How to prepare a returns CSV for a savings replay

Two required columns, one returned unit per row

Download the blank returns template and open it in your spreadsheet editor. Its headers are Item, Item value and Return reason. The file contains no sample transactions; add your own records before uploading.

Item — optional

Use a product name or an internal reference you can recognize in the report.

Item value — required

Enter the positive eligible refund amount for one returned unit, in USD, after discounts. Do not use landed cost, the whole order total, or a negative sales reversal. Keep shipping, taxes and fees separate from the item value.

Return reason — required

Copy the recorded reason, such as too small, too big, damaged, wrong item or changed mind. Do not invent a reason to fill a gap. Leave incomplete records out of this first batch.

If a record covers several units, allocate the verified item refund amount and create one row for each returned unit. The replay does not expand quantity columns or convert currencies. Keep only USD records for this replay. Remove duplicate rows and unreturned purchases.

Why a Shopify orders export is not enough

Shopify's standard Orders CSV lists line-item prices and quantities. It also lists Refunded Amount at the order level, but does not document a return-reason column. An order refund does not identify which unit physically came back. Do not copy that order-level amount into every item row.

If your returns portal already exports item-level values and reasons, start there instead. Otherwise, use Shopify's reports to locate relevant records, then reconcile them with your return and refund records.

1. In Shopify, open Analytics, then Reports, then Total sales by product. Select your historical processing-date range. Shopify documents an Is reversed = Yes filter for reviewing sales reversals.
2. Check whether your report exposes Return line item reason and physical Returned quantity. Inspect the grouping: a product summary is not necessarily one row per returned unit.
3. Use the report's menu to export CSV when available. If reasons or item refund allocations are missing, fill the template from the underlying records instead.

These are preparation steps, not a guaranteed one-click returns export. Shopify's sales-report documentation distinguishes physical returns from reversals. Reversals also include cancellations, edits, exchanges and refunds without physical returns. Negative Total sales can include taxes, shipping and fees; it is not automatically the item refund amount. See Shopify's report export instructions for the export controls.

Leave shopper details out

Remove shopper names, emails, addresses and payment details before saving your file. Order numbers are optional; an internal reference is enough to reconcile the report. Upload only the data needed for your estimate.

Save as CSV, upload it, then set your keep threshold, credit percentage and receiving cost. Compare the report's item count, values and resolutions with your source records before relying on the estimate. Download the report CSV if you want to review it with a colleague.

Read the result as an estimate

A historical replay does not issue refunds, create store credit or ship replacements. Its estimated savings depend on your costs and the records you included. It does not deduct resale recovery or prove shopper acceptance, photo condition or fraud prevention. A small batch describes that batch, not your entire month.

Read the returnless refund break-even guide before treating avoided handling as profit. If your items are worth recovering, Ship-back can be the better decision. You can view Standard and Network pricing without buying; the replay needs no account or card.