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Reconcile WooCommerce refunds with Rillet credit memos
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Cross-Connector

Check WooCommerce refunds and Rillet credit memos agree

For finance teams who want every WooCommerce refund checked for a Rillet credit memo at month end by asking their AI assistant.

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Reconcile WooCommerce refunds with Rillet credit memos
Reconcile last month's WooCommerce refunds with Rillet credit memos.
Of 52 September refunds, 45 have a matching Rillet credit memo. - Not credited: 4, including order 1042, which was never invoiced - Amount differs: 1 memo is 10.00 short - Not applied: 2 memos are not applied to their invoice - Manual refunds: 3 paid outside the gateway, check the cash side Want the uncredited refunds listed?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-refund
rillet-get-credit-memos
rillet-get-invoices

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 easy to issue and easy to forget

Refunds are easy to issue in WooCommerce and easy to forget in Rillet. Without a credit memo applied to the order's invoice, receivables are overstated, and refunds paid back by hand need the cash side checked as well.

Without PopdockAI

  • List refunds in WooCommerce
  • Search Rillet for a credit memo for each
  • Check the memo was applied to the invoice
  • Miss refunds paid outside the gateway

With PopdockAI

  • Refunds, memos from a wider window and invoices are read
  • Memos numbered for the refund match exactly, same amount ones probably
  • Unapplied memos and manual refunds are flagged
  • Nothing is created or applied

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Check every WooCommerce refund made from `{from-date}` to `{to-date}` (default: the previous calendar month) against Rillet credit memos, and report refunds with no memo, memos at a different amount, and memos not applied to the order's invoice.

**Step 1: Read the WooCommerce refunds**

Call `woocommerce-get-refund` with created-date.from and created-date.to set to the range. Note refund-id, order-id, order-number, created-date, amount (as a positive number), reason and refunded-payment.

**Step 2: Read the Rillet side**

* Call `rillet-get-credit-memos` with credit-memo-date.from 7 days before `{from-date}` and credit-memo-date.to 7 days after `{to-date}`. Note credit-memo-id, credit-memo-number, credit-memo-date, customer-id, invoice-id, total, currency and status.
* Call `rillet-get-invoices` (no filters) and index invoices by invoice-number, so each refund's order can be found by order-number (with or without a leading #) or order-id.

**Step 3: Match**

For each refund, in this order:

1. A memo whose credit-memo-number is R- followed by the refund-id: exact match.
2. Otherwise a memo on the order's invoice-id whose total equals the refund amount within 0.01: probable match.

**Step 4: Report**

A summary line: refunds read, total refunded, matched, probable, not credited.

Then these tables:

1. Not credited in Rillet: order-number, refund-id, date, amount, reason, and whether the order has a Rillet invoice at all.
2. Amount differs: refund-id, WooCommerce amount, Rillet memo total, difference.
3. Credited but not applied to the order's invoice: refund-id, credit-memo-number, memo invoice-id (empty if unapplied), status.
4. Refunded outside the payment gateway: refunds whose refunded-payment shows the money went back by hand. Say these need the cash refund checked separately.
5. Rillet memos in the widened range matching no refund: credit-memo-number, date, total. Say these may belong to other sales channels.

**Rules & Guidelines:**

* `woocommerce-get-refund` is on the woocommerce server. `rillet-get-credit-memos` and `rillet-get-invoices` are on the rillet server.
* This prompt is read-only. Do not call `rillet-add-credit-memo`, `rillet-apply-credit-memo`, `rillet-update-credit-memo`, `woocommerce-add-refund` or any other write tool. To book the missing credits, use the book-woocommerce-refunds prompt.

**Validation:**

* If there are no refunds in the range, say so and stop.
* If amounts are in different currencies, show both and do not convert.

Who it's for

One answer, three teams that use it

Accountants

Find refunds not credited

Uncredited refunds are listed with whether the order was ever invoiced.

Reconcile WooCommerce refunds from October with Rillet credit memos.

Accounts receivable

Apply memos left hanging

Memos not applied to their invoice are listed so balances can be corrected.

Which Rillet credit memos for WooCommerce refunds are not applied to their invoice?

Finance controllers

Check manual refunds

Refunds made outside the gateway are flagged for a cash check.

Show WooCommerce refunds last month made outside the payment gateway.

How it works

What PopdockAI does when you ask

You give a date range, and your AI assistant matches every refund to a Rillet credit memo. It only reports, and points you to the job that books missing credits.

01

Ask

You give a date range.

Your AI tool

02

Read

It reads refunds, Rillet credit memos from a wider window and each order's invoice.

woocommerce-get-refund
rillet-get-credit-memos
rillet-get-invoices

03

Match

It matches memos numbered for the refund, then same-amount memos on the invoice.

No items found.

04

Report

You get gaps, unapplied memos and manual refunds, 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

rillet-get-credit-memos

Returns customer credit memos (number, customer, invoice, totals) from Rillet.
get-data

rillet-get-invoices

Returns customer invoices (number, customer, dates, status, totals, amount due) from Rillet.
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

Refunds and credits agree at month end

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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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