Refund for money really given back (with a credit note); Void for a payment entered by mistake.
Only a manager or the owner can refund or void; only the owner's refunds, voids and write-offs go through straight away.
Needs the owner: a refund, voiding a payment or a bill, cancelling a bill, writing off what a member owes, giving money back on a cancelled membership or PT pack, and stock taken off the shelf for no sale (damage, expiry, theft, an adjustment down).
A new supplier added by anyone but the owner waits for the owner too. Their bills can be entered straight away, but nobody can pay them until the owner approves. Only the owner can rename a supplier.
An expense added by anyone but the owner waits for the owner in Finance, Expenses, and goes into the books when the owner approves it. Only the owner can change an expense's amount, date, payee or account; anyone else reverses it and adds it again.
A payment with a refund can't be voided: it was real money.
An issued bill is never voided: Cancel bill instead, and a numbered credit note takes it off the books with its GST. Only a draft bill can be voided.
Still stuck? All help, or raise a ticket from the app (Support Tickets).