Overview
The Refund Transactions report provides visibility of refunds processed within the platform. It can be used to review refund activity, understand how refunds were processed, and support financial reconciliation.
The report contains refund-level information and can be used alongside other transaction reports to investigate individual orders and associated refunds.
Available Fields
The Refund Transactions report includes the following fields:
| Field | Description |
|---|---|
| Order Id | Unique identifier for the order associated with the refund. |
| Total | Total value of the refund transaction. |
| Payment Method | How the refund was processed. |
| Order Date | Date the original order was created. |
| Refund Date | Date the refund was processed. |
| Payment Source | Area of the platform where the transaction originated. |
| Shift Number | Shift associated with the transaction, where applicable. |
| Venue Name | Venue associated with the transaction. |
| Sum Total | Aggregated total value when data is grouped within reports. |
Payment Method
The Payment Method field shows the refund tender type, meaning how the refund was processed.
It does not indicate how the original payment was taken.
Available Payment Methods
| Payment Method | Description |
|---|---|
| Card | The refund was processed by a member of staff and returned to a payment card. |
| Online | The refund was processed through the online customer journey and returned via the original online payment method. |
| Off System | The refund was recorded outside of the integrated payment system. |
Example
A customer makes a booking online using a payment card.
- If a member of staff processes the refund through Front of House, the Payment Method may display as Card.
- If the refund is processed through the online customer journey, the Payment Method may display as Online.
Payment Source
The Payment Source field indicates where the refund originated within the platform.
This helps identify the area of the system associated with the refunded transaction.
Possible Payment Sources
Depending on your system configuration and transaction types, you may see values such as:
| Payment Source |
|---|
| Front of House |
| Point of Sale |
| Off System |
| Class Booking |
| Activity Booking |
| Online Joining |
| Online Guest Passes |
Using Order ID to Investigate Refunds
The Order ID is the key field used to investigate transactions and refunds across reports.
The same Order ID is used throughout multiple reporting data sources, allowing you to trace a transaction from the original purchase through to any associated refunds.
When investigating discrepancies or reconciling transactions, start with the Order ID from the Refund Transactions report and use it to locate the corresponding records in related reports.
Using the Report for Reconciliation
The Refund Transactions report can help you:
- Identify refunded transactions.
- Distinguish between refunds processed online and refunds processed by staff.
- Review refund activity by source.
- Compare original order dates against refund dates.
- Trace refunded transactions back to the original order.
- Support month-end and year-end financial reconciliation.
Related Reports
For a complete view of transactions and refunds, we recommend using the following reports together.
Refund Transactions
Provides refund-level information, including refund amount, payment method, payment source and refund date.
Refund Line Items
Provides item-level detail for refunded products and services.
Available fields include:
- Venue Name
- Order Id
- GL Code
- Description
- Order Date
- Refund Date
- Shift Number
- Sub Total
- Tax
- Total
Order Transactions
Provides transaction-level information for the original order.
Available fields include:
- Order Id
- Total
- Payment Method
- Order Date
- Payment Source
- Shift Number
- Venue Name
Order Line Items
Provides item-level detail for products and services purchased within an order.
Available fields include:
- Venue Name
- GL Code
- Description
- Order Date
- Order Id
- Shift Number
- Sub Total
- Tax
- Total
Tip: The Order ID is the common field across Refund Transactions, Refund Line Items, Order Transactions and Order Line Items. Use this field as the primary reference when matching orders and refunds across reports.