Review payments and invoices, and refund a payment

Before you start

Collect a payment explains recording received money. Check for an existing payment before recording another one.

Inspect payments and invoices

1. 1

   Step 1: Open the payment history

   Choose •••, then Payments and Invoices. Start on Payments.

   Read the request and transaction rows, their states and any Store credit or deposit label. The Refunds section records returned amounts.

   

2. 2

   Step 2: Cancel an unwanted request

   Find the open request and click Cancel request. Read the warning before confirming Cancel invoice.

   The customer's link stops working. Choose Keep if the request should remain available.

   Cancelling a request is not a refund. It withdraws that unpaid request rather than returning money already received.

3. 3

   Step 3: Mark a received deposit paid

   On an eligible deposit row, click Mark as paid. Enter How was it paid? and confirm Confirm paid only after checking receipt.

   The deposit is marked paid in Shopify, and its payment link stops working. View deposit order opens its Shopify record.

4. 4

   Step 4: Open the invoice versions

   Switch to Invoices. Read the CURRENT and ARCHIVED badges and each version's Total, Paid, Refunded and Balance Due.

   Use Open or Download for the version you need. Quote and order PDFs covers the other document routes.

   

   The order menu has no separate invoice-download action. Use this tab when you need the current invoice or an earlier copy.

Refund the correct payment

1. 1

   Step 1: Choose the refund route

   For a cash refund, choose •••, then Refund Payment. Refund (Cash) opens.

   For a card refund or item return, open the Shopify order instead. Shopify handles the card transaction and any return or restock choices.

2. 2

   Step 2: Check the refundable amount

   Read Paid to date, Refunded and Refundable. For a split sale, choose Refund from to identify the correct part.

   Enter Amount, or use a suggested quick amount and verify it. The refund is limited by recorded payments and Shopify's allowed maximum.

   

3. 3

   Step 3: Confirm the intended cash refund

   Review the amount and click Refund when the cash-refund action is appropriate. Check the resulting refund row and totals.

   This action records a cash refund without item lines. It does not return money to the original card or restock the goods.

4. 4

   Step 4: Handle a deposit refund separately

   For a payment made through a separate deposit order, open View deposit order and refund it in Shopify.

   OrderPilot puts the refunded portion back onto the main draft's balance. Check both records after the update.

   Split orders explains selecting the right part. Store credit issued through a warranty claim follows the claim-resolution route.

Check payment history on POS

1. 1

   Step 1: Open the history

   Open the created quote or order and tap Payment History. Read the amounts, status badges and Requested on dates.

   If it says No Payments Yet, no rows are shown in this history view. Check the sale's summary as well.

2. 2

   Step 2: Compare the totals

   Read Total Paid, the quote or order total, and Remaining Balance. On a split sale, inspect both labeled payment parts.

   The part headings distinguish pickup from delivery. Match the payment to the part you are discussing with the customer.

   

3. 3

   Step 3: Check Shopify when a payment is missing

   This screen is built around OrderPilot payment requests. If a payment was taken directly in Shopify POS, check Shopify's transaction record.

   Do not collect again solely because this list lacks a row. First establish whether the payment already exists.

What happens next

A recorded refund updates the refunded amount and payment state, and adds activity. Invoice history retains snapshots for later reference.

Refund Owed means payments exceed the current sale total. It identifies a balance to investigate; it does not itself issue a refund.

Invoice files normally use the invoice number with later-version suffixes. Custom-numbered records omit the normal invoice prefix.

Important notes and tips

An archived invoice shows a saved version. Use it to understand what the figures were then, and use the current version for today's balance.

If something goes wrong