Brickwork Setup and Support

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    Charge a One-time Single Transaction
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    The iATS Button and the Batch Entry Process tool is used to process Credit Card and ACH one-time transactions directly within Brickwork. iATS Transactions are charged immediately to the donor because Brickwork securely sends donor information directly to iATS Payments, and then receives result responses back into Salesforce in real-time.

    Step 1: Choose your charge method: manual or batch entry?

    Are you planning on charging one or two iATS Transactions, or do you have many to charge at one time? As of version 5 you now have two options to charge your donors! You can use the iATS Button directly on the Contact or Household/Organization page, or you can charge many donors at a time using our iATS Batch Entry process. Both sets of instructions can be found below.

    Step 2: Understanding key objects and concepts:

    • Donation Opportunity: A Salesforce/NPSP record that is used to track financial information. We recommend creating a Donation record for every approved one-time iATS Transaction.
    • iATS Button: A custom button which is added to the Contact or Household/Organization page layout by your admin during configuration. This button is charge one-time Credit Card and ACH/Direct Debit Transactions.
    • iATS Transaction: A Brickwork record that is created for each approved or rejected charge that is processed for your donor. When authorized, Brickwork will relate this record to the child Donation record and update its Stage value to the Closed/Won stage determined by your Admin, normally Posted. When rejected, its stage will be updated to the Closed/Lost value determined by your Admin.
    • iATS Customer Code: A Brickwork record that represents the donor’s stored payment information in cases where you have chosen to securely stored it within iATS Payments. This is an option within the iATS Button. The Customer Code can be used over and over to process charges to the donor without the need to request their payment details again.
    • iATS Batch Entry Record: This record is used when you want to charge many transactions at once using our Batch Update process method. All details for the donor, including payment details, are stored on this record and used when the Batch Entry batch is run.

     

    1.1     Using the Contact or Household/Organization iATS Button

    Charging one-time transactions using the iATS Button is intended for use when you have only one or two transactions to process, are taking phone calls, or greeting donors in person. You can utilize the manual entry or swipe entry options for collecting the Credit Card number. You can also charge a transaction to their bank account using the ACH method!

    If you have more than a few charges to process or Contact Records don’t exist yet, we recommend using our iATS Batch Entry process for mass charging single transactions. Instructions on that process can be found in the next section.

    1. From an existing Contact or Household/Organization record click on the iATS Button.
    2. Select the appropriate iATS Merchant Account to use for charging this transaction.
    3. On the right, if a Customer Code already exists for the donor, it can be selected via the drop-down menu. If you don’t want to utilize this stored payment information (iATS Customer Code), select the None option in the list. In a few steps further you’ll have the option to create a new Customer Code to store the new card details if you like.
    4. Select the One-Time Payment button (will display light grey when selected).
    5. Select Manual or Card Reader for the Credit Card Entry Mode. Either of these options can be defaulted via the iATS Settings if desired.
    6. Select Credit Card or ACH/Direct Debit.
    7. Check the Save Payment Information box if you’d like to store these payment details within an iATS Customer Code for future use.
    8. Enter an Amount, payment details, and an optional Invoice Number.
    9. Recommended: Check the Create New Donation box to automatically create a new Opportunity Donation for this Transaction. This option should be defaulted to checked via iATS Settings.
    10. Click the "Process One Time Payment" button to process the payment.
    11. Review the approval or rejection details at the top. If approved, close the window and refresh the record to view iATS Transaction, Opportunity and if applicable, iATS Customer Code information. If rejected, correct any errors and re-try the charge.

     

    1.2         Using the iATS Batch Entry Process

    Our Batch Entry Process feature allows you to import a file into Salesforce and communicate directly with iATS Payments to charge iATS Transactions! We include options for relating the new records to existing donors and campaigns, as well as utilizing specific record types. A history log, excel templates, and email notifications are also included!

    It’s as easy as this:

    • Create a .csv file from our handy template.
    • Import the .csv file to create new iATS Batch Entry records for the iATS Transactions you want to charge.
    • Process those iATS Batch Entry records via the Batch Entry and Update Processing section within iATS Settings.

     

    1. To create the .csv file, start by exporting the report called iATS Batch Entry Template - Single Tran which you will find in the iATS Brickwork Reports folder. Use this template to create a .csv file to use with the data import tool of your choice. If you export the report (even if there are no results shown) you’ll find all the fields that you’ll need to complete to process a charge.
    2. Create a .csv file. Please refer to the Help Text for each field on an iATS Batch Entry record to understand the values the record expects.

    Important fields of note:

    • Include In Next Batch Entry Process: Be sure to mark this field with the value as 1. This field controls whether the record will be included in the next batch process you run or not. If you’d rather wait to charge the donor another day, mark the value as 0 and you can update it later. Checked is default value when creating a new IBE record if left blank.
    • iATS Merchant Account ID: You can define a specific iATS Merchant account to use when charging the transaction. You can leave it blank to allow the default merchant account value from iATS Settings to be used. The ID can be found in the URL bar of the specific iATS Merchant Account Salesforce record.
    • Contact ID: You can provide the ID of a contact if they already exist in your Salesforce org. If provided, you can leave the remaining name, address, phone, and email fields empty as they will be auto-populated on the new IBE record when created. If you want Brickwork to create a new Contact record when the batch is run, leave the ID field empty add all donor details. You can also specify the Contact record type at the end of the template.
    • Schedule Details: To process single transactions, leave these fields empty. They are only used for new recurring setups.
    3. Import the file into Salesforce using the import tool of your choice, such as the Import Wizard or Data Loader. You are inserting (creating) new iATS Batch Entry records. If you like, review the newly created records for accuracy.
    4. To charge the donors, navigate to the iATS Settings tab and scroll down to the “Batch Entry and Update Processing” section. You should see that there are at least as many records waiting to be processed as you created IBE records. Any extra will be records previously created by not yet run. Review those if necessary.
    5. Click the Process iATS Batch Entry Records button. Depending on how many IBE records there are to process, this could take some time. Do not re-click the process button. You will also receive an email confirmation once the batch is finished and providing result details. You can also review the iATS Log that will be generated for further details.

     
    Do you need assistance with your account? As part of the iATS family, you have a team to help.
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