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Creating a Partial Refund

4 min read

Published April 12, 2026

Partial Refund: By Item

The By Item refund type lets you select exactly which items and how many units to refund, with individual restock controls for each item.

  • Each item from the original sale is listed with a checkbox, item name, unit price, and available quantity for refund.
  • The available quantity is the remaining unrefunded quantity (original qty minus previously refunded qty).
  • A quantity input lets you set how many units to refund, up to the maximum available.
  • Each item has a restock action dropdown: Restock (Good Condition), Damaged (Customer), Defective (Factory), or No Restock.
  • The line total for each selected item updates in real time as you adjust the quantity.

Steps: Creating a By Item Refund

Follow these steps to create a partial refund by selecting specific items.

  1. Open the Sale Detail page and click the 'Refund' button in the header.
  2. In the refund dialog, select the 'By Item' refund type.
  3. Check the boxes next to the items you want to refund.
  4. For each selected item, set the quantity to refund using the quantity input. The maximum is the remaining refundable quantity.
  5. For each selected item, choose a restock action from the dropdown: Restock, Damaged, Defective, or No Restock.
  6. Select a Reason Category: Defective / Factory Fault, Wrong Item, Customer Changed Mind, Overcharge, or Other.
  7. Optionally enter additional details in the reason text field.
  8. Review the refund total and click 'Create Refund' to submit.

Note

You must select at least one item to submit a By Item refund. The Create Refund button is disabled until at least one item is checked.

Partial Refund: By Amount

The By Amount refund type lets you enter a custom dollar amount without selecting individual items. This creates a lump-sum refund with no line items.

  • A single amount input field is displayed where you enter the refund amount.
  • The maximum amount is the remaining refundable total for the sale (original total minus all previously refunded amounts).
  • No line items are created, the refund is recorded as a single lump-sum amount.
  • This type is ideal for goodwill gestures, partial settlements, overcharge corrections, or when the return does not map neatly to specific items.

Steps: Creating a By Amount Refund

Follow these steps to create a partial refund by entering a custom amount.

  1. Open the Sale Detail page and click the 'Refund' button in the header.
  2. In the refund dialog, select the 'By Amount' refund type.
  3. Enter the refund amount. The field shows the maximum refundable balance.
  4. Select a Reason Category: Defective / Factory Fault, Wrong Item, Customer Changed Mind, Overcharge, or Other.
  5. Optionally enter additional details in the reason text field.
  6. Review the entered amount and click 'Create Refund' to submit.

Tax Calculation in Refunds

Fixmo calculates the tax portion of each refund based on the original sale's tax settings.

  • Each item uses its own taxRate if one was set when the item was sold. Otherwise, the shop's defaultTaxRate is applied.
  • Tax-inclusive pricing: the tax is extracted from the unit price (price includes tax). The refund total already contains the tax portion.
  • Tax-exclusive pricing: the tax is added on top of the unit price. The refund total includes the base amount plus calculated tax.
  • For By Amount refunds, the entered amount is treated as the total refund value inclusive of any applicable tax.

Frequently asked questions

By Item lets you select specific items, set refund quantities, and choose a restock action for each. By Amount lets you enter a custom dollar amount as a lump-sum refund without selecting individual items. By Item is best for actual product returns; By Amount is best for goodwill adjustments or overcharge corrections.

The maximum refundable quantity for each item is the original sale quantity minus any quantities already refunded through previous refunds. For example, if you sold 5 units and previously refunded 2, the maximum available for a new refund is 3.

Tax is calculated using the item's individual taxRate if set, or the shop's defaultTaxRate. The calculation respects tax-inclusive or tax-exclusive settings. The refund total includes the proportional tax amount for each refunded item.

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