.docx Fields for Refunds

This article lists every merge field you can place in a Word template that prints a refund. Use it as a lookup while you build your template in Word: find the field, copy the name exactly, and know what it prints.

You will also learn where to print a refund with your .docx template, and which fields look similar to the sales ones but have different names. The rename table shows them side by side.

Before you start

Refunds have their own category, and Qoblex does not supply a ready-made refund template.

There is no starter refund template

The Document Template Editor offers starter files for sales, purchase and packing slip documents only. There is no refund file to download.

The simplest route is to download the sales starter and rename its fields to the refund names below. Several look-alike fields are named differently, and a field the refund does not have prints blank. The ones most easily missed are CreatedDate, Notes, Tax, the product line Total, ItemName, TotalUnitsCount and CurrencyName. See the rename table for the full list.

These names are the same on both, so leave them alone:

• Customer.Name, Customer.Email, Customer.TaxNumber and Customer.Eori.
• ShippingAddress.* and BillingAddress.*.
• The line SKU, which fills with the variant SKU inside RefundItems.

The sales starter also puts «Currency» in each item row, next to the price and total. «Currency» inside the item rows prints blank on a refund. Remove it from the rows and show it once next to the totals.

Field names are not case-sensitive, so «Subtotal» in the starter fills the same as «SubTotal». A name that does not exist on a refund prints nothing.

Set up the template

Create the template on the Branding page, under Document Customization, with the Add .docx Template button. In the Document Template Editor, give it a Template name, set Category to Refunds, and upload the file in Template .docx file.

Only a template in the Refunds category can print a refund. The upload steps are covered in Upload and test a .docx template.

Print a refund with your template

Print from the refund page. A .docx refund prints as a PDF named Refund_ followed by the refund number, and your browser downloads it from the new tab that the print opens.

1. To create a refund, select the lines on the sale order and choose Return > Refund. In the dialog that opens, set the quantity to refund on each line, then click Create As Draft or Authorize. The refund page then opens. To print an existing refund, open the sale order and click the refund’s number in the Refunds card.
2. Click the printer icon at the top right. It has no text label.
3. In the Print Document dialog, choose your template under “Please select one of the available templates.”
4. Click Print.

You can print a draft refund as well as an authorized one.

What the template list shows

The list shows every template in the Refunds category, designer and .docx alike, with the first one selected. Default Template appears only while your account has no refund templates at all.

Once any refund template exists, .docx or designer, Default Template is no longer offered. Keep a designer refund template if you want a non-Word option. See Design documents with the built-in designer.

If printing fails, the new tab that the print opens shows “There was an error while generating the pdf document.” as plain text, not as an alert in Qoblex. Close the tab and see the troubleshooting section below.

Fields for the whole refund

These fields sit outside any repeating range. Place them anywhere in the body or in tables of your template. If you put fields in the page header or footer, check them on a sample refund.

Amounts print in your company’s base currency, with no conversion by the order’s exchange rate. They are plain numbers with no currency symbol.

They also keep all their decimals unless you format them (see Test before you rely on it). If you sell in more than one currency, test with a foreign-currency order first.

Company, customer and address fields

These use dotted names. Type the dot exactly as shown.

Company

Customer

If the order has no customer, these print blank. These four names are the same on sales documents.

Addresses

The addresses come from the sale order, not from the customer record. Each address has the same eight fields. Replace ShippingAddress with BillingAddress for the billing address.

If the order has no shipping or billing address, those fields print blank and the refund still prints.

Refunded products: RefundItems

Wrap the product rows between «RangeStart:RefundItems» and «RangeEnd:RefundItems». The block repeats once per refunded product line. Put both markers in the same table row and Qoblex repeats that row for each refunded product.

Adjustments

Adjustments are the custom lines on a refund. Wrap them between «RangeStart:Adjustments» and «RangeEnd:Adjustments».

Same name, different meaning

Some names appear in more than one place. Inside RefundItems, «SubTotal» is the line total. Outside any range it is the whole refund’s subtotal.

In the same way, «Total» inside Adjustments is that line’s total, and outside it is the refund total. Keep each field in the right place.

Empty lists

Qoblex removes a range that has nothing to print. A refund with no adjustments drops the whole Adjustments block.

Put each list’s start and end markers in one table row, so an empty list removes only that row. Keep headings outside the range: a table’s header row stays even when the list is empty, leaving a table with only its header.

Range rules

• Inside a range, only that line’s fields fill. A whole-refund field such as «Number» placed inside a range prints blank.
• The end marker must repeat the start marker’s name exactly. If «RangeStart:RefundItems» ends with «RangeEnd:Items», the print fails.
• Start and end in the same table row repeat that row. Start and end in different paragraphs repeat everything between them. Start and end in the same paragraph repeat the text inline, so the lines run on together.

Formatted text and pictures

Two prefixes change how a field prints. Type them exactly, with the capital letters shown.

Html:

Put «Html:Comments» on a line of its own to print formatted comments, such as bold text, instead of raw tags. The paragraph is replaced by the formatted text. If there are no comments, the paragraph disappears and leaves no blank line.

Do not place it inside a sentence. The formatted text breaks onto its own lines and splits the text around it.

Picture:

Use «Picture:Image» inside the RefundItems row for the product picture, and «Picture:Company.Logo» for your logo.

Print a sample refund to check the size and look. Also print a refund that includes a product with no images, to check the layout still looks right.

Fields that are named differently from sales documents

Several refund fields do the same job as a sales field but have another name. A sales template copied as it is prints these blank. Names are not case-sensitive.

Number is the order number on sales documents but the refund number here.

Fields refunds do not have

These fields exist on sales documents but not on refunds. Using one prints blank. The list is not exhaustive.

• Reference, DueDate, PaidAmount and BalanceDue.
• TotalDiscount, HasDiscount and the line Discount.
• Line Barcode, SupplierSKU, Notes and TaxAmount.
• CustomField: fields.
• Customer.Person, Customer.Notes and the Customer.*Address fields. Use ShippingAddress.* and BillingAddress.*.
• Company.Address and Company.Phone.

Qoblex has no field for the refund status or the warehouse.

For the sales names, see .docx fields for sales documents.

Test before you rely on it

Qoblex sends numbers and dates without any formatting. A number prints with all its decimals and no thousands separator, such as 1247.067. A date prints with the time, in a default style you cannot choose in Qoblex. Always add a format to the field in Word to control this:

• Numbers: add \# "#,##0.00" to the field code to print 1,247.07.
• Dates: add \@ "dd MMM yyyy" to print 20 Oct 2026.

Print a sample refund and check how amounts, dates and quantities look. Also check your fonts in the PDF, and stick to common ones.

If a field is blank in the PDF, check its spelling against the tables above. A misspelled field prints nothing. For more fixes, see Troubleshooting .docx templates.