Confirm the order, original payment reference, approved refund amount and whether products should return to sellable stock. Check any previous partial refunds and the provider's refund limits. Coordinate with fulfilment so an order is not shipped after the refund decision.

1. Open the verified order and choose its Refund action.
2. Enter the intended item quantities and amounts, including the correct treatment of shipping and tax.
3. Choose whether to restock refunded items only when the goods should actually return to available inventory.
4. Add a useful reason without including private payment information.
5. Select the gateway refund action if supported and intended, or the manual record option if funds will be handled outside WooCommerce.
6. Review the result and verify the transaction in the payment provider or banking system.

No. A status change alone is not proof of a money movement. Likewise, a manual refund record does not send funds to the customer. Record the external payment reference when a manual return has actually been completed.

Check the provider before retrying. The refund may have succeeded even if the store did not receive the response. Repeating an uncertain request without reconciliation can create duplicate financial actions. Preserve the timestamp and gateway error for investigation.

Not necessarily. Review the remaining order value and fulfilment obligations. The correct status depends on what remains to be delivered and the gateway's behaviour. Do not cancel all fulfilment automatically when only one line item was refunded.

Check refund notes, customer notification and the provider's processing status. Explain the provider's expected settlement timing without promising an instant bank credit. Verify inventory adjustments and any download or membership access that needs separate handling. Retain the refund record rather than deleting the original order, so financial and operational history remain reconcilable.

• Matching a gateway payment to the correct WooCommerce order
• Adding private and customer-visible order notes
• Checking webhook delivery for a WooCommerce integration
• Configuring WooCommerce tax display and rounding choices

• WooCommerce: Woocommerce Refunds
• WooCommerce: View Edit Or Add An Order
• WooCommerce: Order Statuses