Creating a refund / credit note

At some point every shop will need to make a refund, and to make your administration correct you have to create a credit note for this purpose. WooCommerce PDF Invoices & Packing Slips Professional makes creating a Credit Note from a refunded order a breeze, but creating a correct refund in WooCommerce is not directly evident. This small tutorial shows how to do this.

First of all, it’s important to know that there’s basically two ways you can create a refund: you can simply enter the total amount refunded, or you can enter the quantities of products that are refunded. We need the latter method, because we need all the information for the refund at the product level to be able to create a complete credit note that also includes all the tax information. Note that you need at WooCommerce 2.2.7 or later for refunds.

On the WooCommerce edit order screen, you will see something like this:

WooCommerce refunds step 1

 

To create a refund, click on the Refund button. New edit fields will appear. You can simply enter the quantity of items you want to refund, and WooCommerce will calculate the corresponding prices. We recommend to primarily use the per-product edit fields. If you only enter the total refunded amount, taxes will not be calculated, which is important if you want to create Credit Notes. You may also enter a reason for refund.

WooCommerce refunds step 2

After you have entered the refunded quantities/amounts, hit the refund button and you’re done:

WooCommerce refunds step 3

One order can have several separate refunds, so when you press the ‘Refund’ button again, it will create an additional refund rather than edit the existing refund. It is currently not possible to edit existing refunds, but you can delete a refund and then recreate it.

If you have WooCommerce PDF Invoices & Packing Slips Professional, you are now ready to create a Credit Note!

Refresh the order page, and you’ll find a new button to create the PDF Credit Note in the right sidebar under “Create PDF”. You can also create the Credit Note from the order list page, by pressing the PDF Credit Note button button, or via the bulk actions in the top left. Easy!

An extra Customer Credit Note email is available with the Professional extension. You can configure this email via WooCommerce > Settings > Emails > Customer Credit Note. In addition to the email subject, heading and body, you can also set the plugin automatically send the credit note email when the status is set to refunded (make sure you have actually created the refund before that). Don’t enable the option to automatically send the email, you can send it manually via the Order Actions on the order page (top right).