Credit Memos Management

When store orders are refunded in Magento 2, the Magento 2 QuickBooks Connect extension synchronizes refunds to QuickBooks Online as Credit Memos to maintain accurate financial ledgers.

Automatic Credit Memo Sync

Whenever a store administrator issues an online or offline refund for an order in Magento Admin (Sales > Orders > View Order > Credit Memo > Refund), the extension's refund observer (SalesOrderRefundAfterObserver) executes automatically:

  1. Detects the newly created Magento Credit Memo.
  2. Formats refunded line items, quantities, shipping refund, and tax adjustments.
  3. Calls the QuickBooks API V3 SDK to create an official QuickBooks Credit Memo.
  4. Saves the mapping relationship between Magento Credit Memo ID and QuickBooks Credit Memo ID in the database.

Manual Credit Memo Synchronization

To manually export historical or un-synced credit memos:

  1. Log in to Magento Admin.
  2. Navigate to All Apps > Credit Memos.

Sales Credit Memos Mass Action

  1. Select the target credit memo records using the grid checkboxes.
  2. From the Actions dropdown menu, select Export Credit Memos on QB.
  3. A confirmation dialog will appear. Click OK to start the export process.

Confirmation Dialog

  1. Stay on the page until the batch processing window completes and displays a success execution log.

Credit Memos Export Process

Map Credit Memo Admin Grid

View all synchronized refund records by navigating to Connect > Map Credit Memo:

Map Credit Memo Admin Grid

Column NameDescription
Map IDInternal database relationship ID.
Credit Memo IDIncrement ID of the Magento Credit Memo (e.g., #000000005).
Order IDAssociated Magento Sales Order ID.
QB Credit Memo IDUnique Credit Memo ID generated inside QuickBooks.
Refund AmountTotal refunded currency value synchronized.
Created AtTimestamp of mapping synchronization.
ActionClick View to inspect detailed credit memo item records.

Clicking View displays the Magento Credit Memo details:

Magento Credit Memo Details 1

Magento Credit Memo Details 2

Verifying Credit Memos in QuickBooks

To view synchronized credit memos inside your QuickBooks Online account:

  1. Log in to QuickBooks Online.
  2. Navigate to All Apps > Sales & Get Paid > Sales Transactions.
  3. Filter by transaction type Credit Memos.

QuickBooks Credit Memos List

  1. Click on any Credit Memo entry to verify customer name, refunded item list, tax adjustments, tracking class, and total refunded amount:

QuickBooks Credit Memo Header

QuickBooks Credit Memo Totals