The refund lifecycle in Subotiz ensures that every refund request is processed in a structured, transparent, and consistent way. From initiation in a Trade order to the creation of a Refund order and the update of related invoices, the lifecycle maintains alignment across billing records and payment history. This provides merchants with a clear view of refund activities, supporting accurate reconciliation and reliable financial reporting.
Refund Lifecycle Overview
Refunds follow a structured sequence to ensure accurate record-keeping:
- Initiate from a Paid Trade order: Refunds can only be created for completed payments with a Paid status.
- Generate a Refund order: Subotiz automatically creates a Refund order when a refund request is submitted.
- Submit to the payment provider: The request is sent to the connected payment gateway (e.g., PayerMax, PayPal).
- Update Refund order status: The status updates to Processing, Completed, or Failed based on the provider’s response.
- Update related records: Once completed, the system updates the associated Trade order and invoice to reflect the outcome.
Refund Amounts
Refunds can be processed flexibly based on the amount entered:
- Refundable balance: Merchants can enter any amount up to the displayed refundable balance.
- Full refund: Sets the invoice status to Refunded and clears the balance.
- Partial refund: Updates the invoice status to Partially Refunded and shows the remaining balance.
- Multiple refunds: Allowed, as long as the total refunded amount does not exceed the original payment.
Refund Failures
Failed refunds are clearly marked to prevent record inconsistencies:
- Failed status: The Refund order is flagged as Failed.
- Preserve accuracy: The related invoice remains unchanged.
- Retry option: Use the Refund orders dashboard to identify failed entries and retry once the issue with the payment provider has been resolved.
Refund Status Visibility
Refund results can be tracked in two main locations:
- Refund orders dashboard
- Displays statuses: Processing, Completed, or Failed.
- Lists the refunded amount, linked Trade order ID, and channel refund ID.
- Invoice view and PDF
- Updates the invoice status to Refunded or Partially Refunded.
- Reflects adjusted totals after confirmation.
- Updated PDFs can be downloaded for internal records or customer communication.
Best Practices
- Verify invoice updates: Check invoice statuses after each refund to confirm accurate outcomes.
- Monitor failed refunds: Track Failed entries in the Refund orders dashboard and resolve promptly.
- Use updated invoices: Download the latest invoice PDF for reconciliation or customer sharing.
The refund lifecycle in Subotiz connects Trade orders, Refund orders, and invoices into a unified process. By maintaining consistency across modules, merchants gain transparency into every refund event, reduce manual errors, and ensure billing records remain accurate and auditable.