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Match WooCommerce refunds to Dynamics 365 Business Central credit memos
Report
Cross-Connector

Find WooCommerce refunds never credited in Business Central

For finance teams who want WooCommerce refunds matched to Dynamics 365 Business Central credit memos by asking their AI assistant.

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Match WooCommerce refunds to Dynamics 365 Business Central credit memos
Which WooCommerce refunds from the last 30 days have not been credited in Business Central?
Of 38 refunded WooCommerce orders, 7 need action in Business Central. - Not credited: 3 orders, including 1042, 48.00 - Not posted: 2 credit memos still unposted - Amount differs: order 1051, 60.00 refunded against 54.00 credited - Not invoiced: order 1055 is not in Business Central Want the uncredited refunds listed with amounts?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-refund

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

Web refunds that never got a credit memo

Every WooCommerce refund should be credited in Dynamics 365 Business Central. Some never are, some are credited for a different amount and some belong to orders never invoiced, and telling them apart means checking several document types per order.

Without PopdockAI

  • List refunds from WooCommerce
  • Search posted and unposted credit memos for each
  • Check whether the order was invoiced at all
  • Leave customer balances wrong

With PopdockAI

  • Refunds are grouped by order
  • Posted and unposted credit memos are checked
  • Orders never invoiced are identified
  • Not credited comes first, and no memo 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:** Reconcile WooCommerce refunds created from {from-date} (default: 30 days before today) to {to-date} (default: today) against Business Central credit memos, and list every refund that has not been credited or differs. Use Business Central company {company} (if blank, leave `company` off).

**Step 1: Collect the refunds**

Call `woocommerce-get-refund` with `created-date.from` and `created-date.to` set to the range and `max-records` 100. Group the refunds by order-number, and total the amount per order (treat amounts as positive, whichever sign they come back with). Keep each refund's refund-id, created-date, reason and customer-email.

**Step 2: Look each order up in Business Central**

Web orders and their credit memos carry the WooCommerce order number as the external document number. For each order-number:

* Call `business-central-get-posted-sales-credit-memo` with `external-document-number` set to the order-number.
* Call `business-central-get-sales-transaction` with the same `external-document-number`, and keep only credit memo documents: these are credit memos entered but not yet posted.
* If both return nothing, call `business-central-get-posted-sales-invoice` with the same `external-document-number` to find out whether the order was ever invoiced.

**Step 3: Classify each order**

* **Credited:** the Business Central credit memos (posted and unposted together) total within 0.01 of the WooCommerce refunds for the order.
* **Credited, not posted:** as above, but only unposted credit memos exist.
* **Amount differs:** credit memos exist but the totals differ by more than 0.01.
* **Not credited:** no credit memo, but the order has a posted invoice. This is the one that needs action.
* **Order not in Business Central:** no credit memo and no invoice. The refund cannot be credited until the order itself is entered.

**Step 4: Report**

Counts per class first, then a table of every order that is not Credited, with columns: order number, refund ids, refund dates, customer email, WooCommerce refunded total, Business Central credit memo numbers, Business Central credited total, class. Sort Not credited first.

**Rules & Guidelines:**

* Tools whose names start with woocommerce- are on the woocommerce server; tools whose names start with business-central- are on the business-central server.
* This prompt is read-only. Do not call `woocommerce-add-refund`, `business-central-create-sales-credit-memo`, `business-central-create-sales-credit-memo-line` or `business-central-update-sales-credit-memo`. To credit a refund, the user can run credit-web-refund-in-business-central for it.

**Validation:**

* Compare against total-amount-including-tax on the Business Central side.
* If WooCommerce returns no refunds in the range, say so and stop.
* If {from-date} is after {to-date}, swap them and say so.

Who it's for

One answer, three teams that use it

Accounts receivable

Find refunds that need a credit

Refunds not credited at all are listed first, so you know what to raise.

Which WooCommerce refunds this month have no credit memo in Business Central?

Finance controllers

Check credits match the refund

Credits with a different amount and unposted memos are flagged before period end.

Match WooCommerce refunds from Q3 to Business Central credit memos and show amount differences.

Ecommerce accountants

Spot refunds on uninvoiced orders

Refunds for orders never in Business Central are separated, so they are handled differently.

Are any WooCommerce refunds from last week for orders that were never invoiced in Business Central?

How it works

What PopdockAI does when you ask

You give a date range, and your AI assistant classes every refunded order against Business Central. It only reports, so no credit memo is created.

01

Ask

You give a date range.

Your AI tool

02

Read

It groups WooCommerce refunds by order.

woocommerce-get-refund

03

Match

It checks posted and unposted credit memos, then whether the order was invoiced.

No items found.

04

Report

You get each order classed, not credited first, with nothing created.

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.
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

Uncredited refunds found and prioritized

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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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