The Refund orders feature in Subotiz Transaction module provides merchants with a structured way to track and manage returned payments. Each Refund order is directly linked to a completed Trade order, ensuring accurate visibility of full and partial refunds. This keeps billing records consistent with actual transaction outcomes and maintains transparency in customer reimbursements.
Refund Order Creation
A Refund order is automatically generated after a refund request is submitted. It reflects either a full or partial refund processed through the connected payment gateway. Refund orders are always tied to successful Trade orders and cannot be created directly from invoices.
Refund orders are generated in the following cases:
- A merchant manually issues a refund from a Trade order.
- The system processes an eligible refund automatically, such as after a subscription cancellation or billing adjustment.
Each Refund order is updated in real time based on the response from the payment provider, and its current status is displayed in the admin dashboard.
Refund Types
Subotiz supports two types of refunds:
- Full refund: Returns the entire payment amount in one transaction. Only one full refund can be issued per Trade order.
- Partial refund: Returns a portion of the original payment. Multiple partial refunds are allowed, provided the total refunded amount does not exceed the original charge.
Refund Order Statuses
Each Refund order includes a status that reflects its processing stage or outcome:
- Processing: The refund request has been sent and is awaiting settlement by the payment provider.
- Completed: The refund has been successfully processed. The amount has been returned to the customer’s original payment method.
- Failed: The refund request was rejected or did not complete successfully. Retry the request or follow up with your payment provider if needed.
Relationship with Invoices
Refund orders are not created from invoices. However, once a refund is confirmed:
- The related invoice will update to Refunded (for full refunds) or Partially Refunded.
- If a refund fails, the invoice status remains unchanged.
Viewing Refund Orders in the Admin
Access Refund orders: Go to Transaction > Refund orders in the Subotiz admin. Each entry shows key details such as Refund order ID, original Trade order ID, channel refund ID, customer ID, refund amount, creation date, status, and description.
From this dashboard, you can:
- Search by Refund order ID, Trade order ID, or Channel refund ID.
- Filter by refund status (Processing, Completed, Failed).
- Set a custom date range using the calendar selector.
Refund Orders in Subotiz provide clear visibility into all refund transactions. Use this dashboard to track refund progress, confirm outcomes, and ensure your invoices accurately reflect the status of returned payments.