Refunds
How to issue refunds to customers through different payment methods and manage the refund process.
What is a Refund?
A refund returns money to a customer for a completed order. Refunds can be full (the entire order amount) or partial (only part of the order).
Creating a Refund
Refunds are created from the order details (the button is enabled only when the order is eligible — for example, there must be paid amounts left to refund):
- Open the Order Details page.
- Click Create Refund.
- Choose what to refund:
- A specific payment — pick one of the order's refundable payments, or
- A custom amount — any amount up to what is still refundable on the order
- Set the refund method and an optional reason.
- Review and click Submit. The refund is created as Pending.
Refund Methods
| Method | Description |
|---|---|
| Cash | Refund given as physical cash |
| Online | Refund via digital channels — only available when the original payment being refunded was an Online payment |
| Receipt | Refund documented with a receipt (proof of refund transfer) |
| Store Credit | Refund added to the customer's store credit balance — requires the order to have a customer attached |
Managing Refunds
Refunds List Page
Cashvio provides a dedicated Refunds list page where you can view and manage all refunds across your store. Access it from Sales > Refunds in the sidebar.
The refunds list displays:
| Column | Description |
|---|---|
| Refund ID | Unique refund identifier |
| Order Number | The related order (linked) |
| Amount | Refunded amount |
| Method | The refund method |
| Status | The current refund status |
| Date | When the refund was created |
Filtering Refunds
You can filter the refunds list by:
- Order ID — Find refunds for a specific order
- Status — Filter by refund status
- Refund Method — Filter by method (Cash, Online, Receipt, Store Credit)
- Date Range — Filter refunds created within a specific time period
Viewing Refunds from Order Details
Refunds are also visible from the order details page under the Refunds section. Each refund shows the refund number, status, method, amount, and date.
Refund Statuses
| Status | Meaning |
|---|---|
| Pending | Refund created, waiting to be processed |
| Completed | Refund has been processed and the money returned |
| Failed | The refund could not be completed |
| Cancelled | Refund was cancelled before processing |
Processing a Pending Refund
Creating a refund does not move the money by itself — a pending refund must be explicitly processed:
- Open the refund details from the Refunds list or the order's Refunds section.
- Click Process.
- Add optional processing notes and confirm.
- The status changes to Completed. For Store Credit refunds, the customer's balance increases at this point.
Cancelling a Pending Refund
- Open the refund details.
- Click Cancel.
- Enter a cancellation reason (at least 10 characters) and confirm.
Note
Only Pending refunds can be processed or cancelled. Completed refunds are final.
How Refunds Affect Financials
- The refund amount is recorded in the order's payment history.
- Refunds using Store Credit increase the customer's store credit balance.
- Reports and analytics reflect refunded amounts in the relevant metrics.
Important
Refunds do not automatically restore inventory. If a customer returned products, create a Return first to handle inventory restoration, then create a refund for the money.