The Brightpearl Shopify app, allows for Shopify refunds to automatically generate a sales credit and refund in Brightpearl, and even handle the stock. Alternatively, the process can be handled within Brightpearl by cloning the sale to a credit and processing a refund and receiving the inventory, however, this will not update Shopify with any returns information.
NOTE: Sales Credits will be created automatically (based on the connector settings) for orders under 60 days old per Shopify documentation. Refunds and returns for orders that are older than 60 days will not download into Brightpearl automatically, and will need to be processed manually.
Create sales credits from returns
This function will automatically create a sales credit in Brightpearl linked back to the original sales order once a refund has been performed in Shopify. This should only be switched on if your RMA process begins entirely outside Brightpearl.
NOTE: If you cancel or fully refund the order before you have taken any action against the goods-out note, Brightpearl will remove allocation off the order and cancel the order, move the order status to "Cancelled", and reverse the payments as opposed to creating a sales credit. You will also see a note on the order "All items on this order have been fully refunded in Shopify before shipment."
Brightpearl only supports "cancel and refund now" workflow. If you cancel and "refund later" you will need to cancel the order in Brightpearl manually.
note that "Cancelled" status will be assigned to the order ~5 minutes after the order payment has beed reversed.
But if you refund the order after it was shipped, a sales credit will be created with the items and the amount they were refunded.
Create payments for sales credits
This will automatically mark the sales credit created in Brightpearl as refunded once the refund is processed in Brightpearl. Switching this off means that a user would need to mark orders as refunded in both systems. This can be used as a helpful reconciliation step to verify accurate refunding.
New sales credit status
Select a sales credit status from a drop-down list that aligns with your operational processes.
Receive items back into stock
This determines if items are automatically received against the sales credit upon issuing the refund. This should be used if you wait until items are received before issuing a refund in Shopify.
The returned stock location will determine if the item is received back into the item’s default location in the default stock allocation warehouse.
Refunds for items not yet shipped
If an order hasn't yet been shipped in Brightpearl it can simply be canceled and doesn't require a sales credit to be created. If the Shopify app is configured to handle returns then when the order is refunded in Shopify it will mark the original sale in Brightpearl as unpaid using a reversal and update the status to canceled using the order status mapping.
Please note the reversal will only be posted if the option to create payments for sales credits is enabled.
If you refund one item from an order that hasn't been shipped, a Sales Credit will be created agains the original Sales Order in Brightpearl. If you wish to fulfill the order in Brightpearl, you will need to make sure that you don't include refunded item in the shipment, otherwise the Shopify order will not receive shipment updates. You will need to either edit the original sales order or fulfill via Advanced fulfillment option.