Confused about cancelling a transaction and not receiving a defect

I had a customer who ordered and paid for two identical items by mistake.

 

They were two separate transactions.

 

He contacted me, asking if I could cancel one.

 

I raised a “the customer and myself have a agreed to cancel a transaction

 

Reason “buyer bought by mistake or has changed mind

 

I asked him to confirm the cancellation before I refunded him, which he did.

 

Now looking at my dashboard a few weeks later, I have a defect for that cancellation.  Ebay’s reasoning for the defect – “I was out of stock / Sold to someone else” – neither are true.

 

Anyone know how else you’re supposed to do it to avoid a defect?

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