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WooCommerce

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Reconcile WooCommerce refunds with Intacct credits
Report
Cross-Connector

Make sure every WooCommerce refund is credited in Sage Intacct

For finance teams who want WooCommerce refunds matched to Sage Intacct AR adjustments before month end by their AI assistant.

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Reconcile WooCommerce refunds with Intacct credits
Which WooCommerce refunds from September have no credit in Sage Intacct?
Of 46 refunded orders in September, 6 have no matching credit in Sage Intacct, totalling 412.00. - No credit: 4 orders, including 1042, 96.00 - Different amount: 2 orders - Not in Intacct: order 1055 was never invoiced - Possibly applied another way: order 1051, balance dropped with no adjustment Want the uncredited refunds listed?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-refund
woocommerce-get-order
sage-intacct-get-invoice
sage-intacct-get-ar-adjustment

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

Refunds missing from receivables

Every WooCommerce refund should have a matching credit in Sage Intacct, but they are often missed or keyed for a different amount. Receivables stay overstated, and tracing refunds through orders to invoices by hand is slow.

Without PopdockAI

  • List refunds and their orders
  • Find each order's invoice in Intacct
  • Look for AR adjustments against it
  • Leave receivables overstated

With PopdockAI

  • Refunds and their orders are read
  • Each order's invoice and AR adjustments are found
  • Refunds are compared per order, since one credit can cover several
  • The uncredited total is shown, 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:** For WooCommerce refunds made from `{from-date}` to `{to-date}` (default today), find which ones have no matching credit in Intacct, or a credit for a different amount.

**Step 1: Read the WooCommerce refunds**

Call `woocommerce-get-refund` with `created-date.from` = `{from-date}`, `created-date.to` = `{to-date}` and `max-records` = 500. Keep `refund-id`, `order-id`, `order-number`, `created-date`, `amount`, `reason`, `refunded-payment` and `customer-email`.

For each distinct `order-id`, call `woocommerce-get-order` with `order-id` and keep its `created-date`, `total` and `currency`.

**Step 2: Find each order's Intacct invoice**

Call `intacct-get-invoice` once with `invoice-date.from` = the earliest order date and `invoice-date.to` = 7 days after `{to-date}`. Match an invoice to an order when its `reference-number` equals the `order-number`, ignoring a leading `#`. Keep `invoice-number`, `record-number`, `customer-id`, `total-amount`, `total-due` and `state`.

**Step 3: Find the credits**

For each matched invoice, call `intacct-get-ar-adjustment` with `reference-invoice-number` = the `invoice-number`. Keep `adjustment-number`, `adjustment-date`, `total-amount` and `state`. Treat adjustment amounts as positive when comparing.

**Step 4: Report**

* Refunds with no Intacct invoice for their order (the order itself never reached Intacct).
* Refunds whose invoice has no AR adjustment: refund id, order number, date, amount, reason.
* Refunds whose adjustment total differs from the refunded total for that order: both amounts and the difference. Compare per order, since one order can have several refunds and one adjustment can cover them.
* Refunds fully credited in Intacct.
* A one-line summary: refunds checked, fully credited, uncredited, mismatched, and the uncredited total.

**Rules & Guidelines:**

* `woocommerce-get-refund` and `woocommerce-get-order` are on the woocommerce server. `intacct-get-invoice` and `intacct-get-ar-adjustment` are on the intacct server.
* This prompt is read-only. Do NOT call `woocommerce-add-refund`, `woocommerce-update-order`, `intacct-create-journal-entry` or any other write tool.
* Leave the Intacct `company` parameter empty unless the user names an Intacct entity.

**Validation:**

* If WooCommerce returns no refunds, report the date range and stop.
* If an invoice has no adjustment but its `total-due` is lower than its `total-amount` by the refunded amount, say the credit may have been applied another way (for example a payment reversal) rather than calling it missing.
* If the order and invoice currencies differ, report the pair as "currency differs" instead of an amount mismatch.

Who it's for

One answer, three teams that use it

Accounts receivable

Find refunds with no credit

Uncredited refunds are listed with the total, ready to book before month end.

Which WooCommerce refunds from October have no credit in Sage Intacct?

Finance controllers

Check credit amounts

Credits for a different amount than the refund are flagged per order.

Show WooCommerce refunds where the Intacct credit amount is different.

Accountants

Find refunds on uninvoiced orders

Refunds whose order never reached Intacct are listed separately.

Are any WooCommerce refunds this month for orders that were never invoiced in Intacct?

How it works

What PopdockAI does when you ask

You give a date range, and your AI assistant traces every refund to an Intacct credit. It is read-only and notes when a credit may have been applied another way.

01

Ask

You give a date range.

Your AI tool

02

Read

It reads WooCommerce refunds and their orders.

woocommerce-get-refund
woocommerce-get-order

03

Match

It finds each order's Intacct invoice and looks for AR adjustments against it.

sage-intacct-get-invoice
sage-intacct-get-ar-adjustment

04

Report

You get refunds by credit status and the uncredited total, read-only.

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.
get-data

woocommerce-get-order

Returns WooCommerce orders with status, totals, discounts, shipping, payment method and paid date. Filter by status, customer email or id, order number, created date range, total range or billing last name.
get-data

sage-intacct-get-invoice

Returns invoices from Sage Intacct. The record-number links to the Get invoice entries tool.
get-data

sage-intacct-get-ar-adjustment

Returns AR adjustments from Sage Intacct. The record-number links to the Get AR adjustment lines tool.
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

Every refund reflected in receivables

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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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