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Configure and run the refund flow

Gogula R Bhavana
Updated

The Square – NetSuite integration app syncs Square refunds to NetSuite as Cash Refund records linked to the original Cash Sale. This article explains how to enable and configure the refund flow and what to expect in NetSuite after it runs.

Prerequisites: The order flows must be configured and have run at least once before the refund flow can match refunds to Cash Sale records in NetSuite. See Configure and run the order flows.

Understand how the refund flow works

The Square Refund to NetSuite Cash Refund flow retrieves all refunds created in Square since the last flow run and creates corresponding Cash Refund records in NetSuite. Both full and partial refunds are supported.

When the flow runs:

  1. It retrieves refunds from Square for the selected locations.
  2. It finds the matching Cash Sale record in NetSuite for each refund.
  3. It creates a Cash Refund record linked to that Cash Sale.

The flow reports an error on the Dashboard if a matching Cash Sale cannot be found in NetSuite, or if the Cash Sale already has a refund for the full order amount.

Refund limitations:

  • A refund cannot exceed the original Cash Sale amount.
  • A refund cannot exceed the original tendered amount minus any earlier refunds on that tender.
  • Only Cash Sales in Undeposited status can be refunded.
  • Each refund must be tied to the same tender type as the original transaction.

Step 1: Enable the refund flow

  1. In integrator.io, open the Square – NetSuite integration app tile.
  2. Go to Settings > Integration flows > Refund.
  3. Enable the Square Refund to NetSuite Cash Refund flow.

Step 2: Configure the custom refund item (optional)

In the Advanced Settings section, in the NetSuite item to track custom Refunds as a line item field, select a non-inventory item (for Sale or for Resale) to track custom refund amounts and refund variances as a line item on the Cash Refund record.

Select Save.

Step 3: Run the flow

Select Run next to the Square Refund to NetSuite Cash Refund flow.

Note: You can also use the On-demand refund sync setting to sync specific refunds immediately. Enter the refund identifier in locationid-refundid format. For instructions on finding refund IDs, see Retrieve Square order, location, and refund IDs.

What you see in NetSuite after the flow runs

After the flow runs, a Cash Refund record is created in NetSuite containing:

  • Refund ID from Square
  • The original Cash Sale record linked to the refund
  • The linked customer record
  • Customer email address
  • Account details for the refund deposit
  • If a custom refund item was configured, that item appears as a separate line item on the Cash Refund
  • The Square account and location in the eTail > Square tab