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Check BigCommerce refunds against Rillet credit memos
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Cross-Connector

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.

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Check BigCommerce refunds against Rillet credit memos
Which BigCommerce refunds in the last 30 days have no credit memo in Rillet?
5 refunds in the last 30 days: 3 credited, 1 amount differs, 1 has no credit memo. - No credit memo: order 1042, dana@northwindtraders.com, 120.00 USD - Amount differs: order 1051, refunded 60.00, memo 55.00 - Totals: 235.00 refunded with a memo, 120.00 without Want the full table of all 5 orders?
BigCommerce
Sample figures. Your results come from your own account.
bigcommerce-get-order
rillet-get-credit-memos
rillet-get-customer-emails

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

BigCommerce

BigCommerce
Run it on your own BigCommerce data.

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

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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.

Prompt
**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.

Your AI tool

02

Read

It lists refunded BigCommerce orders and the Rillet credit memos.

bigcommerce-get-order
rillet-get-credit-memos

03

Match

It maps each billing email to a Rillet customer and compares amount and currency.

rillet-get-customer-emails

04

Report

It shows a status per order and totals with and without a credit memo.

Your AI tool

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.

get-data

bigcommerce-get-order

Returns orders from BigCommerce, with filters for the fields that matter on this list. Read-only; needs a BigCommerce connection.
get-data

rillet-get-credit-memos

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

rillet-get-customer-emails

Returns customer email addresses with their type and the customer's location from Rillet.
Read only.Nothing in BigCommerce 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 store refund without a credit memo, listed

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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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