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Check Rillet credit memos against Avalara AvaTax refunds
Report
Cross-Connector

Find Rillet credit memos with no AvaTax return

For finance teams who want to confirm that Rillet credit memos reversed tax in Avalara AvaTax, just by asking.

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Check Rillet credit memos against Avalara AvaTax refunds
Check Rillet credit memos from September against Avalara AvaTax returns.
9 credit memos were checked and 2 need attention. - Missing return: CM-0318 for Contoso Ltd, 640.00 - Tax difference: CM-0322 differs by 8.50 - Likely match: CM-0325, matched by amount and customer Want the full list of the 9 credit memos?
Rillet
Sample figures. Your results come from your own account.
rillet-get-credit-memos
rillet-get-customers
avalara-avatax-get-transaction
avalara-avatax-get-customer

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Rillet

Rillet
Run it on your own Rillet data.

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

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The problem

Credit memos that never reversed the tax

A credit memo in Rillet should reverse its tax in Avalara AvaTax with a return transaction. When the return is missing, tax stays overstated on the filing, and finding it means matching memos to returns by hand.

Without PopdockAI

  • List credit memos in Rillet
  • Search AvaTax for each matching return
  • Compare tax amounts with signs flipped
  • Find the missing return after filing

With PopdockAI

  • Rillet credit memos matched to AvaTax returns
  • Memos with no return and tax differences flagged
  • Fuzzy matches labelled as likely
  • Nothing written to either system

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 Rillet credit memos dated from `{from-date}` to `{to-date}` (format YYYY-MM-DD), confirm each has a matching return transaction in AvaTax and that the tax reversed is consistent. AvaTax company is `{company}` (default: the default company).

**Step 1: Read Rillet credit memos**

Call `rillet-get-credit-memos` with `credit-memo-date.from` set to `{from-date}` and `credit-memo-date.to` set to `{to-date}`. Keep credit-memo-number, customer-id, invoice-id, credit-memo-date, tax-amount, total and status. Call `rillet-get-customers` to turn each customer-id into a name.

**Step 2: Read AvaTax returns**

Call `avalara-avatax-get-transaction` with `date.from` and `date.to` widened by seven days either side, `document-type` ReturnInvoice, `company` if given and a high `max-records`.

**Step 3: Match**

Match a credit memo to an AvaTax return transaction where the code equals the credit-memo-number. Failing that, match on the AvaTax customer-code found through `avalara-avatax-get-customer` with the customer name, plus the same absolute total-amount and a date within seven days; label these as likely matches.

**Step 4: Report**

Table of credit-memo-number, customer, Rillet tax-amount, AvaTax total-tax, match type (Exact, Likely, None). AvaTax return values are usually negative, so compare absolute values. List credit memos with no match and any whose tax differs by 0.01 or more, with counts.

**Rules & Guidelines:**

* Tools whose names start with avalara-avatax are on the avalara-avatax server; tools whose names start with rillet are on the rillet server. Both servers must be connected.
* This prompt is read-only. Never call any AvaTax action tool (for example `avalara-avatax-transaction-create`, `avalara-avatax-transaction-adjust`, `avalara-avatax-transaction-void`, `avalara-avatax-transaction-commit`) or any Rillet add, update, apply or set tool (for example `rillet-add-invoice`, `rillet-update-invoice`, `rillet-add-credit-memo`).
* Report what the two systems show. Do not present the result as a filed tax return or as tax advice.
**Validation:**

* If there are no credit memos in range, say so and stop.
* If AvaTax returns no return documents at all, say refunds may be recorded under another document type and show the credit memos only.

Who it's for

One answer, three teams that use it

Tax analysts

Find missing returns before filing

Credit memos with no AvaTax return are listed, so overstated tax is corrected before the return goes in.

Which Rillet credit memos from last month have no matching return in Avalara AvaTax?

Billing specialists

Confirm a credit was handled for tax

Check that the credit you issued a customer also reversed the tax, not just the revenue.

Did the credit memo we issued Contoso in October get a return transaction in AvaTax?

Controllers

Close the quarter with tax that ties out

Tax differences between memos and returns are listed in one place for the close review.

Check all Rillet credit memos for Q3 against AvaTax returns and list tax differences.

How it works

What PopdockAI does when you ask

You give a date range and your AI assistant matches Rillet credit memos to Avalara AvaTax returns. It only reads, and it labels any match it is not sure of.

01

Ask

You give a date range for the credit memos.

Your AI tool

02

Read

It reads the Rillet credit memos and the AvaTax return transactions.

rillet-get-credit-memos
avalara-avatax-get-transaction

03

Match

It matches them, labelling fuzzy matches as likely.

No items found.

04

Report

You get missing returns and tax differences.

Your AI tool

What PopdockAI provides

The tools behind the answer

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

get-data

rillet-get-credit-memos

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

rillet-get-customers

Returns customers (name, address, payment terms, invoicing settings) from Rillet.
get-data

avalara-avatax-get-transaction

Returns Avalara AvaTax sales tax transactions with the filters the tool offers, for the selected AvaTax company. Read-only.
get-data

avalara-avatax-get-customer

Returns Avalara AvaTax customers with the filters the tool offers, for the selected AvaTax company. Read-only.
Read only.Nothing in Rillet 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 credit memo reversed in AvaTax before you file

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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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