Refunds

Creating a Refund

Refunds are initiated 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.
2. 2Click the 'Refund' button in the header (available to Admin, Manager, and Cashier roles).
3. 3The refund dialog opens showing the sale code and available refund options.

Choosing a Refund Type

Fixmo supports three refund types to handle different scenarios.

• Full — refunds all remaining items in the sale. An info box confirms: 'All remaining items will be refunded and restocked.' The total is calculated automatically.
• By Item — lets you select specific items and quantities to refund. Each item shows the remaining refundable quantity and a restock action dropdown.
• By Amount — lets you enter a custom refund amount up to the maximum refundable balance. Use this for goodwill gestures or partial settlements.

Restock Actions for Returned Items

For item-based refunds (Full or By Item), you choose what happens to each returned item.

• Restock (Good Condition) — the item is returned to inventory stock at the branch. Serial units return to In Stock status.
• Damaged (Customer) — the item is marked as damaged and not restocked. Useful when the return is due to customer-caused damage.
• Defective (Factory) — the item is marked as defective. Serial units are set to Defective status.
• No Restock — the item is not returned to inventory. Use this when the item is not being physically returned.

Adding a Reason & Submitting

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

1. 1Select a Reason Category: Defective / Factory Fault, Wrong Item, Customer Changed Mind, Overcharge, or Other.
2. 2Optionally enter additional details in the reason text area.
3. 3Review the Refund Total displayed in the summary.
4. 4Click 'Create Refund' to submit.
5. 5If you are an Admin, the refund is automatically approved. Otherwise, it enters Pending status for approval.

Refund Approval Workflow

Refunds follow a three-stage workflow to ensure proper authorization and processing.

• Pending — the refund has been created and awaits approval from an Admin or Manager.
• Approved — an Admin or Manager has approved the refund. It can now be processed.
• Processed — the refund has been finalized. Stock is restocked (based on restock actions), 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 sale remains unchanged.

Viewing & Managing Refunds

The Refunds page provides a list of all refund requests with search and filtering options.

1. 1Navigate to the Refunds section from the sidebar.
2. 2Search by refund code, sale code, or customer name.
3. 3Filter by status: All, Pending, Approved, Processed, or Rejected.
4. 4Click a refund to view full details, approve, reject, or process it.