Refunds
Refunds records money paid back to a customer, linked to the return or credit note it relates to.
New RefundLoad
PendingApprovedRejectedCompleted
Refund #CustomerReturn #AmountModeDate
Why and when you use it
When a customer returns goods or was overcharged, you either give credit for the next purchase or pay the money back. Refunds handles the second case, so cash and bank balances stay correct and the refund is tied to its return. The accountant or manager records and approves it.
Before you start
- The sales return saved in Returns, or a credit note issued in Credit Notes
Step by step
- Open RefundsOpen 🏢 Stockivio ERP and choose Refunds. Columns show Refund #, Customer, Return #, Amount, Mode and Date.
- Start a refundPress New Refund and pick the customer and amount, and the return it belongs to.
- Choose the modeSelect how you pay back, for example cash, UPI or bank transfer.
- Save and approveSave the refund. It moves through Pending, Approved or Rejected, and Completed.
- Find refundsUse the status filters and press Load to see refunds for a period.
- Check the moneyThe refund also appears under the Refund filter in Payments and reduces cash or bank.
Worked example
A customer of Mehta Medicals returns an unopened ₹1,240 blood pressure monitor on 8 Nov 2026 and wants the money back by UPI.
- Record the return in Returns linked to the original invoice.
- Open Refunds and press New Refund.
- Choose the customer, Return # of that return, Amount ₹1,240, Mode UPI.
- Save; the manager approves it; mark it Completed once the UPI transfer is done.
Result: The stock is back in inventory from the return, the customer's balance is cleared and UPI collections are reduced by ₹1,240.
💡 Tips
- Refund in the same mode the customer paid where possible.
- Use a credit note instead if the customer will buy again soon.
- Keep refunds approved by a manager for large amounts.
⚠️ Common mistakes
- Paying back cash without recording a refund, so cash in hand will not match.
- Refunding without a return or credit note, which leaves stock and sales wrong.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Saved return in Returns.
- Scene 2: Refunds, New Refund.
- Scene 3: Fill customer, Return #, amount, mode.
- Scene 4: Status Pending to Approved to Completed.
- Scene 5: Refund filter in Payments.