Completely refunding an invoice

A complete refund cancels the entire invoice, returns all money to the customer, and adds all items back to inventory. Use this when an entire order is being returned or the sale is being cancelled.

Before you start

• Permissions: You need the ability to create refunds. Your admin can grant this via Users & Roles → Groups → Your Role.
• The invoice: Must be finalized and not already completely refunded.
• All items being returned: Confirm the customer is returning every item on the invoice.
• Inventory reset: All stock quantities will be fully restored.

Steps

1. Open Refunds and click New Refund. Open in Usystems

2. Select the invoice you want to completely refund.

3. The system pre-fills all line items from the invoice.

4. Keep all items as-is (the system includes the entire invoice by default).

5. Optionally add a note explaining the reason (e.g., "Customer cancelled order" or "Returned defective goods").

6. Click Save or Post to record the complete refund.

7. The full invoice amount is credited back to the customer, and all inventory is restored.

Accounting impact

A complete refund:

• Debits (reduces) the customer's account balance to zero for this invoice
• Credits (reverses) the entire revenue from the original sale
• Restores all inventory quantities to pre-invoice levels

Example: If you completely refund an invoice for AFN 5,000 with 10 items:

• Customer account: −5,000 AFN (balance is cleared for this invoice)
• Revenue: −5,000 AFN (sale is fully reversed)
• Inventory: +10 items back to stock

Tips & common mistakes

• Document the reason: Always include a note about why the entire invoice is being refunded (cancellation, defect, customer request, etc.).
• Partial vs. complete: For returning only some items, use Partial Refund instead.
• Cannot undo refund: Once posted, a complete refund cannot be deleted. If you made a mistake, you would need to create an adjustment or reverse refund.