How to Manage Refund Process for Merchants: Step by Step Guide

This blog explains the complete merchant refund process step by step so you can clearly understand how refunds are initiated, reviewed, and completed.

Step 1 — Identify the Successful Transaction

The first step in the refund process is identifying the correct transaction.

• Log in to your Merchant Panel
• Navigate to the Merchant Transactions tab
• Look for the transaction with the status marked as Success
• Select the specific transaction that needs to be refunded

This step ensures that only valid and completed transactions are considered for refunds, reducing errors and maintaining accurate records.

Step 2 — Initiate Refund Request

Once you have identified the correct transaction, you can proceed with the refund initiation.

• Open the selected successful transaction
• Click on the Refund option available in the transaction details
• Submit the refund request

At this stage, the system records your refund request and moves it into the next processing stage.

Step 3 — Verify in Merchant Refund Tab

After initiating the refund, it is important to verify whether the request has been successfully created.

• Go to the Merchant Refund tab in the Merchant Panel
• Check the list of refund requests
• Confirm that your refund appears with the correct status such as Requested or Pending

This step helps merchants track refund requests in real time and ensures transparency in the process.

Step 4 — Admin Review Process

Once the refund request is submitted by the merchant, it is automatically forwarded to the admin system.

• The request appears in the Admin Panel
• The admin team reviews the transaction details
• Verification is done to ensure the refund is valid and meets all required conditions

This review stage is essential to maintain security and prevent unauthorized or incorrect refunds.

Step 5 — Admin Approval

After careful review, the admin takes the final decision on the refund request.

• If the request is valid, the admin approves the refund
• If any discrepancies are found, the request may be rejected or sent back for clarification

Approval from the admin ensures that all refunds follow proper business and compliance rules.

Step 6 — Refund Completion

Once the admin approves the request, the refund process is completed and it will take 3 to 14 working days based on the bank/card.

• The system processes the refund automatically
• The transaction status is updated to Completed
• You can view the final status in the Refund Transactions list

At this stage, the amount is successfully refunded, and the transaction is fully closed in the system.

Conclusion

The Foloosi merchant refund process is designed to be structured, secure, and easy to manage. From identifying the correct transaction to final admin approval, every step ensures accuracy and transparency.

By following this process, merchants can efficiently handle customer refunds while maintaining full control and visibility through the Merchant Panel.

A well-defined refund system not only improves operational efficiency but also builds trust between merchants and customers making payment management smoother and more reliable.

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