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.
Return Received and Return Refunded are separate manual order labels. Selecting either leaves payment and refund records, stock, and promotion reservations unchanged. Use the existing refund record to track an actual refund separately.
Handle a refund separately from an edit
A standard seller edit, buyer-approved edit, or bulk adjustment saves only that edit's signed total change. It does not create, replace, void, or reopen a refund obligation, and older refund history does not block the edit.
If money must be returned, send it through the original payment rail when possible. Where an existing refund card is present from an earlier workflow, use that card only to record the refund's status. EZFormz records the history but never holds, sends, or reverses refund money. 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 refund reporting. That review does not block an ordinary order edit or change the amount requested for that edit.
An existing payment link stays frozen. Another edit or Request Payment action cannot replace or reprice it; clear the unused link first, then create a new request from the current saved order. A refund record does not silently rewrite the link.
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.