How you refund depends on whether the invoice is still open or has been finalized (status "Posted").

Refunding an open invoice (Pending or Partial)

Open the invoice and click "Issue Refund". In the modal

  1. Enter the refund amount (capped at the amount paid).
  2. Allocate the refund across the original payment methods. By default refunds go back to the same method the customer paid with; the table shows the available cap per method.
  3. Enter a reason (required) and a reference number (check #, card last 4, auth code).
  4. If items were physically returned, check them in the "Return Items to Stock" list so quantities go back into inventory. Uncheck for overpayment refunds where nothing came back.
  5. Click "Issue Refund".

Managers can override the same-method rule when needed (for example, a card has expired) by checking "Override method restriction" and entering a reason.

Refunding a Paid or Posted invoice

A Posted invoice is locked and is never edited. A Paid invoice is treated the same way: the money was collected but the sale was never finalized, and it is just as real, so it takes the same auditable path. Refunding either one creates a separate, linked Refund document (REF-XXXX) that restocks the returned items and sends the money back, while the original sale stays intact. Open the Paid or Posted invoice, click "Start a Refund", mark the returned items and their destinations, then choose how to return the money and issue it. For the full walkthrough, see "Refunding a finalized (Posted) invoice".

Voiding

To void a single payment: in the Payment History section, click "Void" next to the payment. This reverses it without recording a refund. Use it to fix a data-entry mistake, not to give money back.

To void the entire invoice: click "Void" in the invoice toolbar. The invoice stays visible for audit but no longer affects financials. Voiding is for open invoices (Pending or Partial); a Paid or Posted invoice is corrected with a Refund document instead.