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Catch Shopify refunds missing from NetSuite
For finance teams who want Shopify refunds checked against NetSuite credit memos by asking their AI assistant.
On this page
Connector
Connect Shopify, pick your AI tool and paste the prompt.
The problem
Refunds the gateway paid but NetSuite never booked
Refunds issued in Shopify are not always booked in NetSuite, so the books and the gateway drift apart. Checking each refund against credit memos and customer refunds means finding the customer first, and missed refunds overstate revenue.
Without PopdockAI
- Export Shopify refunds with email and amount
- Find each customer in NetSuite
- Search credit memos and customer refunds by date
- Miss refunds that overstate revenue
With PopdockAI
- Shopify refunds are read with order, email, amount and date
- The NetSuite customer is found by email
- Credit memos or customer refunds within 3 days are looked for
- Refunds are grouped with the total not covered, and nothing is changed
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find Shopify refunds processed from {from-date} to {to-date} (default the last 30 days) that have no matching credit memo or customer refund in NetSuite, checking up to {max-records} refunds (default 50).
**Step 1: Read refunds from Shopify**
Call `shopify-get-refund` (Shopify server) with `created-at.from` set to {from-date}, `created-at.to` set to {to-date} and `max-records` set to {max-records}. Keep `refund-id`, `order-name`, `customer-email`, `total-adjustments` and `processed-at`.
**Step 2: Find the NetSuite customer**
For each distinct `customer-email` call `netsuite-get-customer` (NetSuite server) with `email` set to it and keep `internal-id`. If there is no match, mark the refund as customer not in NetSuite and continue.
**Step 3: Look for the NetSuite credit**
Call `netsuite-get-creditmemo` (NetSuite server) with `customer-id` set to that `internal-id` and `date.from` set to {from-date}. Also call `netsuite-get-customerrefund` (NetSuite server) with `customer-id` set the same way and `date.from` set to {from-date}. A refund is covered if either returns a record dated within 3 days of `processed-at`.
**Step 4: Report**
A table of refunds grouped by outcome: covered, no credit in NetSuite, and customer not in NetSuite. Show `order-name`, `customer-email`, `total-adjustments`, `processed-at` and the NetSuite `document-number` where found. End with counts and the total `total-adjustments` not covered.
**Rules & Guidelines:**
* Tools whose names start with netsuite- are on the NetSuite server; tools whose names start with shopify- are on the Shopify server. Both servers must be connected.
* This is a read-only job. Do not call any tool whose name starts with netsuite-add-, netsuite-update-, shopify-add- or shopify-update-, and never create, change or delete a record on either side.
* Report only what the tools return. Do not estimate or invent figures; totals are sums of rows you actually retrieved, and say so.
* If a read returns the maximum number of rows, say the result may be truncated and suggest narrowing the filters.
* Dates are YYYY-MM-DD. Where an input is blank, use the default stated in the Objective.
**Validation:**
* If the first read returns nothing, say so and stop rather than guessing.
* If a lookup on the other system returns more than one record, list them and mark the row ambiguous instead of choosing one.
* If a lookup returns nothing, report the record as present in one system and absent from the other, and continue with the next row.
* If the two systems disagree on a value, show both values side by side and do not decide which is right.Who it's for
One answer, three teams that use it
Accounts receivable
Book the refunds that were missed
Refunds with no credit in NetSuite are listed with the customer and amount, ready to book.
Which Shopify refunds from October have no credit memo or customer refund in NetSuite?
Controllers
Keep revenue from being overstated
The total not covered tells you how much revenue is overstated before close.
What is the total value of Shopify refunds in the last 30 days not booked in NetSuite?
Master data analysts
Find refund customers missing from NetSuite
Refunds whose customer is not in NetSuite are grouped, so the customer record can be fixed first.
List Shopify refunds this quarter where the customer could not be found in NetSuite.
How it works
What PopdockAI does when you ask
You give a date range, and your AI assistant checks each Shopify refund for a NetSuite credit. It only reads and marks ambiguous lookups instead of choosing.
01
Ask
You give a date range and a record limit.
02
Read
It reads the Shopify refunds with order, customer email and amount.
03
Match
It finds the NetSuite customer and looks for a credit memo or customer refund within 3 days.
04
Report
It groups refunds as covered, not credited or customer not found, with totals.
What PopdockAI provides
The tools behind the answer
Ready made tools for Shopify and one secure connection to your AI tool. No code, no exports.
shopify-get-refund
netsuite-get-customer
netsuite-get-creditmemo
netsuite-get-customerrefund
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 refund with no NetSuite credit, and its value
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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