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Reconcile Shopify refunds to NetSuite credit memos
Report
Cross-Connector

Catch Shopify refunds missing from NetSuite

For finance teams who want Shopify refunds checked against NetSuite credit memos by asking their AI assistant.

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Reconcile Shopify refunds to NetSuite credit memos
Find Shopify refunds from the last 30 days that have no credit memo or customer refund in NetSuite.
Of 14 Shopify refunds, 11 are covered in NetSuite, 2 have no credit and 1 customer is not in NetSuite. - No credit: order 1038, 45.00, processed 4 Sep - No credit: order 1044, 120.00, processed 11 Sep - Customer not in NetSuite: order 1049, 30.00 - Not covered total: 195.00 Want the 11 covered refunds with their NetSuite document numbers?
Shopify
Sample figures. Your results come from your own account.
shopify-get-refund
netsuite-get-customer
netsuite-get-creditmemo
netsuite-get-customerrefund

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Shopify

Shopify
Run it on your own Shopify data.

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

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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.

Prompt
**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.

Your AI tool

02

Read

It reads the Shopify refunds with order, customer email and amount.

shopify-get-refund

03

Match

It finds the NetSuite customer and looks for a credit memo or customer refund within 3 days.

netsuite-get-customer
netsuite-get-creditmemo
netsuite-get-customerrefund

04

Report

It groups refunds as covered, not credited or customer not found, with totals.

Your AI tool

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.

get-data

shopify-get-refund

Returns Shopify refunds with their order and total adjustments. Filter by order, customer, customer email, refund and created date.
get-data

netsuite-get-customer

Returns NetSuite customers read from the NetSuite connector, with the fields people use most. Read-only.
get-data

netsuite-get-creditmemo

Returns NetSuite credit memos read from the NetSuite connector, with the fields people use most. Read-only.
get-data

netsuite-get-customerrefund

Returns NetSuite customer refunds read from the NetSuite connector, with the fields people use most. Read-only.
Read only.Nothing in Shopify 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 refund with no NetSuite credit, and its value

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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.

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