Overview

When operating a business, refunds may be necessary for multiple reasons. Thankfully, the refund process in Configio is quick and easy. To begin, an admin user must log in to the Admin Console and navigate to the Accounts module.

There are two methods to refund in Configio: Refund and Remove, or Refund Only.

Refund and Remove is used in cases where the Customer purchased the Product by mistake and does not want to receive the Product. 

Refund Only is used in cases where the Customer would like a refund but will be keeping the Product, this is in cases where a Customer is unhappy with the Product they received.

This process applies to Products with deposits, layaway, pay to balance owed, and pay in full. It does not apply to Subscription Products.

Refund and Remove

After navigating to the Accounts module, search for the Account that is requesting a refund. Once you've opened the correct Account, select the Order that needs to be refunded. Once the Order is selected, you can view the Order details. To begin the refund process, select the Refund and Remove (trashcan icon) button. A Refund Selected Items button will appear; select this button to open the Refund Screen.

NOTE: Selecting the Refund and Remove button on the line with the Product name will refund and remove all Options and Discounts associated with the product as well.  To refund ONLY an add-on Product or to cancel a Discount, first select the Product to expand it, then select the specific add-on or Discount to refund by selecting ONLY the garbage can icon associated with the add-on or Discount you wish to cancel/refund.

On the Refund Screen, you will choose the Refund Method from the drop-down – this is where the refund will be sent.  Payments can be refunded to their original format, or to Account Balance.

If the payment was made with a credit card, it can be refunded to a credit card, check, cash or Account Balance.  

If the payment was made with a check/cash, it can be refunded to check/cash or Account Balance. If it was made with Account Credit, it can only be refunded to Account Balance.

Then, you will enter the Refund Amount (the field next to the Refund Method drop-down); this is the amount that will be refunded to the Customer.

Each refund will need a Refund Reason entered into the yellow box.

Users can also choose to send a refund email to the Customer by selecting the Check to send refund email box.

Once all details have been entered, select Process.

If you are charging a refund fee or withholding a deposit, enter that amount in the Refund Fee field. This will be deducted from the refunded amount. 

Once the Refund is processed, the Order will show Removed and the funds will either be applied to their Account Balance or applied to their original payment method.

Refund Only

The process to Refund Only is very similar to Refund and Remove. To do this, navigate to the Account and select the Product that is needed to be refunded. Then, you will select the Refund Only button (circle arrow with $ in the middle), and then select Refund Selected Items. 

On the Refund Screen, you will choose the Refund Method from the drop-down – this is where the refund will be sent.  Payments can be refunded to their original format, or to Account Balance.

If the payment was made with a credit card, it can be refunded to a credit card, check, cash or Account Balance.  

If the payment was made with a check/cash, it can be refunded to check/cash or Account Balance. If it was made with Account Credit, it can only be refunded to Account Balance.

Then, you will enter the Refund Amount (the field next to the Refund Method drop-down); this is the amount that will be refunded to the Customer.

Each refund will need a Refund Reason entered into the yellow box.

Users can also choose to send a refund email to the Customer by selecting the Check to send refund email box.

Once all details have been entered, select Process.

This knowledge article provides information on specific Configio features. To ensure continuity with documentation and product functionality, Configio reserves the right to amend or update this knowledge article as needed. For more information, reach out to Configio Support.