Creating a Full Refund

3 min readPublished April 12, 2026

Initiating a Full Refund

Full refunds are started from the Sale Detail page. Only completed sales can be refunded.

  1. 1Navigate to the Sale Detail page for the sale you want to refund. You can find it through the Sales list or by searching by sale code.
  2. 2Click the 'Refund' button in the page header. This button is visible for sales with Completed status and is accessible to Admin, Manager, and Cashier roles.
  3. 3The refund dialog opens showing the sale code and refund type options.
Note

The Refund button does not appear on Voided or already fully Refunded sales. You can only refund sales that have a Completed status with remaining refundable balance.

Full Refund Selection

When you select the Full refund type, all remaining items are automatically included in the refund.

  • The dialog defaults to the 'Full' refund type.
  • All remaining unrefunded items are auto-selected with the Restock action applied to each.
  • The refundable quantity per item is calculated by subtracting any previously refunded quantities from the original sale quantities.
  • An info box confirms: 'All remaining items will be refunded and restocked.'
  • The refund total is calculated automatically based on the remaining item values.

Adding a Reason and Submitting

Provide context for the refund with a reason category and optional details before submitting.

  1. 1Select a Reason Category from the dropdown: Defective / Factory Fault, Wrong Item, Customer Changed Mind, Overcharge, or Other.
  2. 2Optionally enter additional details in the reason text field to provide more context.
  3. 3Review the Refund Total displayed in the summary at the bottom of the dialog.
  4. 4Click 'Create Refund' to submit the refund request.

After Submission

What happens after you submit the full refund depends on your role.

  • Admin — the refund is automatically approved and the status is set to Approved. You can then process it immediately from the refund detail page.
  • Manager or Cashier — the refund is created with Pending status. A notification is sent to all Admins and Managers alerting them that a refund request needs approval.
  • The refund appears in the Refunds list and on the sale detail page under the Refunds sidebar card.
Tip

Admin users can create and process a full refund in two quick steps: submit the refund (auto-approved), then click Process on the refund detail page.

Frequently Asked Questions

Where do I start a full refund?+
Full refunds are initiated from the Sale Detail page. Navigate to the sale you want to refund and click the 'Refund' button in the header. This button is visible on sales with Completed status.
What does a full refund include?+
A full refund automatically selects all remaining unrefunded items in the sale. If some items were previously refunded through a partial refund, only the remaining quantities are included. The Restock action is applied to all items by default.
Do I need approval for a full refund?+
It depends on your role. If you are an Admin, the refund is automatically approved and goes directly to Approved status. If you are a Manager or Cashier, the refund starts in Pending status and a notification is sent to Admins and Managers for approval.

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