Use On hold accurately
Choose On hold for a back-order, pre-order, group buy, or other neutral wait. It does not mark the order paid, cancel it, release stock, or claim fulfillment.
Use Cancelled only when the order is actually cancelled. Cancellation releases the exact tracked inventory and promotion reservations saved with that order.
Record a refund obligation
When an edit lowers an order below the accepted payment money still retained, EZFormz adds a refund card in Payments. New records begin as Refund owed.
EZFormz records the obligation and history, but it never holds, sends, or reverses refund money. Send the refund through the original payment rail when possible. If a buyer asks for a different destination, verify the change through an independent trusted channel before sending.
Update the refund card
- Choose Mark paid after the refund was actually sent.
- Choose Void with a reason when the obligation should not be paid.
- Choose Reopen to return a paid or voided record to Owed.
- Use the direct correction action with a reason when Paid versus Voided was recorded incorrectly after the invoice changed.
If another tab or collaborator updates the same refund first, a stale action is rejected and the current state reloads.
Older records that cannot be classified safely show Review needed. Classify them as Still owed, Paid, or Voided before relying on later settlement math. Until then, total-changing edits hold settlement rather than guessing. Only refunds recorded as Paid reduce retained money when EZFormz calculates a later balance.
A same-total edit can preserve an existing valid balance link while refund history is under review. A total-changing edit closes that link and saves the invoice change without inventing a new balance or refund. After classification, later changes use the recorded state normally.
Refund status is bookkeeping, not a transfer instruction. The refund amount, creating edit, and audit history stay attached to the order. Paid means the seller reports the refund was sent outside EZFormz; Void means the obligation should not be paid; Reopen returns it to Owed.
For the edit that created the obligation, see Edit orders and review buyer requests.