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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.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
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.
**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.
02
Read
It reads WooCommerce refunds and their orders.
03
Match
It finds each order's Intacct invoice and looks for AR adjustments against it.
04
Report
You get refunds by credit status and the uncredited total, read-only.
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.
woocommerce-get-refund
woocommerce-get-order
sage-intacct-get-invoice
sage-intacct-get-ar-adjustment
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 reflected in receivables
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.
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