Order Review and Statuses

When a user places a Bolt Transaction using Bolt Checkout on the order, its initial status will be Pending. The status can be seen on The Bolt subtab’s field BOLT TRANSACTION STATUS, which indicates that Bolt is reviewing the order. Following are the statuses that the Order may take after review:

The following screenshot shows the possible BOLT TRANSACTION STATUS

Custom Configuration

You can apply some custom flows on the sales order depending upon the transaction status from Bolt. This setting can be configured in Bolt Config custom record. You can also have some standard/custom fields set by our system, this can be configured in Bolt Fields to Set sublist on Bolt Config record.

If you want to apply some custom changes in the sales order (when the Bolt transaction has status = completed), for example, change the status of the sales order from Pending Approval to Pending 1. Fulfillment, then you can use the Bolt Configuration Custom Record to apply this change.

1. Go to Bolt Configuration custom record, under Custom Setting sub-tab.
2. Check the Use Custom Settings checkbox.
3. Fill the field Order Status field by choosing Pending Fulfillment from the list.
4. If you want to apply some more changes then, under the Bolt Fields to Set sublist, enter the internalid, type, value of the field which is present on the sales order and in which you want to make changes.
5. For Free Form Text type selected, fill Free Form Value column.

Refunds

Refunds are best processed by issuing a refund through NetSuite ERP, as the Bolt Merchant Dashboard will not automatically sync with your order management system.
See more information in our support site article: Issue a Refund
You will find the NetSuite ERP Documentation here.

Using the Netsuite ERP

This section will help walk you through how to use the Netsuite UI to accomplish some of the fundamental processes.

The processes covered are as follows:

• How to create an order using Bolt Payment
• How to refund a Bolt payment
• How to void an order

Known Limitations

1. To execute a Refund in Bolt, a Cash Sale or Return Authorization must exist.
2. The Cash Sale has to be created from a Sales Order where the payment was made through Bolt Checkout.
3. The Cash Sale has a field called Createdfrom, indicating the originating Sales Order.
4. The Cash Sale has a Subtab called Bolt, where all the related fields from Bolt are displayed.

These field values are the same as the values in the Sales Order.

1. If a Cash Refund is created from a Return Authorization, then that Return Authorization must be created from a Sales Order whose payment was processed via Bolt Checkout.
2. For a Bolt refund to work, the Cash Refund record must include the reference number of the original Bolt transaction.
3. The sequence needs to be: Cash Order > Cash Sale > Cash Refund

How to Create an Order

Step 1 — Create a Sales Order

1. Go to Transactions > Sales > Enter Orders.
2. In the Customer field, select a customer from the dropdown list.
3. Under Custom Form, select “HM Sales Order - Cash Sale”
4. Enter the Date of the transaction. The current date is set by default
5. Select the order Status. The default Status is determined by the company's accounting preferences. For Bolt, the Status is set to Pending Fulfillment by default.
6. Scroll down until you see the lower subtab selections.
7. In the Item subtab, use the dropdown to select an item.
8. Click the Add button to add the item to the order. To alter the quantity, enter the Quantity cell and type in the correct number and then click the Add button.
9. In the Shipping subtab, select the proper shipping method.
10. In the Payment subtab, use the Payment Method dropdown to select Bolt. These are the minimum steps required for a Sales Order to be created using Bolt Checkout.
11. You may enter additional details into the order form such as shipping address, billing address, and other various order details. Since this is an ERP the users billing and shipping address should already be preloaded.
12. Click Save.

Step 2 — Checkout with Bolt

Once a Sales Order is created, the user interface automatically refreshes and you will see the order with the Bolt Checkout button.

1. Click the Bolt Checkout button on the Sales Order.
2. Bolt Checkout will popup. This method is a requirement of how Netsuite allows Bolt to integrate.
3. Enter the payment details and click Pay.

Step 3 — Verify the Bolt Transaction

1. Scroll to the bottom of the page and select the Bolt subtab. Make a note of the Bolt Reference Number, Bolt Transaction Token, and Bolt Transaction Status fields.
2. In Netsuite, you need to fulfill an order in order to set it into the next state which is Billing. Fulfilling a sales order prior to billing is a standard Netsuite feature.
3. Click the Fulfill button.
4. Then click Save.
5. In Netsuite, you need to click the Bill button in order for the system to create a Cash Sale Record. The record is needed to do a refund later.

6. Click the Bill button and then click the Save button.

Step 4 — Recap

1. The Sales Order has been created in Netsuite
2. The Sales Order has been authorized and captured via Bolt (Auto-capture only)
3. There is no Refund button on the final transaction order page because in Netsuite you have to fulfill and bill the order in order to refund.
4. We then fulfilled the order and billed the Sales Order based on standard Netsuite workflow. This automatically created a Case Sale Record in the system for us.

Refunding an Order

Step 1 — Refund the cash order

In order to refund an order in Netsuite ERP, the sales order must be captured and the order must be Fulfilled and billed in order to create the associated Case Sale. A refund is only done on the Cash Sale Record.

1. Go to Transactions > Sales > Enter Cash Sales > List.
2. Click the View link next to the Cash Sale for which you need to create a Refund. Cash Sales must be created from the Sales Order made via Bolt.
3. Click on the Refund button on the Cash Sale and then click Save.
4. The refund is sent to Bolt. Scroll to the bottom and verify the Bolt refund details.
5. Log into the Bolt Merchant Dashboard - “Netsuite integration” and view the transactions.

Step 2 — Recap

• We found the Cash Sales associated with our Sales Order.
• We initiated a Refund on the Cash Sale that refunded on Bolt.
• We verified the refund in Netsuite by viewing the Bolt refund transaction details in the Cash Sales Record.
• We verified the refund details in the Bolt Merchant Dashboard.

How to Void an Order

The Void button in NetSuite is only available when the transaction is put into the Review state By Bolt. Contact Bolt Support if you need to void a transaction. When a transaction is Completed the Void button will be removed from the Netsuite UI.