Hobbyco: Daily Connector Maintenance tasks

Hobbyco: Daily Maintenance of Connector

1. Check any product sync errors in Connector and resolve

2. Check for any order errors and resolve

Main cause of order error is lack of inventory in Netsuite to fill POS order. To resolve complete inventory adjustment for all items on orders without stock.

3. Check for Exchange errors

Step 1 – Force post order to Netsuite

Step 2 – Edit Cash Sale in Netsuite

Step 3 – Remove extra discount line after subtotal. Save.

Note: this is a defect logged with Netsuite for fixing.

4. Check Cash Refund errors and manually enter into Netsuite.

Step 1: Create Cash Refund record in Netsuite for refunded items. Check against Shopify Order for accuracy.

Step 2: Cancel Cash Refund record in the Connector – hover over action pencil action icon – click cancel.

Note: this is a defect logged with Netsuite for fixing.

5. Check all Credit memos created on previous day for errors.

Potential error 1: Credit memo created which is duplicating refund

Step 1: Open Credit memo – Edit. Navigate to connected Invoice and Sales Order.

Step 2: Check Related records on Sales Order. If the customer deposit amount is greater than the Invoice amount and the customer deposit amount has a status of ‘Fully Applied’ then further investigation is required – move to step 3. If Customer Deposit equals Invoice then no further action required.

Step 3: Open the customer deposit in a new tab and navigate to the ‘Applied to’ tab. If a customer refund exists to the equal value of the credit memo then move to step 4. The credit memo is a duplicate.

Step 3a: It is also useful, as a safeguard, to make sure the Sales Order and Invoice match the Order in Shopify.

Step 4: Back on the Credit memo - Edit – Item Subtab – apply subsubtab – untick apply

Step 5: Open Customer Refund in separate tab

Step 6: Save Credit memo and refresh Customer Refund.

Step 7: On the Customer Refund press ‘Void’

Step 8: On the Voiding journal add a memo ‘Credit memo and customer refund created in error’. Save and approve the voiding journal.

Step 9: In the Connector, where the Credit memo has errored, hover over the action pencil, press cancel.

Potential Error 2: Credit memo Refund amount is more in Shopify than Netsuite.

Step 1: Find source of error (example: Shipping was refunded in Shopify but not deducted in Netsuite)

Step 2: Open Sales Order in Netsuite.

Step 3: Fix source of error and Save (example: remember shipping Cost field is ex gst)

Step 4: Open Invoice in Netsuite

Step 5: Fix source of error and Save

Step 6: Open Customer Deposit from Sales Order ‘Related Records’ Tab.

Step 7: From ‘Applied to’ tab, open Deposit Application for the Invoice. Edit – Delete.

Step 8: Back on the Customer Deposit – Click Apply and reapply the correct amount to the Invoice.

Step 9: Transactions – Customers – Issue Customer Refund. Create an additional Customer Refund with matching Location and Payment method to the Sales Order, apply to the Customer Deposit.

Step 10: In the Connector, where the Credit memo has errored, hover over the action pencil, press cancel.