCommerce refunds to Rillet credit memos. Nothing is guessed.
01
Ask
You give a start date and optionally a minimum refund.
02
Read
It lists refunded BigCommerce orders and the Rillet credit memos.
03
Match
It maps each billing email to a Rillet customer and compares amount and currency.
04
Report
It shows a status per order and totals with and without a credit memo.
What PopdockAI provides
The tools behind the answer
Ready made tools for BigCommerce and one secure connection to your AI tool. No code, no exports.
bigcommerce-get-order
rillet-get-credit-memos
rillet-get-customer-emails
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.
The outcome
Every store refund without a credit memo, listed
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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