Vinculum Knowledge Central

QuickReturns & Vinculum Integration Process Flow

Introduction to QuickReturns

QuickReturns is an AI-powered returns management platform that automates and streamlines the returns process for e-commerce businesses. It provides a seamless experience for customers while improving operational efficiency for sellers. Its automation ensures a seamless, end-to-end return process, benefiting both the seller and the customer.

Key Features and Benefits

• Customizable Return Portals: QuickReturns allows businesses to create branded return portals, enabling customers to initiate returns easily.
• Flexible Return Policies: Sellers can define and enforce return rules, and exchange policies, tailored to business needs.
• Real-Time Tracking & Insights: Provides instant updates on return status and analytics for better inventory and decision management.
  For more information visit: https://quickreturns.ai/

Why QuickReturns

Integrating QuickReturns with Vinculum provides e-commerce businesses with a fully automated returns workflow for Shopify (Delivered Returns Only). This integration ensures returns are handled efficiently, inventory remains accurate, and customers have a smooth experience.

Key benefits of this integration:

• Automated Return Creation: Approved returns in QuickReturns are automatically created in Vinculum, eliminating manual data entry.
• Efficient Reverse Logistics: Vinculum assigns pickup partners and generates AWB numbers.
• Accurate Inventory Management: Returned items are updated in Vinculum WMS, ensuring stock accuracy across all channels.
• Real-Time Visibility: Return approvals, pickup status, and inbound confirmations are synchronized between both systems.

QuickReturns & Vinculum Process Flow:

The following flow explains how a delivered return is managed end-to-end between QuickReturns, Vinculum, and Shopify.

1. Return Initiation:

• A buyer initiates a delivered return request on the Shopify storefront (using QuickReturns URL embedded over the frontend).
• In case return is cancelled then also inform will flow from QuickReturns to Vinculum. 

2. Return Approval:

• The seller reviews the request on the QuickReturns panel.
• If approved, QuickReturns triggers the next steps; if rejected, QuickReturns notifies the buyer and the process ends.
• Approval can be automated or manual depending on the business rules configured on the QuickReturns panel.

3. Return Creation in Vinculum:

• Upon approval (either manual or auto), QuickReturns creates a return order in Vinculum using the Return Create API.
• Vinculum generates the reverse pickup request and assigns the reverse logistics partner.

4. Reverse Pickup Coordination:

• Vinculum shares the reverse pickup details (AWB, partner, status) with QuickReturns via webhook.
• QuickReturns updates these details back to Shopify so the buyer can track the pickup.

5. Reverse Logistics: The assigned reverse pickup partner collects the product from the buyer and delivers it back to the seller.

6.    Inbound Processing – Two Possible Paths

• Seller can opt for either from below options.
• Point 1 to 5 remains same for both the below mentioned flow.

7. Inventory Synchronization: Once inbound is complete (via either option), Vinculum WMS updates the stock, and the updated inventory is pushed back to Shopify and other associated channels to ensure accurate availability.

8. Closure:

• The return is fully processed, and both buyer and seller receive final status updates.
• Refund (payout) is managed by the seller using QuickReturns panel.

Configurations at QuickReturns Panel:

1. Login to the panel https://app.quickreturns.ai/ login with the email and password provided by QuickReturns team. 
2. After successful login, user will land to homepage, navigate to Settings then Integrations.
3.  Next, navigate to MISC. tab and select Vinculum settings. (Refer to fig 1.0)

Fig 1.0

4. Once the user clicks the Settings icon for Vinculum, a Configuration Page opens where essential integration details must be entered. (Refer to Fig. 1.1)

Follow the steps below to complete the setup:

1. Toggle “Enable Integration” on (top-right corner of the screen) to activate the Vinculum connection.
2. API Key and API Owner will be received from Vinculum which will be used to call return and inbound creation API’s of Vinculum.
3. Base URL will be provided by Vinculum, i.e. login URL of the seller on vinculum portal.
4. Channel Code will be the channel code of Vinculum system like “M01” for the respective Shopify account.
5. Return Location: There are two option either select “Back to Fulfilled Location” or “Specific Location”.
   i. Back to Fulfilled Location: Return will be created on the location from where it was originally fulfilled.
   ii. Specific Location: Enter a specific Vinculum Location Code (e.g., WH1) so that all returns for this channel are created at one designated location.
6. Good Bin Code: This will be required for inbound, QuickReturns will sent the inbound request to Vinculum using this Bin code if the product is good. All the locations should have same bin code which is mentioned here.
7. Bad Bin Code: This will be required for inbound, QuickReturns will sent the inbound request to Vinculum using this Bin code if the product is bad. All the locations should have same bin code which is mentioned here.
8. Enable the Webhook option to allow Vinculum to push return status updates back to QuickReturns in real time.
9. Enter the Webhook Key and Authorization Key provided by QuickReturns. These keys secure the data exchange between the two systems.
10. After completing all fields, click Save to finalize the integration settings.

 Fig 1.1

QuickReturns Configuration at Vinculum:

API Key Creation: 

• The user must create a dedicated API Key in Vinculum with all the required access rights for both the Return Creation and Inbound Creation processes. (Refer Fig 1.2 for the list of APIs)
• This API Key, along with the API Owner details, will be used by QuickReturns to securely call Vinculum’s APIs for creating return requests and inbound entries. 

Webhook Configuration: 

• Configure a webhook in Vinculum system to enable automatic return status updates to be pushed back to QuickReturns. 
• Kindly select all the applicable return events for which a webhook should be triggered to send real-time updates.
• The Webhook URL will be provided by QuickReturns, and it must be entered exactly as shared to ensure proper data flow.

Fig 1.2

FAQS

Q. Is this Integration limited to a Shopify? 

A. Yes, QuickReturns is limited to Shopify store only.

Q. Who manage Reverse Pickup?

A. Vinculum assigns the reverse logistics partner configured in seller instance, generates AWB numbers, and manages scheduling. Pickup details are shared with QuickReturns.

Q. How is Inventory updated after returns?

A. Once the returned item is inbounded into Vinculum WMS, stock levels are updated automatically and synced with the e-commerce platforms. QuickReturns does not update inventory directly to prevent mismatches.

Q. What happens if a return is rejected in QuickReturns?

A. The return will not be created in Vinculum, and QuickReturns will notify the customer automatically with the rejection reason.

Q. Who is responsible for processing the customer refund?

A. Refunds are handled entirely by the seller/merchant using QuickReturns platform.