Printing a refund document

What this does

Printing a refund document generates a formatted PDF or paper copy that shows all the refund details: the original invoice number, refunded items and quantities, refund amount, reason, and the refund date. You can send this to the customer as proof of the refund, or keep a physical copy in your files.

Before you start

• The refund must be in at least pending status (draft refunds cannot be printed)
• Printing permission (usually available to all users)
• A printer connected to your device, or PDF viewing software on your computer
• A refund template configured (your administrator sets this up)

How to print a refund

1. Go to Refunds.
   Open Refunds in Usystems

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

3. Look for a Print button on the refund page (usually at the top or in a menu).

4. Click Print. A PDF or preview will appear.

5. If printing to paper:

   • Click Print on your browser or PDF viewer.
   • Select your printer and click Print again.

   If saving as PDF:

   • Choose "Save as PDF" as your printer and click Print.
   • Choose a location and filename, then save.

Customizing the printed output

The look and layout of your refund printout depend on the refund print template your administrator configured. Templates often include your company logo, header, footer, and custom fields.

To use a different template:

1. Open the refund.

2. Look for a Template dropdown or Choose Template option before printing.

3. Select the template you prefer.

4. Click Print.

If you don't see a template option, ask your administrator to enable it or set up additional templates.

Tips & common mistakes

• Draft refunds won't print: Only pending, completed, and cancelled refunds can be printed. Save and submit your draft first.
• Template not showing? Check with your administrator—templates must be created and assigned to refund documents.
• Page size or layout wrong? Ask your administrator to adjust the template or your print settings (portrait vs. landscape, paper size).
• Keep digital and paper copies: Print a copy for the customer and save a PDF to your records for easy lookup later.