Refund

The Refund object in Cloudy Business Ops 360 represents the process of returning funds to a customer or vendor when a Payment (or a part of it) needs to be reversed. Refunds may occur due to overpayment, order cancellations, service issues, or compliance requirements.

This object captures refund details, links them to the original Payment and Transaction, and ensures that financial records remain accurate and auditable.

Purpose of the Refund Object

1. Financial Reversal
   Records full or partial refunds against customer/vendor payments.
   
2. Audit & Compliance
   Maintains traceable details such as Refund ID, Reference #, and refund status.
   
3. Error Handling
   Captures error messages when refund attempts through gateways fail.
   
4. Multiple Refund Methods
   Supports both online (via Payment Gateway) and offline (manual, e.g., cash/bank transfer) refund processes.

Status Values Explained

• Refunded – Refund successfully processed.
  
• Refund Pending – Refund request initiated but not completed.
  
• Partial Refund – Only part of the payment has been refunded.
  
• Failed – Refund attempt failed (check error message).
  
• Cancelled – Refund was requested but later cancelled.

Refund Methods

• Online Refund
  
  • Processed through the Payment Gateway (e.g., Stripe, Authorize.Net).
  • Refunds are triggered digitally, and a Refund Id is returned for traceability.
    
• Offline Refund
  
  • Handled outside the system (e.g., cash, bank transfer, or manual adjustment).
  • Still recorded in Cloudy Business Ops 360 for accounting accuracy.
    

Use Cases in Cloudy Business Ops 360

1. Customer Overpayment Refund
   
   • The customer accidentally pays $1,200 instead of $1,000.
     
   • Refund object created for $200 via Online Refund → Status = Refunded.
     
2. Order Cancellation
   
   • Customer cancels subscription before service starts.
     
   • Full refund processed → Linked to original Payment & Transaction.
     
3. Partial Refund
   
   • Customer requests refund for unused service portion.
     
   • $300 refunded out of $1,000 → Status = Partial Refund.
     
4. Failed Refund Attempt
   
   • Gateway rejects refund request due to expired payment method.
     
   • Refund record shows Status = Failed and logs Error Message.
     

Example Scenario

• Payment: $500 received for Invoice INV-2002.
  
• Refund Created: $200 refund due to product return.
  
• Refund Method: Online via Stripe.
  
• Refund Id: rfnd_7823kjh23
  
• Status: Refunded.
  
• Transaction Link: Connects refund back to the original captured payment.
  

Best Practices

1. Always reserve stock before confirming orders.

2. Maintain clean attribute definitions for accurate inventory tracking.

3. Follow naming conventions for documents (e.g., Q-{0}, SO-{0}, PO-{0}).

Troubleshooting / FAQs

1. Object Number Preferences not updating?  → Ensure ‘Enable Auto-generating Numbers’ to Active on Legal Entities Setup.
2. Quote not saving? or Quote Getting Error ? → Check Default Legal Entity assigned to the user on Setup tabs User Entity Mapping .

Support

If you encounter issues not addressed in this guide, please contact the Cloudy Support Team.