A refund is given by one person, seen by others and booked by the accountant
Who is involved
| Role | What they do |
|---|---|
| Catalogue manager | Gives the refund. |
| Another refund-permission holder | Anyone else holding the refund permission is told that money was given back. |
| Accountant | Applies the credit note. |
Step by step
- Catalogue manager
Opens a paid order and chooses Refund, by amount or by lines, with a reason.
What they see:The refundable balance and what each line allows.
- Catalogue manager
Confirms the refund.
What they see:The gateway refunds a card payment (Telr and hand-paid orders are marked for a manual refund), and the order shows the refund; a full refund of an unshipped order cancels it.
- Another refund-permission holder
Receives an in-app message naming the order, the amount and the reason.
What they see:The refund is visible to more than the person who gave it, when someone else holds the permission.
- Accountant
Opens the draft credit note in Accounting.
What they see:A credit note for exactly the amount refunded, against the order's invoice where one exists. With Sales Orders, a full refund that cancels an unshipped order makes no credit note.
- Accountant
Applies or discards the draft.
What they see:The books agree with the money given back.
Who is told what
An in-app message goes to everyone holding the refund permission. The credit note is a draft in Accounting.
Related
- Products & Online Store
- Notification Centre
- Accounting & E-Invoicing
- A shopper asks for their data to be erased
- A shopper orders and the shop packs, ships and delivers it
- A shopper sends goods back, the store answers, the warehouse receives, the refund follows
- A paid online subscription order becomes a draft subscription
- Notes and history on products, orders, stores and price lists
- Team workflows