Refunds Overview

Three Refund Types

Fixmo provides three refund types to handle every return scenario, from full returns to goodwill adjustments.

• Full Refund — refunds all remaining unrefunded items in the sale. Items are automatically selected with the Restock action applied. The refund total is calculated from the remaining refundable balance.
• Partial Item Refund — lets you select specific items and quantities to refund. Each item shows remaining refundable quantity and a restock action dropdown. Use this when only some items are being returned.
• Partial Amount Refund — lets you enter a custom dollar amount up to the remaining refundable total. No line items are created. Use this for goodwill gestures, partial settlements, or overcharge corrections.

Refund Statuses

Every refund moves through a defined lifecycle with four possible statuses.

• Pending — the refund has been created and awaits approval from an Admin or Manager. This is the starting status for Cashier-created refunds.
• Approved — an Admin or Manager has reviewed and approved the refund. It is now ready to be processed.
• Processed — the refund has been finalized. Inventory is restocked (based on restock actions), serial numbers are updated, commissions are reversed, a credit note is generated, and the customer is notified.
• Rejected — an Admin or Manager has rejected the refund with a reason. The original sale remains unchanged and no financial or inventory adjustments are made.

Refunds Analytics Dashboard

The Refunds page displays four summary cards at the top to give you an at-a-glance view of refund activity.

• Total Refunded — the cumulative dollar amount of all processed refunds.
• Pending Count — the number of refunds currently awaiting approval.
• This Month Amount — the total dollar amount refunded in the current calendar month.
• This Month Count — the number of refunds processed in the current calendar month.

Search and Filtering

Find refunds quickly using the search bar and status filter on the Refunds page.

1. 1Use the search bar to find refunds by refund code, sale code, or customer name.
2. 2Use the Status dropdown to filter by All, Pending, Approved, Processed, or Rejected.
3. 3Results load with infinite scroll, 20 refunds per page.
4. 4Click any refund row to open the full refund detail page.

Role-Based Access

Refund capabilities vary by role to ensure proper financial oversight.

• Cashier — can create refund requests. Refunds start in Pending status and require Admin or Manager approval before processing.
• Manager — can create refunds, approve or reject pending refunds, and process approved refunds.
• Admin — can create refunds (auto-approved), approve or reject pending refunds, and process approved refunds. Admin-created refunds skip the Pending stage and go directly to Approved status.