Use the provider’s transaction status
Look up the original payment reference and current state. Many gateways can void eligible unsettled transactions and refund settled transactions. Check your provider’s actions for the specific status and payment method. A voided authorization can remain visible to a cardholder for a time determined by the issuer.
Check for earlier refunds and disputes
Before requesting a credit, verify the remaining refundable amount and look for a prior refund or open dispute. For a partial refund, record which line items, shipping charges, or taxes it covers so finance and support can explain the amount.
Verify the gateway and the store reflect the same result
Store status and movement of funds can diverge. In WooCommerce, a manual refund records the adjustment in the store, while sending funds depends on how you process the refund. Save the gateway reversal reference and confirm the customer communication and accounting entry match.
Sources and further reading
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