Issuing Refunds

Refunds can be issued from any of these places, all of which open the same Refund Payment dialog:

Payments → Transactions → click a row → Transaction Detail Sidebar → Refund
Fulfillment → Ecommerce Orders → click an order → Refund (in the order footer)
Members → click a member → Member Fulfillment Sidebar → Refund (on a charged reservation)

Issuing a refund requires the Issue Refunds permission. See Team and Permissions.

The Refund Dialog

The dialog header reads Refund Payment with the description "Issue a refund for this transaction. The original charge was $X.XX." If any partial refunds have already been issued, the description also notes how much has already been refunded.

Field	Description
Refund Amount ($)	Pre-populated with the maximum refundable amount (original charge minus any prior partial refunds). You can lower it for a partial refund. Must be between $0.01 and the maximum refundable amount.
Reason (optional)	A free-text field for the refund reason. Stored on the refund record and visible in transaction history.
Restock inventory and mark order as cancelled	Checkbox. Only available for full refunds. Off by default. When checked, the associated reservation is cancelled and any items are added back to available stock. A yellow warning appears: "Restocking will increase available inventory. Make sure the order has been physically returned."

The dialog also shows a warning: "This action cannot be undone. The refund will be processed through Stripe and may take 5–10 business days to appear on the customer's statement."

Click Refund $X.XX to submit, or Cancel to abort.

Partial Refunds

You can refund any amount from $0.01 up to the remaining refundable amount. If you've previously refunded $30 of a $100 charge, the dialog will show $70.00 pre-populated and clamp your input to that ceiling.

The cumulative amount refunded is tracked on the underlying reservation or order, so subsequent refund attempts are aware of prior refunds even if they were issued from a different surface.

Restock Inventory

When you check Restock inventory and mark order as cancelled during a full refund:

The Stripe refund is processed.
The reservation transitions to Cancelled.
Inventory for every item in the order is returned to available stock at the location it was reserved from.

The checkbox may be greyed out with an explanation if restocking isn't possible (for example, if items have already been physically shipped or fulfillment has progressed past the point of return).

Refund Status in Transactions

Refunded transactions appear in the Transactions tab with a Refunded status. Click the row to see the breakdown — the original charge plus each refund attempt with its date, amount, and reason.

Edge Cases

Some scenarios require manual handling outside the standard refund dialog:

Legacy imported orders — Orders imported from another system before joining WineView have no linked Stripe payment. To refund a legacy order, issue the refund directly in your previous system or as a credit, then mark the order accordingly using Notes.
Charge not yet succeeded — Refunds can only be issued against Succeeded charges. Pending or failed charges can't be refunded — cancel the order instead.
Stripe succeeded but downstream step failed — Rare, but if a refund processes in Stripe and then a downstream step (restocking inventory or reversing redeemed rewards) fails, you'll see a partial-failure warning. The refund itself is final; you'll need to manually reconcile inventory or the rewards ledger.
Refunds initiated outside WineView — If you issue a refund directly in Stripe, WineView reconciles it back to the matching charge automatically via webhook. The transaction record updates with the refunded amount and the reservation is kept in sync.