Editing and deleting a refund

What this does

You can edit a refund to change the refunded items, quantities, or amounts—but only while it is still in draft or pending status. Once a refund is completed, it must be cancelled rather than edited. You can delete a refund only if it is in draft status.

Before you start

• Permission to edit or delete refunds (ask your system administrator if unsure)
• The refund must be in draft status to delete it
• Completed refunds cannot be deleted or edited—they must be cancelled instead
• If approval workflow is enabled, you may not be able to edit a pending refund (depends on your role)

Editing a refund in draft status

1. Go to Refunds list.
   Open Refunds in Usystems

2. Find the refund you want to edit and click on it.

3. Click Edit (or look for a pencil icon).

4. Change the refunded items, quantities, or reason as needed.

5. Click Save to store your changes.

The refund remains in draft status until you submit it for approval or mark it complete.

Editing a refund in pending status

1. Go to Refunds and open the pending refund.

2. If your role allows, click Edit.

3. Make your changes and click Save.

If you do not see an Edit option, your role may not permit editing pending refunds. Contact your administrator to request approval or ask them to unlock the refund.

Deleting a draft refund

1. Go to Refunds and find the draft refund.

2. Click on it to open the detail view.

3. Click Delete (usually a trash icon or red text).

4. Confirm the deletion when prompted.

The refund is permanently removed and does not appear in reports or refund history.

Cancelling a completed refund

If a completed refund must be undone, do not try to delete it—instead, cancel it:

1. Open the completed refund.

2. Click Cancel (or a similar option).

3. Confirm the cancellation.

The refund is marked cancelled. Its accounting impact is reversed, and the customer's invoice balance adjusts accordingly. The original refund record remains in your history for audit purposes.

Accounting impact

• Editing a draft refund: no accounting impact until it is submitted.
• Editing a pending refund: depends on your workflow rules (may post to GL immediately or wait for approval).
• Deleting a draft refund: no accounting impact.
• Cancelling a completed refund: reverses the refund's original GL entries, restoring the customer's balance.

Tips & common mistakes

• Draft vs. pending: A draft refund has not been submitted yet. If you want to make major changes and don't need approval, keep it in draft. Once submitted (pending), it may be locked.
• Can't edit a pending refund? Check your role and permissions. Some workflows lock pending documents until approval.
• Deleting vs. cancelling: Use delete only for draft refunds you created by mistake. Use cancel for completed refunds that need to be reversed.
• Audit trail: Cancelled refunds remain visible in reports so you have a complete record of all refund activity.