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iATS Returns and BACS Reports

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Brickwork includes a custom object called iATS Returns. These records are automatically imported from iATS Payments to Salesforce via the Brickwork Nightly Download Journal process, providing added visibility into returned NA ACH/EFT and UK Direct Debit iATS Transactions.

Key Objects and Concepts:

  • What are Returns? Returns for bank withdrawal transactions are like credit card chargebacks. They represent a donor or their banks request for money to be returned to the account holder’s bank account.

    Returns are issued after an ACH/Direct Debit transaction is marked as approved (successful), usually within a few days, and will often contain a reason such as “Insufficient Funds” where it was determined the bank account didn’t have enough money for the debit, or “Account Closed” where the bank account you are trying to debit no longer exists or has been closed by the bank.
  • How do I start importing iATS Returns into Salesforce? If you have your ACH iATS Client Code saved as an iATS Merchant Account and the Nightly Download Journal APEX job scheduled, you don’t have to do a thing! Brickwork will automatically import your ACH Transactions during the nightly import (or via the manual import option within iATS Settings) to create new iATS Return records.
    • For NA returns, we use a new field called “Journal ID” which we are now posting to all iATS Transactions and iATS Returns. The return looks for the Journal ID on the iATS Transaction to find a match.
    • For UK Direct Debit returns, we look for the Reference Number located on the iATS Transaction and iATS Customer Code records. We also back up the match by comparing the amount and date of the original transaction where applicable.
  • What do I do with iATS Returns? You can action a returned ACH transaction in the same way you are now, usually this means contacting the donor or marking their records to indicate you didn’t actually receive their donation. Brickwork will automatically update the status of a related iATS Transaction from “Approved” to “Return” to help distinguish returns, but won’t update any other related records such as Opportunity, Payments, or Recurring Donations at this time.
  • Does Brickwork import BACS Reports? Yes! Brickwork imports all four BACS report types from Smart Debit:

    ADDACS (Automated Direct Debit Amendment and Cancellation Service): Issued if the donor contacts their bank to cancel the donation or if their account, name or address details have changed. Notification time varies as it is dependent upon a cancellation request. May or may not be linked to an iATS Transaction, depending on the reason.

    AUDDIS (Automated Direct Debit Instruction Service): Issued if there is a problem setting up the debit instructions at the donors’ bank. Notification time varies as it is dependent upon a cancellation request. Always linked to an iATS Customer Code but never an iATS Transaction.

    ARUDD (Automated Return of Unpaid Direct Debit): Generally Issued due to insufficient funds or if a donation has been cancelled. Notification is issued 2-4 days after the Charge or Collection date. Always linked to an iATS Transaction.

    DDICA (Direct Debit Indemnity Claim): Issued by the Payer or Bank which reverses the original transaction. Always linked to an iATS Transaction.
  • Each UK DD iATS Return detail page includes a special section called “UK BACS Return Information” dedicated to posting details if/when they are included on the BACS reports, the type of BACS Report that was issued to create the new record, and a link for more information on BACS Returns including important Action Items for UK users.


iATS Return Workflow for UK BACS Clients

Workflow
The end to end process to trigger the creation of a Return in Salesforce via Brickwork is as follows:

1. Your donor provides you the necessary data to start a new DDI. This can be done via your staff using the Brickwork Virtual Terminal on the Recurring Donation or Opportunity record, or via your online Aura website if enabled with iATS.
2. The new Reference number is sent to Smart Debit/BACS to start the 12-day registration process.
3. If the new Reference number isn’t registered properly:
    1. BACS/Smart Debit will generate a new BACS report called an AUDDIS.
    2. Brickwork performs a daily scan for new reports and will pick up the AUDDIS report the following day.
    3. Based on the data in the AUDDIS report, a new iATS Return record will be created to house the data. It will be related to the iATS Customer Code record that contains the Reference Number for the donor.
4. If the new Reference number is registered properly iATS will attempt a transaction against the bank data on the pre-scheduled date.
5. Brickwork performs a daily scan for all new iATS Transactions and will import them into Salesforce via Brickwork the following day with the Status of “Approved”.
6. Based on the data in the transaction, a new iATS Transaction record is created to house the data. It will be related to the iATS Customer Code that contains the reference number, and the Donation or Payment record.
7. Should that iATS Transaction ultimately be rejected by BACS or the donors bank (say they don’t have enough money in the bank account), BACS/Smart Debit will create a new BACS reports called an ARUDD.
    1. Brickwork performs a daily scan for new reports and will pick up the ARUDD report the following day.
    2. Based on the data in the ARUDD report, a new iATS Return record will be created to house the data. It will be related to the iATS Transaction record that contains the Reference Number, and has the correct charge date/Amount listed in the ARUDD report.
    3. The Status field of the related iATS Transaction will be changed to “Return”.
8. If the iATS Transaction was approved by BACS and the donor’s bank, they could decide to change the values of the DDI at some later point. For example, should the donor choose to cancel their gift permanently, they could call their bank to stop the debits.
    1. BACS/Smart Debit will generate a new BACS report called an ADDACS. This report will contain a reason code/description to cancel the DDI.
    2. Brickwork performs a daily scan for new reports and will pick up the ADDACS report the following day.
    3. Based on the data in the ADDACS report, a new iATS Return record will be created to house the data. It will be related to the iATS Customer Code and/or the iATS Transaction, whichever is referenced in the report.
    4. If related to an iATS Transaction, the Status field will be changed to “Return” as the donor would have received their money back.
    5. Your staff would then manually cancel the iATS Customer Code by opening the iATS Button on the Recurring Donation or Opportunity record, and changing to Active Status to “OFF”. This sends a message to Smart Debit and BACS to cancel the Reference Number permanently.
9. This would be the same process for the DDICA type of BACS report which is only used when the donor claims they have been debited fraudulently.


iATS Return Workflow for NA ACH/EFT Clients

 

Workflow

The end to end process to trigger the creation of a Return in Salesforce via Brickwork is as follows:

1. Your donor provides you the necessary data to start a new recurring ACH debit, or a one-time donation. This can be done via your staff using the Brickwork Virtual Terminal on the Recurring Donation or Opportunity record, or via your online Aura website if enabled with iATS.
2. The new Reference number is sent to Smart Debit/BACS to start the 12-day registration process.
3. Brickwork performs a daily scan for all new iATS Transactions and will import them into Salesforce via Brickwork the following day with the Status of “Approved”. Each transaction will contain a unique ID called a “Journal ID”.

4.

Based on the data in the transaction, a new iATS Transaction record is created to house the data. It will be related to the iATS Customer Coder, and the Donation or Payment record.
5. Should that iATS Transaction ultimately be rejected by the donor or their bank (say they don’t have enough money in the bank account), iATS will create a new return transaction on our server.
    1. Brickwork performs a daily scan for new returns and will pick it up from the ACH Returns report the following day.
    2. Based on the data in the return, a new iATS Return record will be created to house the data. It will be related to the iATS Transaction record contains the matching “Journal ID”.
    3. The Status field of the related iATS Transaction will be changed to “Return”.

 

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