Connectors

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Chargebee

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Match Chargebee credit notes to Dynamics 365 Business Central
Report
Cross-Connector

Find Chargebee credit notes with no Business Central credit memo

For finance teams who want billing credits mirrored in the ledger, just by asking their AI assistant.

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Match Chargebee credit notes to Dynamics 365 Business Central
Check that every Chargebee credit note since 1 September has a credit memo in Business Central.
14 credit notes since 1 September: 11 matched, 1 different in amount and 2 missing. - Missing: CN-2210 for USD 150 and CN-2231 for USD 85 - Different: CN-2188, Chargebee USD 400, credit memo CM-0087 for USD 380 - Matched by external document number: 9, by invoice reference: 2 Want the full exception table?
Chargebee
Sample figures. Your results come from your own account.
chargebee-get-credit-note
chargebee-get-customer

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Chargebee

Chargebee
Run it on your own Chargebee data.

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

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The problem

A missing credit memo shows up as a wrong balance

Credit notes raised in Chargebee have to be mirrored as credit memos in Business Central, and nobody notices a missing one until a customer balance is wrong. Checking means hunting for each posted credit memo by hand.

Without PopdockAI

  • List Chargebee credit notes for the period
  • Find each customer in Business Central
  • Hunt for the posted credit memo by number or amount
  • Find the gap when a customer balance is wrong

With PopdockAI

  • Credit notes are read and customers found by email
  • Posted credit memos are matched by document number, invoice, then amount
  • The rule used for each match is shown
  • Several candidates are listed, never chosen, and nothing is created

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 credit notes issued since `{date-from}` (optionally only for `{customer-id}`), confirm each has a posted sales credit memo in Business Central for the same amount.

**Step 1: Read the Chargebee credit notes**

Call `chargebee-get-credit-note` (Chargebee server) with `date.from` set to `{date-from}` and `customer-id` set to `{customer-id}` when given, `max-records` 50. Keep `id`, `customer-id`, `reference-invoice-id`, `total`, `reason-code`, `status`, `amount-refunded` and `currency-code`. Stop if there are none.

**Step 2: Resolve customers**

For each distinct `customer-id`, call `chargebee-get-customer` (Chargebee server) with `id`, then `business-central-get-customer` (Business Central server) with its `email`, and keep `customer-number`. Mark credit notes for customers not found as "customer missing in Business Central".

**Step 3: Find the credit memos**

Call `business-central-get-posted-sales-credit-memo` (Business Central server) with `sell-to-customer-number` and `posting-date.from` set to `{date-from}`. Match on `external-document-number` equal to the credit note `id`, then on `applies-to-document-number` equal to `reference-invoice-id`, then on equal `total-amount-including-tax`. Label the rule used.

**Step 4: Report**

Summarise counts of matched, amount-different, unmatched and customer-missing. List every exception with Chargebee credit note id, reason code, total, matched credit memo number and total, and difference. Mention refunded amounts that have no refund-related ledger evidence only if `business-central-get-detailed-customer-ledger` (Business Central server, filtered by `customer-number` and `document-type`) shows nothing for them.

**Rules & Guidelines:**

* `chargebee-get-credit-note` and `chargebee-get-customer` are on the Chargebee server; the other Business Central tools named here are on the Business Central server.
* Read-only. Do not call `business-central-create-sales-credit-memo` or any other create or update tool.

**Validation:**

* If a credit note has several candidate memos, list them and do not choose.
* Compare in the original currency; flag currency differences.

Who it's for

One answer, three teams that use it

AR accountants

Post the missing credit memos

Unmatched credit notes are listed with amounts, ready to post in Business Central.

Which Chargebee credit notes since October 1 have no posted credit memo in Business Central?

Finance controllers

See how each match was made

The matching rule is labelled, so you can trust the strong matches and review the weak ones.

Match Chargebee credit notes for Q3 to Business Central and show which rule matched each.

Billing specialists

Check one customer's credits

Limit the check to one customer to answer a balance query quickly.

Check that every Chargebee credit note for Contoso this year has a credit memo in Business Central.

How it works

What PopdockAI does when you ask

You give a start date and your AI assistant checks each Chargebee credit note for a posted credit memo in Business Central. It never creates credit memos.

01

Ask

You give a start date and optionally one customer.

Your AI tool

02

Read

It reads the Chargebee credit notes and finds each customer in Business Central.

chargebee-get-credit-note
chargebee-get-customer

03

Match

It looks for the posted credit memo and labels the rule used.

No items found.

04

Report

You get counts and every exception with the amounts and differences.

Your AI tool

What PopdockAI provides

The tools behind the answer

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

get-data

chargebee-get-credit-note

Returns Chargebee credit notes with type, status, amounts and the invoice they relate to. Read-only.
get-data

chargebee-get-customer

Returns Chargebee customer records with contact, billing and balance details, filterable by id, email and other fields. Read-only.
Read only.Nothing in Chargebee 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 note that never reached the ledger

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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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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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