Permissions

Currently refunds are available only for infor HMS using the Shift4 payment gateway.

Two new refund-related permissions are now available to add to your custom permission groups under the Manage User settings:

• View refunds

• Create refunds
  
  Note: users must have 2FA set up on their b4 Admin user profile in order to process refunds. See how to set up 2FA for your users at https://b4checkin.atlassian.net/l/cp/SBFNxRDh . Properties using OKTA to log into b4 Admin can turn off the 2FA requirement for refunds via the property security settings in b4 admin.

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How to refund a payment

Under Reports, a new refund icon will appear 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. See the example below.

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When you select the refund icon, a dialog window pops up in which you enter the refund amount.

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 code to confirm your identity.

Re-posting failed payments or refunds to the PMS

When a payment or refund posting fails, an option becomes available to re-post the transaction. This option appears 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.

More information on error notifications is at https://b4checkin.atlassian.net/l/cp/zz7BK1X5

Viewing refunds

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.