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Note:
If you wish to turn off the refunding feature, please submit a support request to have it disabled.
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Permissions for refunds
Most businesses want restricted access to the processing of refunds, endowing only selected Users with such authority.
Two new refund-specific Permissions are now available:
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You must assign access to Refunds either to selected individuals by adding desired permission(s) to the Users' profile, or by adding desired permission(s) to a defined group of team members' through an existing custom Permission Group.To create refunds, Users must also have some of your existing Custom Permission Groups, OR you may elect to create a Permission Group for View Refunds and a Permission Group for Create Refunds and assign those Permission Groups to selected individual Users.
All Users given permission to create refunds, must also use two-factor authentication (2FA) set up on their b4 Admin User profile. See how to set up 2FA for your Users at https://b4checkin.atlassian.net/l/cp/SBFNxRDh .codes. You accomplish this by adding all Permission Groups which contain the Create Refund permission to 2FA under PROPERTY SETTINGS → USER SETTINGS → CONFIGURE → 2FA PERMISSION GROUPS.
If you use OKTA to log into b4 Admin, you can turn off the 2FA requirement for refunds if desired in the property security settings in b4 Admin.
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, under PROPERTY SETTINGS → USER SETTINGS → CONFIGURE → FORCE 2FA AFTER OKTA LOGIN.
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If you wish to add Refund permissions to existing custom Permission Groups, see this section of the User Management documentation on how to View, Create & Edit Permission Groups:
How to refund a payment
Under TRANSFORM → REPORTS, a new refund icon appears in the Details column for any payment where a refund can be created. The refund icon is a dollar sign enclosed in a circular counter-clockwise arrow. You can see this new refund icon in the DETAILS column in the following screenshot.
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A history of payments that are eligible for refunding are displayed in green.
If you enter a refund amount that exceeds the total of all previous payments, an error message lets you know that the amount you entered is not available for refunding.
Each refund also requires you enter a two-factor authentication (2FA) code to confirm your identity.
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Once you enter the refund dollar amount and your 2FA code, select Refund to process. ‘Refund’ to process.
Viewing refunds
Users with ‘View Refunds’ permission are able to see refunds in TRANSFORM → REPORTS.
In REPORTS, you can select “REFUND' in the Transaction Type filter to search for Refunds only.
The transaction details view includes a table showing all related transactions — the original payment, along with any failed or successful refunds.
Re-posting failed refunds or payments
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to the PMS
When a refund or a payment or refund posting failsfails to post to your PMS, an option becomes available to re-post the transaction. This option appears in the last column of the REPORTS screen as the looped arrow shown at the bottom of the screenshot below.
This re-post icon simply tries to post the existing payment or refund record from TransForm into the PMS once again. It does not create a new TransForm record.
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More information on error notifications is at https://b4checkin.atlassian.net/l/cp/zz7BK1X5
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Users who have View Refunds permission are able to see refunds in the TRANSFORM REPORTS. “REFUND' can be selected under the Transaction Type filter on the reports screen.
The transaction details page includes a table showing all related transactions: the original payment, along with failed and successful refunds.