Note:
If you wish to turn off the refunding feature, please submit a support request to have it disabled.

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:

1. View refunds

2. Create refunds

You must assign access to Refunds either to 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) 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, under PROPERTY SETTINGS → USER SETTINGS → CONFIGURE → FORCE 2FA AFTER OKTA LOGIN.

If you wish to add Refund permissions to existing custom Permission Groups, see the section of the User Management documentation: https://b4checkin.atlassian.net/wiki/spaces/LIBRARY/pages/424509441/admin+site+-+users+permissions#View%2C-Create-%26-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.

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 (2FA) code to confirm your identity.

Once you enter the refund dollar amount and your 2FA code, select ‘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 to the PMS

When a refund or a payment fails 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.