WooCommerce Return Refund and Exchange Documentation

WooCommerce Return Refund and Exchange plugin is a complete solution for any kind of refunds and exchanges requests. It gives your customers an easy and simple way to apply Refund, Exchange, Wallet, Cancel Order requests and much more. The whole refund/exchange process goes under a proper mailing system.

WooCommerce Return Refund and Exchange Extension Provides various key features :

1. The merchant can enable/disable refund request feature.
2. The user can submit multiple product refund request with reason.
3. Add Refund Policy Setting according to Price and Time-Based Method.
4. Add Catalog Settings for a set refund and exchange days of products according to the Catalog.
5. Add a Coupon Regenerator for allowing the customer to change the Wallet Coupon Code.
6. Provide shortcode to display the Customer Wallet on any page.
7. Allow admin to manage Customer Wallet from the user edit page.
8. To add a payment gateway for User to make payment through their wallet.
9. The merchant can enable customer wallet to save the refunded amount into the customer wallet except to refund the amount.
10. The merchant can manage stock for the approved request.
11. The merchant can enable requests for selected order status.
12. A user can pay an excessive amount in the exchange process.
13. The merchant can Customize refund and exchange mail content.
14. Merchant and admin both notify by email for all events.
15. Exchange feature is enabled for a selected number of days from an order delivered.
16. The user can submit multiple product Exchange request with reason.
17. Merchant can enable/disable Exchange request feature.
18. The merchant can prevent selected category product for the refund.
19. The merchant can exclude shipping cost for refund product.
20. The merchant can disable refund feature for sale items.
21. Refund feature is enabled for a selected number of days from an order delivered.
22. The customer can also exchange order in the less old order amount and left amount refunded to the customer.
23. Quantity will be updated on time of canceling the order.
24. The merchant can also refund amount later in case of wallet disability.
25. Allows the customers to cancel only the selected product instead of the whole order.
26. Allow the merchant to exchange the product with the same product and it’s variations only.
27. Add Global and Product wise shipping fee.
28. Allow admin to add Refund Guidelines on the Refund Request form.
29. Guest users can also Refund /Exchange/ Cancel their order.
30. Allow Admin to Add or Remove predefine refund/ exchange reason whenever needed.
31. Allow the Guest user to pay the extra amount by using email “click here” button.
32. Use Shortcode to display the Guest user’s Refund/Exchange form.
33. Allow Automated Payment Refund Feature through this feature the admin can refund the amount with the same payment method used by the customer during the purchasing.

Refund product setting allows the administrator to enable the refund setting to your customer. For enabling this setting firstly you have to enable these three settings.

1. Enable Refund Request.
2. Set the maximum number of days.
3. Select the order status in which the order can be refunded.

After successfully save the settings, Your customers can see the refund button on the My Account Page ->Orders section.

Clicking on the Refund Button, A Refund Request Form will be displayed on the customer end. After filling out this form your customer sends the refund request to the admin.

In this form your customer can select the Amount Refund Method, it may be Refund in Customer Wallet or Refund Through Manual Method.

After Clicking on the Submit Request button the Refund Request will be transmitted to the Admin.

Admin can see all the requests from the WooCommerce > Orders. To view the detail information of any order by clicking on that particular order.

Admin can verify all the details of the claimed order and also accept and cancel request by clicking on the particular Accept/Cancel request buttons.

If the Admin accepts the refund request than refunds the amount in the customer wallet by clicking on the Refund Amount.

After accepting the refund you can refund amount by Manually or by Automated Payment Refund Feature through this feature the admin can refund the amount with the same payment method that used by the customer during the purchasing.

 

Let’s see how to Refund Feature will work

Through this setting, the administrator can enable the refund request for the sale items.

 

The administrator can enable this setting to add tax amount with the product amount.

Here you can see, the tax is included in the total amount of the product.

 

 

Through this setting, the administrator can exclude shipping amount from the refunded amount.

Here you can see, deduct some amount for refund process.

Enable Auto Accept Product Refund Request:

To allow the ‘Auto Accept Product Refund Request’ you have to enable this setting and set the minimum number of days for auto accepting refund request.

Minimum Number of Days for Auto Accept:

If Refund Request submitted within the selected number of days then Refund Request is auto-accepted otherwise rejected.
If the value is 0 or blank then the Refund policy does not work.

If you want to show any information related to refund request, Enable “Refund Note on Product Page” setting and write the message. This notification is applicable only on “Sale” items.

The notification will be displayed on the product page.

Enter some amount for the “Minimum Order Amount” tab. After enabling this setting, your customers refund only those order which cost greater than or equal to “Minimum Order Amount”.

If the “Minimum Order Amount” value is 0 or blank then this functionality does work for all cost of the product.

Here we can see, this type of notification will be displayed when amount of refunded product is less than the (Minimum Order Amount) required amount.

Select those categories for which products you don’t want to refund.

Through this setting, the user can submit a refund request up to the selected number of days from the delivery day. If the value of this setting is zero or blank then Refund button will not visible at the Order detail page.

Enable this setting for the customers to send the attachment with the refund request. they can attach .png, .jpg, .jpeg type files.

Here your customer can attach files with the refund request.

Enable this setting, If you want to your customer send the detail description with the Refund request.

Here we can see that the description box visible with the subject.

Enable this setting to manage the product stock after refund request is accepted.

Here the admin can Select the order status in which the order can be Refunded. for example, admin select complete order status then only that product is refunded which hold complete order status.

This setting allows you to add the Refund Guideline on the Refund Request Form. To enable this setting first, enable ‘Enable Refund Rules’ setting and then write Refund rules.

On the Refund Request Form, you can see the Refund Guidelines.

On the Refund Request form, we are providing two types of refund methods:

1. Refund in Customer Wallet
2. Refund Through Manual Method

If the customer selects the ‘Refund in Customer Wallet’ Method, the Refunded amount will be added in the customer wallet with a single click.

If the customer selects the Refund Through Manual Method, the Admin can refund amount by Manually or by Automated Payment Refund Feature through this feature the admin can refund the amount with the same payment method that used by the customer during the purchasing.

Exchange product setting allows the administrator to enable the exchange product setting to your customer. For enabling this setting, you must enable these three settings.

1. Enable Exchange Request.
2. Set the maximum number of days.
3. Select the order status in which the order can be Exchange.

After enabling the setting, your customer can send the exchange request by following steps.

First Click on the “Exchange Button“.

After clicking on the “exchange button”, A Exchange Request Form will be displayed. After filling out this form the customer can send the exchange request.

Admin can allow the customer for two type of exchange policies.

1. Exchange product with selected products or its variations.
2. Exchange the product by any product.

1) Exchange product with selected products or its variations

2)Exchange the product with any product

After Clicking on the Submit Request, the Exchange Request will transmit to the Admin.

The Admin can see all the exchange request from the Order list. View any request, clicking on that particular request.

The admin can view all the details of the product and Accept or Cancel the exchange request.

If the admin accepts Exchange request then manage stock by clicking on “Manage Stock” button.

 

Let’s see how to Exchange Feature will work

Enable this setting, If you want to allow your customer to exchange the product only with the same product or its variations.

Here you can see your customer can exchange the product with the same product or its variations.

Through this setting, the administrator can enable the exchange feature for the sale items.

The administrator can enable the setting for include tax amount with the exchanged product amount.

Here you can see, the tax is included in the total amount of product.

Through this setting, the administrator can exclude shipping amount from the exchanged product amount.

On the Order detail page, admin adds some amount for the exchange product with the fee name.

If you want to show any information related to Exchange request, Enable the “Exchange Note on Product Page” setting and enter the message. This setting is applicable only for the “Sale” products.

 

The notification will be displayed on the product page.

 

Enter the valid number of days for the Maximum Number of Days, If the value is 0 or blank then the exchange button will be hidden from the order page.

Your customers can send the refund request within the selected number of days unless the Exchange button hidden from the order page.

If the value is 0 or blank then the exchange functionality does not work.

If you enter some valid number in the “Minimum Order Amount”, then your customers exchange only those products which cost greater than or equal to that amount.

If the value is 0 or blank then this functionality does work for all cost of exchange request.

Here you can see, The notification will display when the exchanged product’s amount is less than the (Minimum Order Amount) required amount.

Select those categories for which products you don’t want to exchange.

Enable this setting, if you want to show the “Add To Cart” button at the time of exchange session is started.

“Add To Cart” button will display with the “Exchange Button”.

Enable this setting for your customers. If you want, your customer sends a detail description with the Exchange request.

Here we can see that Description box will visible with the Exchange Form.

Enable this setting if you want to automatically manage stock when any exchange request is accepted.

After accepting the exchange request, the admin can manage stock by clicking on the “Manage Stock”.

Select order status in which the order can be exchanged.

This plugin also allows guest users to Refund /Exchange/ Cancel their orders. They can send the request from ‘Return/Exchange Request Form‘ form.

After clicking on the ‘Submit’ button, an order detail page will display with Refund, Exchange, Cancel Request tabs. By clicking on these buttons users can send the requests.

 

1. Exchange Request:

   After clicking on the “Exchange Rutton”, A Exchange Request Form will be displayed. After filling out this form, users can send the exchange request.

   After successfully submitted the refund and exchange request, the customer will receive the confirmation email with a new order link. Click on that link customers can see the details of new order and pay the extra amount for the exchanged product.

   

   After successfully created an exchanged order your guest user can pay the additional amount by clicking on the “Pay” button.

   

2. Refund Request:

   Clicking on the Refund Button, A Refund Request Form will display. After filling out this form users can send the refund request to the admin. After Clicking on the Submit Request, Refund Request will transmit to the Admin.

3. Cancel Request:

   Click on the ‘Cancel Request‘ button, A Cancel Request Form will display, here user can select those products which they want to remove from the order or cancel the whole order.
   
   Click on the “Cancel Product” to remove the selected product from the order.

 

 

This setting will work for both Refund and Exchange Requests. After enabling this feature the merchant can recommend one request for an order, If anyone Refund/Exchange request is done with an order then Refund/Exchange request is disabled for that order.

• Enable: This setting will work for both Refund and Exchange Request. After enabling this feature the merchant can recommend both refund/exchange requests and If anyone Refund/Exchange request is done with an order then Refund/Exchange request is disabled for that order.
• Enable Refund & Exchange for exchange approved order: Enable this setting if you want to again enable the refund/exchange setting on the exchange approved product.
•  Sidebar: The merchant can enable the settings for showing the sidebar in refund and request form.
• Admin can Write Main Wrapper Class & Child Wrapper Class of Theme if add some design on the frontend.
• Custom CSS: The merchant can change the physical properties of refund from, exchange form, wallet using the custom CSS.
• Shortcode for Wallet: This shortcode used to display the customer wallet on the required page. Simply copy and paste this shortcode on any page to be displayed the customer wallet.
• Shortcode for Guest User’s Refund/Exchange Form: This shortcode used to display the guest user’s Refund/Request form on any required page. Simply copy and paste this shortcode on any page to be displayed the guest user’s Refund/Request Form.

Through this setting, you can add an extra shipping amount on the refund/exchange requests. You can add shipping amount by two different methods.

Global Shipping: Enable global shipping fee for all product

Product Catagory Based: Enable shipping fee on selected categories.

You can see the Extra Shipping Fee notification on the Refund Request Form and Exchange Request Form.

Refund Request Form:

Exchange Request Form:

If you want to your customer can cancel their products after purchasing, then enable the Cancel Order setting.
Through this setting, the customer can send the Cancel Order request by clicking on the “Cancel Order” button from the My Account > Orders section.

Click on the “Cancel Order” button to Cancel the Order.

After clicking on the “Cancel Order” whole product will be canceled and a notification will display on Page.

Enabling this setting, the admin can allow the customer to cancel only the selected products instead of the whole order.

After enabling this setting, the customer can cancel the selected product from the order by following steps-

1- Go to the My Account > Orders section

2- Click on “Cancel Product” button.

3-Select those products which you want to remove from the order.

4-Click on the “Cancel Product” to remove the selected product from the order.

 

After successful deletion of the product, a notification will be displayed.

 

Let’s see how to Cancel Feature will work

If you want to add the refunded amount to the customer wallet than enable “Wallet settings”.

After enabling this setting the refunded amount will automatically add to the customer wallet.

Here You can see the refunded amount has been added to the “customer wallet”.

 

 

Enabling this setting if the Admin wants to allows the customer to select the refund method. There are two types of refund methods.
1. Refund in Customer Wallet
2. Refund Through Manual Method

If the customer selects the refund method is Refund Through Manual Method than Admin refunds amount through the manual process.

Here admin enters the refund amount and clicks on the “Refund Manually”.

 

If the customer selects the refund method is “Refund in Customer Wallet” than the refunded amount automatically adds to the customer wallet after approving the refund request.

 

Here you can see how to Cancel Feature will work

Admin can modify the frontend text through these settings.

Through this setting creates Catalog and select those categories on which categories products you don’t want to allow refund and exchange request for the selected time of period.

Add/Remove(+/-)
Add/Remove new catalog after first.

Catalog Name
Here Merchant can give Name of products group.

Select Catalog Products
Here select products of catalog group.

Maximum Refund Days
Set maximum Refund Days of the selected Products.

Maximum Exchange Days
Set maximum Exchange Days of the selected Products.

This setting is basically used for Mail Notification.

 

BASIC:

1. From Name: All email notification to the user is sent from this name.
2. From Email: All email notification to the user is sent from this email.
3. Predefined Refund Reason: Merchant can add/remove predefined refund reason which may be the reason of Users.
4. Predefined Exchange Reason: Merchant can add/remove predefined exchange reason which may be the reason for User.

 

REFUND POLICIES:

You can select refund policy rules and set the timing for refund request. Here we provide two types of refund methods.

• Fixed Price Based Policy
• Percentage Price Base Policy

 

MAIL NOTIFICATION FOR REFUND:

1. Merchant Refund Request Subject: Subject of refund request which Merchant received for an Order.
2. Refund Request Received Subject: Subject of refund request which user received for their Order.
   Received Refund Request Message: Message content of refund request which user received for their Order.
3. Approved Refund Request Subject: Subject of the approved request which user received for their Order.
   Approved Refund Request Message: Message content of the approved refund request which user received for their Order.
4. Canceled Refund Request Subject: Subject of the canceled request which user received for their Order.
   Canceled Refund Request Message: Message content of canceled refund request which user received for their Order.
5. Enable to the custom email template: Enable this when you want to put custom email template in the editor and put your email template under the text tab of the editor.
   

   

 

MAIL NOTIFICATION FOR EXCHANGE:

1. Merchant Exchange Request Subject: Subject of exchange request which Merchant received for an Order.
2. Exchange Request Received Subject: Subject of exchange request which user received for their Order
    Received Exchange Request Message: Message content of exchange request which user received for their Order.
3. Approved Exchange Request Subject: Subject of the approved exchange request which user received for their Order.
   Approved Exchange Request Message: Message content of approved exchange request which user received for their Order.
4. Canceled Exchange Request Subject: Subject of canceled exchange request which user received for their Order.
   Canceled Exchange Request Message: Message content of canceled exchange request which user received for their Order.
5. Enable to custom email template: Enable this when you want to put custom email template in the editor and put your email template under the text tab of the editor.
   

   

 

RETURN SHIP LABEL NOTIFICATION SETTING:

1. Enable Shipping Lable: Enable this to send a return slip label to the customer for sending return product back.
2. Enable Ship Station Shipping Label: Enable this to create a return ship label through ship station.
3. Return Ship Mail Subject: Enter the subject for return ship mail.
4. Return Ship Template: Create a return ship template by using the shortcodes.

From now this plugin provides an integration with the ShipStation, this software provides a multi-carrier solution for the eCommerce retailers. This integration helps your eCommerce retailers to connect your store with the most popular shipping channels.

Follow these steps to enable ShipStation Settings:

1- Go to the WooCommerce  > RAE Setting > click on the Return Ship Label Tab, Here enable the ShipStation Shipping Label setting and click on the Save Changes button.

2- Now go to the WooCommerce  > RAE Setting > click on the Ship Station Settings. Enter your API Key and click on the Validate Account tab.

3- After successfully saving your settings you can see the Account Settings on your dashboard. Here you can connect your eCommerce store with the required Carrier Service.

4- Now you have to fill out the Shipstation Details and click on the Save Setting button.

Now your ShipStation Service has established successfully.

Work Flow:

When your customer transmits a refund request, you can create a return label for your customer by clicking on the “Create Return Label” button.

After successfully accepted the refund request, click on the ‘Create Return Label’ button to generate a Refund Label Slip for your customer.

You can see the notification from the left sidebar on successfully created Return Label slip. 

After successfully generated Return Label, the customer will get an mail with the ShipStation Return Ship Label link by clicking on that link they can get the Return Ship Label.

 

Here you can see the Sample Return Ship Label PDF. Using this slip your customer can take the benefits of Carrier Services to return the product.