How do I issue a refund on a payment?

How do I issue a refund on a payment?

How do I issue a refund on a payment?

Refunds are issued from the Payments page. A payment is refundable only when it is completed and has not already been refunded.

Issue the refund

  1. Open the Payments page (Invoicing landing tile: Track payments and issue refunds).
  2. Find the payment. The Refund action appears only when:
    • you have billing:manage,
    • the payment Status is completed (or the legacy paid), and
    • the payment has not already been refunded.
  3. Select Refund.
  4. Confirm in the dialog: Issue a refund of <amount> to <student>? This action cannot be undone.
  5. Select Issue Refund. On success you get Refund issued successfully.

After the refund

The payment Status becomes Refunded. Refunded payments are shown with the Refunded pill and can be filtered with the Refunded status filter.

Full-amount only

The Refund action refunds the full payment amount. There is no field to enter a smaller amount — the confirm dialog states the refund amount as the payment's own total (Issue a refund of <amount> to <student>?), and selecting Issue Refund refunds that full amount. The payment row's refund_amount is a read-only record of what was refunded, not an editable input.

Notes

  • The refund acts on the payment record. HangarOS does not custody funds; the actual money movement is handled through your QuickBooks Online account and its processor. See [[invoicing-overview]].
  • You need billing:manage. See [[invoicing-permissions]].

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