Sync your Square refunds

Refunds can be created from Square tenders. Square issues full or partial refunds for a tender used in the transaction. A transaction can have multiple payment tenders, they can also have multiple refunds. But each refund must be tied to a specific payment tender. The amount and type of a refund are limited by the amount and type of the associated tender. The tender for an individual return must be the same type as the original transaction tender.

Understand how the flow works 

The “Square Refund to NetSuite Cash Refund” flow lets you sync the Square refund data to NetSuite. It can be partial refunds, full refunds with or without line items. You can sync multiple partial refunds to the Cash Sale record. 

When you run the flow, it retrieves all refunds triggered since the last execution run from Square. The integration flow looks for the corresponding “Cash Sale” in NetSuite and is later linked to the “Cash Refund” record. This is a scheduled flow.

In the Integration App, on the Dashboard page, an error is displayed:

• If a matching Cash Sale is not found in NetSuite
• If a Cash Sale already has an associated refund for the full order amount

A “Cash Refund” record is created in NetSuite for item and quantity referenced in the Square refund transaction. If there are no line items in the refund, an adjustment item is used to track the custom refunds. If refunds contain multiple custom amount lines added to a “Cash Sale,” track refunds against the same non-inventory item used in the “Cash Sale”.

Notes: 

• You cannot refund more than the “Cash Sale” amount.
• The amount of the refund cannot exceed the original tendered amount minus the amount of any earlier refunds on that tender. 
• A Cash Refund is created against a Cash Sale. Any imported Cash Sale in the “Undeposited” status can be refunded.
• The flow allows you to sync Square historical refunds to NetSuite.

Configure and run the flow

1. In integrator.io, click Square - NetSuite Integration App (SmartConnector) tile.
2. Go to Settings > Integration flows > Refund.
3. Enable the “Square Refund to NetSuite Cash Refund” flow.
4. In the Advanced Settings section, in the NetSuite item to track custom Refunds as a line item setting, you can select a non-inventory item (for Sale or ReSale) to track custom Refunds as a line item on the NetSuite cash refund. Any refund variance or custom refund amount is also tracked against this item. 
   • Note: You can sync your refunds using the On-demand refund sync setting. In the setting enter “Locationid-refundid.” For more information, refer to How to retrieve refund ID and location ID. Only these orders are synced to NetSuite. 
5. Click Save.
6. Run the “Square Refund to NetSuite Cash Refund” flow.

Find your “cash refund” record in NetSuite

After you run the “Square Refund to NetSuite Cash Refund” flow, a “Cash Refund” record is created in NetSuite. In the “Cash Refund” record, you can find:

• Refund ID.
• Cash Sale record is linked.
• The customer is linked.
• The customer email address is displayed.
• Account details to which the refund has to be deposited.
• If you select a non-inventory item in the  NetSuite item to track custom Refunds as a line item setting, that item is displayed as a separate line item.
• Square account and Square location are displayed in the eTail > Square tab.