The workflow's first flow triggers automatically every three minutes, polling Shopify for newly created return requests. Each detected return—including the order ID, customer ID, line item SKUs, quantities, and unit prices—is forwarded so a matching return request can be created in SAP Business One.

The Shopify order ID is used to look up the original sales order in SAP Business One, retrieving tax codes and other document details needed for the return request. A second search checks if a return request with the same Shopify order reference already exists. A decision node then ensures the return request is only created when no duplicate is found.

When no existing return request is found, a new return request is created in SAP Business One. It includes the Shopify customer ID as the card code, the Shopify order ID as the external reference number, the return date, and all line items with their item codes, quantities, unit prices, and tax codes from the original sales order.

The workflow's second flow triggers every three minutes, polling SAP Business One for newly created credit notes. Once the back-office team verifies returned items in the warehouse and generates a credit memo in SAP, this trigger picks it up and initiates the refund process in Shopify.

Using the Shopify order reference from the credit note, the workflow retrieves the full Shopify order—including transaction IDs, payment gateway, and line item details. A refund is then created on the Shopify order with the correct transaction amount, gateway, line item quantities, and a REFUND transaction type, completing the return cycle for the customer.