Credit notes and refunds

When a customer returns an item or an order needs to be credited, you create a credit memo in Shoporama. The credit memo documents the refund and can be transferred to your accounting system.

Create a credit memo

1. Open the order to be credited
2. Click “ Save and Create Return Items ” at the bottom of the order
3. Select the products and quantities to be credited
4. If applicable, specify whether shipping costs should also be refunded
5. Save the credit memo

Partial credit memo

You don’t have to credit the entire order. You can select specific products and specify the quantity to be credited. The rest of the order remains unchanged.

Refund via payment gateway

The credit memo handles the documentation. The actual refund to the customer is a separate step.

If you use QuickPay, OnPay, Stripe, PensoPay, or Flatpay, you can issue a refund directly from Shoporama. Open the credit memo and click the “Refund the amount” link in the yellow box at the top. You can refund the entire amount or just a portion of it, and you don’t need to log in to the gateway.

If you use a different payment gateway, you’ll process the refund in the gateway’s own dashboard.

Credit Memos and Accounting

How credit memos are transferred to your accounting system depends on which integration you use:

• e-conomic — The credit memo is automatically transferred as its own document with negative line items. If you’ve enabled “Automatically post transferred invoices,” it’s posted immediately; otherwise, it remains as a draft until you approve it yourself
• Dinero — The credit memo is automatically transferred and linked to the original invoice
• Billy — The credit memo is automatically transferred as a valid credit memo, linked to the original invoice

Regardless of which integration you use, we always recommend checking that the credit memo appears correctly in your accounting software after it’s created.

How to check if the credit memo has been transferred

A credit memo is a standalone order with its own order number and a negative amount. If you use e-conomic, the “e-conomic-ok” label is applied to the credit memo itself, not to the original order. This is a common source of confusion: the original order has its own green label from when it was transferred, and that label says nothing about the credit memo.

Therefore, open the credit memo from the order and check the label there. If you want to view multiple items at once, you can filter the order list by the “e-conomic-failed” label to find the ones that didn’t go through.

Tips

• Always create the credit memo in Shoporama before refunding the money, so the documentation is in order
• The credit memo is automatically assigned a credit memo number
• You can view all credit memos associated with an order in the order details
• Shoporama’s order number is automatically entered on the voucher in the accounting software, so you can always trace it back to the order