Managing Orders and Refunds

Once PayPal Payments is connected and live, you can manage PayPal transactions directly from your WooCommerce store’s order management interface. This includes capturing payments, issuing refunds, and viewing transaction details.

Capturing Payments

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If you have enabled “Authorize Only” payment mode in your PayPal settings (instead of “Capture Immediately”), you will need to manually capture funds after an order is placed.

To capture a payment:

  1. Go to WooCommerce > Orders.
  2. Click on the order you want to manage.
  3. If the payment is authorized but not yet captured, a Capture button will appear.
  4. Click Capture to collect the funds. The order status will update accordingly.

💡 Tip: Orders can also be partially captured if only part of the order is ready to ship.

Issuing Refunds

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You can issue full or partial refunds directly from the WooCommerce admin panel.

To refund an order:

  1. Navigate to WooCommerce > Orders and open the relevant order.
  2. Scroll down to the Order Items section.
  3. Click the Refund button.
  4. Enter the quantity or amount to refund.
  5. Click Refund via PayPal.

⚠️ Note: The refund will be processed via PayPal, and the customer will be notified. Make sure the order was originally paid using PayPal Payments.

Viewing Transaction Details

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To see the full PayPal transaction details:

  1. Open any order paid via PayPal Payments.
  2. Scroll down to the Order Notes or PayPal Transaction Data section.
  3. You’ll find key information such as:
    • Transaction ID
    • Capture or refund status
    • Payer email
    • Payment status

Canceling Orders

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If a payment is still in the “Authorized” state (not yet captured), you can cancel the authorization:

  1. Open the order.
  2. Click Cancel authorization.
  3. This will void the payment on PayPal’s side and update the order status in WooCommerce.