Non-physical return account

You can configure the WooCommerce Connector to create a sales line for a General Ledger (G/L) account during order synchronization when a WooCommerce refund line has a quantity of zero.

This capability prevents synchronization failures and ensures the financial impact is recorded without affecting inventory.

Typical scenarios include:

  • Restocking or processing fees
  • Goodwill refunds or credits
  • Post-fulfillment discounts
  • Partial refunds where the customer keeps the item

Configuration requires that you set up a G/L account for non-physical returns. If the Non-Physical Return Account field is blank, zero-quantity refund lines are skipped during synchronization. You can configure this setting per webstore, and each webstore can use a different G/L account.

Financial impact

The following list describes the financial impact of this feature:

  • Posts directly to the G/L
  • Does not affect inventory
  • Applies standard posting logic, such as VAT, dimensions, and posting groups
  • Supports return orders that combine inventory and non-inventory refunds

To configure a non-physical return account

  1. Select Search (Alt+Q) Tell me what you want to do, enter woocommerce connector setup, and then choose the related link.

    The WooCommerce Connector Setup page opens.

  2. If you have multiple setups, select the one that you want to configure, and then on the action bar, select Manage > Edit.

    The WooCommerce Connector Setup page opens.

  3. On the Posting FastTab, under the Return Orders section, in Non-Physical Return Account, enter the G/L account to use for refund lines where no item is returned.

    The G/L account must have the following setup:

    • Account Type = Posting
    • Direct Posting = on
    • Blocked = off

How refund lines are processed

The following sections describe how zero-quantity and standard refund lines are processed.

Zero-quantity refund lines

When a WooCommerce refund line has a Quantity = 0:

  • If Non-Physical Return Account is blank:

    • The line is skipped.
    • No error is raised.

  • If Non-Physical Return Account is set:

    • A sales line is created with:
      • Type = G/L Account
      • No. = configured G/L account
      • Quantity = 1
      • Unit Price = negative value of the refund total
      • Line Amount = negative value of the refund total
      • Woo Webstore Order Line Type = Non-Physical Return

Standard refund lines

Refund lines with a nonzero quantity continue to use standard item processing:

  • Type = Item
  • Quantity = negative value
  • Unit Price = calculated from WooCommerce totals
  • Woo Webstore Order Line Type = Standard

Mixed refund scenarios

A single return order can include both:

  • Item lines (physical returns)
  • G/L account lines (non-physical returns)

Each line is processed independently based on its quantity.

How lines are matched during updates

When updating return orders, non-physical return lines are matched using the following criteria:

  • Webstore Code and Webstore ID
  • Document No. and Document Type
  • Woo Webstore Return Order Line = Yes
  • Woo Webstore Order Line Type = Non-Physical Return

Matching lines are updated instead of duplicated.

Return orders
Orders
Synchronize orders

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