When an invoice reaches the "Posted" status it is finalized and locked, so it is never edited directly. The same applies to an invoice in the "Paid" status, which means the money was collected but the sale was never finalized. To give money back on either one, 1sixty8 Manifold creates a separate, linked Refund document (numbered REF-XXXX). The original sale stays exactly as it was and simply gains a reference to the refund, which keeps your sales and tax history clean.
Start the refund
Open the Posted or Paid invoice and click "Start a Refund". This creates a Refund draft. Nothing has moved yet, and you can delete the draft at any time before issuing it.
Mark the returned items
Under "Returned Items", enter a Return qty for each item the customer brought back, then choose its Destination:
- Restock (saleable): the item goes back into sellable inventory.
- Defective: the item returns to stock as defective and is not saleable.
- Do not add back: nothing returns to inventory (the customer kept it, or it was discarded).
Click "Save Refund Lines". The Refund document totals the merchandise being returned.
Issue the refund
Under "Issue Refund", decide how the money goes back
- Refund to card (Authorize.net): offered only when the original sale was paid by an integrated Authorize.net card charge. It is capped at the amount originally charged to that card, and the card surcharge is refunded on the card portion.
- Refund the remainder by Cash, Check, or Store credit.
Click "Issue Refund" and confirm. This sends the money and locks the Refund document.
Once issued, a Refund is final. The original invoice shows a link back to it but its figures never change. If the sale was not an integrated Authorize.net card charge, refunding straight back to the card is not available yet; refund by cash, check, or store credit.