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:
- Open the Order Details page.
- Click Create Refund.
- Fill in the refund details:
| Field | Description |
|---|---|
| Refund Method | How the money will be returned to the customer |
| Amount | The refund amount |
| Notes | Optional notes about the refund |
- Review and click Submit.
Refund Methods
| Method | Description |
|---|---|
| Cash | Refund given as physical cash |
| Online | Refund via digital channels (card reversal, InstaPay, mobile wallet, bank transfer) |
| Receipt | Refund documented with a receipt (proof of refund transfer) |
| Store Credit | Refund added to customer's store credit balance |
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 Number | Unique refund identifier |
| Order Number | The related order |
| Customer | Customer name |
| Status | Pending, Processed, or Cancelled |
| Method | The refund method |
| Amount | Refund amount |
| 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 Pending, Processed, or Cancelled
- 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 |
| Processed | Refund has been completed |
| Cancelled | Refund was cancelled |
Processing a Pending Refund
You can process pending refunds from either:
- The Refunds list page — Click on a refund to open its details
- The Order details page — Navigate to the Refunds section
- Open the refund details.
- Review the refund information (amount, method, customer).
- Click Process to confirm the refund has been sent.
- The status changes to Processed.
Cancelling a Pending Refund
If you need to cancel a pending refund:
- Open the refund details from the Refunds list or Order details page.
- Click Cancel.
- The refund status changes to Cancelled and the refund will not be processed.
Note
Only Pending refunds can be cancelled. Processed or already cancelled refunds cannot be cancelled.
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.