Cloudy Revenue Inventory Knowledge Base

Refund Creation Steps

Cloudy Inventory supports both Online Refunds and Offline Refunds based on the original payment method.

Option 1: Online Payment

Step 1: Navigate to Payment or Transaction

Open the required Payment or Transaction record with a successfully processed payment.

Step 2: Initiate Refund

Click the Refund action.

Step 3: Select Refund Method

Select Online Refund.

Step 4: Enter Refund Details

Provide the required information:

• Refund Amount (Either Full Refund or Partial Refund)
• Refund Notes (if applicable)

Step 5: Process the Refund

Click Refund to submit the refund request to the configured Payment Gateway.

Step 6: Verify the Refund

Verify that:

• The Refund record is created successfully.
• The refund request is sent to the Payment Gateway.
• The Refund Status is updated based on the gateway response.
• The related Payment, Transaction, and Invoice records are updated accordingly.

Option 2: Offline Payment

Step 1: Navigate to Payment or Transaction

Open the required Payment or Transaction record.

Step 2: Initiate Refund

Click the Refund action.

Step 3: Select Refund Method

Select Offline Refund.

Step 4: Enter Refund Details

Provide the required information:

• Refund Amount (Either Full Refund or Partial Refund)
• Refund Notes (if applicable)

Step 5: Save the Refund

Click Save to create the Refund record.

Step 6: Verify the Refund

Verify that:

• The Refund record is created successfully.
• No request is sent to the Payment Gateway.
• The related Payment and Invoice records are updated according to the application’s business rules.

Best Practices

• Always initiate refunds from the related Payment record.
• Verify the refund amount before processing.
• Use Online Refunds whenever the original payment was processed through a Payment Gateway.
• Use Offline Refunds only for manual payment reversals.
• Record meaningful Notes for refund approvals or special cases.
• Monitor Refund Pending and Failed statuses regularly.
• Review Error Messages for failed gateway refund attempts.
• Maintain accurate Reference # and Refund Id values for reconciliation.
• Ensure refunds are processed under the correct Legal Entity.
• Regularly reconcile Refund records with related Payments and Transactions to maintain financial accuracy.