How Amazon returns and refunds sync into Qoblex

When a buyer returns an item or is refunded on Amazon, Qoblex picks that up on its own and records it against the original sale order. You do not need to re-key the return or the refund by hand. Qoblex checks Amazon for new returns on a regular schedule, matches each one to the order it already imported, and then writes a return and a refund against that order.

This article explains how often Qoblex checks, how a return is matched to the right sale order, and exactly what Qoblex records when a return or refund arrives, including how it handles stock.

How often Qoblex checks for returns

Qoblex checks Amazon for new returns and refunds automatically, roughly every 30 minutes. Each check looks at the recent window of activity on your Amazon account, so a return you see on Amazon will normally appear in Qoblex within about half an hour, without any action from you.

You do not start this yourself and there is no button to press. As long as your Amazon connection is finished and active, the check runs in the background for your account.

Returns can only be imported once your Amazon setup is complete. If the connection is still pending, or your Qoblex plan has expired, the return check is skipped until that is resolved.

How a return is matched to the original order

Every return Amazon reports is tied to the Amazon order it came from. Qoblex uses that Amazon order reference to find the matching sale order it already imported for the same Amazon connection.

• If Qoblex finds the original sale order, it records the return and refund against it.
• If Qoblex cannot find a matching sale order, it does nothing for that return. This normally means the original order was never imported into Qoblex.

Because the return is attached to the order Qoblex already has, the returned items, quantities, and charges line up with the lines on that original order.

What Qoblex records when a return arrives

For each return Amazon reports against an order, Qoblex creates a return on the matching sale order and marks it Authorized. The return covers the specific line items and quantities Amazon reported as adjusted, matched back to the lines on the original order.

Returned stock is not added back into your inventory automatically. When Qoblex records a return from Amazon against a shipped order, the return line items are created without restocking. If you want the returned units back in stock, adjust the stock yourself in Qoblex.

What Qoblex records for the refund

Alongside the return, Qoblex records a refund on the same sale order and marks it Authorized. The refund reflects what Amazon refunded:

• The refunded quantity for each affected order line.
• The refunded amount for each line, taken from the product charge and tax that Amazon reversed.
• Any other reversed charges (for example non-tax fees Amazon reported) are added as separate refund lines on a tax-exempt basis.

The result is a return and a refund that sit against the original Amazon sale order in Qoblex, so the order’s history reflects what happened on Amazon.

Partial returns and repeated checks

Not every return covers a whole order. A buyer may send back one item out of several, and an order can be returned or refunded in more than one event over time. Qoblex handles this by recording each return event separately against the order.

• A partial return records only the items and quantities Amazon reported for that event.
• If more items are returned later, that later return is recorded as its own return and refund.
• Qoblex does not record the same return or refund twice. If a return or refund has already been written against the order, the repeated check skips it, so re-checks do not create duplicates.

Troubleshooting

If a return or refund is not showing up as expected, work through the checks below before contacting support.