Manage Order Payments in Medusa Admin

In this guide, you’ll learn how to manage an order’s payment, including capturing and refunding the payment.

Overview#

When a customer places an order, their payment is authorized by the payment provider they've chosen. You can manage an order's payment by capturing it, refunding it, or handling outstanding amounts.

Order Payment Statuses#

At the top of the order details page, you can see the payment status of the order. The payment status can be one of the following:

Capture Payment#

Unless the payment provider that the customer chose is configured to automatically capture an order's payment, you need to manually capture the payment.

Capturing an order's payment triggers its processing with the chosen payment provider, such as Stripe.

To capture an order’s payment:

1. Open the order's details page.
2. Scroll to the Payments section.
3. Click on the Capture Payment button.
4. Confirm capturing the payment by clicking the "Confirm" button in the pop-up.

Handling Outstanding Amounts#

After making changes to an order, such as editing its items or creating an exchange, there may be outstanding amounts (to be captured from the customer or returned) that are in the Summary section.

If the outstanding amount is negative, it means you owe the customer a refund.

Otherwise, a positive outstanding amount means there are additional payments required from the customer. You can handle it by either:

1. Mark the order as paid manually;
2. Or copy a payment link.

Refund Payment#

If you've made changes to an order, such as return or exchange items, you can refund a previously-captured payment if there's an outstanding amount.

Refunding the payment triggers its processing with the chosen payment provider, such as Stripe.

To refund an order’s outstanding amount:

1. Open the order's details page.
2. Scroll to the Payment section.
3. Click on the icon at the right of the payment to refund.
4. Choose "Refund" from the dropdown.
5. In the side window that opens, fill out the following fields:
   • Select payment to refund: Choose the payment to refund an amount from.
   • Amount: Enter the amount to refund.
   • Note: A note that the customer can see in the notification they receive.
6. Once you’re done, click on the Save button.

Once the payment is refunded, the customer will receive a notification about the refund and you can view the refund as part of the order's activity.

Mark Outstanding Amount as Paid#

By marking a positive outstanding amount as paid, you're capturing the payment without processing it through the associated payment provider. Instead, you handle capturing the payment outside of Medusa.

To mark a positive outstanding amount as paid:

1. Open the order's details page.
2. In the Summary section, click on the "Mark as paid" button.
3. Confirm marking the payment as paid by clicking the "Confirm" button in the pop-up.

Copy Payment Link for Additional Payment#

Another way you can handle a positive outstanding amount is by sharing a payment link with the customer to authorize the payment. The payment link is a link in the storefront that the customer can use to pay for the additional amount.

To copy a payment link for the additional payment:

1. Open the order's details page.
2. In the Summary section, click on the "Copy payment link" button.

The link is then copied and you can share it with the customer to authorize the payment. Once authorized, you can then capture the payment.