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    Schedule New Recurring Transactions
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    Brickwork provides you with three options for tracking how recurring transactions are created and managed within your Salesforce org. We highly recommend using the NPSP’s Recurring Donation option so that you can take advantage of the amazing features that Salesforce.org provides. But, if you’ve made the choice to not use Recurring Donations, or even the NPSP itself, Brickwork has an option for you.


    Options Overview:

    1. NPSP Recurring Donation Integration (Recommended): This option connects Brickwork to the NPSP Recurring Donation object, and its related Donation records.
    2. NPSP Payments Integration: This option connects Brickwork to the NPSP Payment object directly, which allows for multiple Payment records to be created on a single Opportunity record.
    3. Non-NPSP Brickwork Standard Option: When Brickwork is installed this is the default option for recurring payments. This option connects a single Opportunity to multiple iATS Transaction records.


    Regardless of the method you’ve chosen, Brickwork gives you an iATS Button on the appropriate record so you can create and store donor and payment details within iATS Payments systems.


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    2.1         Using NPSP Recurring Donation (Option 1 Recommended)

    This option connects Brickwork to the NPSP Recurring Donation object, and its related Donation records.

    Using an iATS Customer Code, all schedule details are synced between Salesforce and iATS Payments allowing for transactions to be automatically processed on the defined date you or the donor has selected. In addition, Brickwork will auto-import all transactions that have been processed and relate them to the correct Donation record.

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

    Are you planning on creating one or two new recurring donors, or do you have many to schedule at one time? As of version 5 you now have two options to create new recurring donors! You can use the iATS Button directly on the Recurring Donation page, or you can create many at a time using our iATS Batch Entry process. Both sets of instructions can be found below.

    Step 2: Understanding key objects and concepts:

    • Recurring Donation: Often called the “parent” record, this is an NPSP record that houses the details of the donors recurring schedule and other pertinent NPSP details. This record will be created before using the iATS Button to store the payment and schedule details within iATS.
    • Donation: Often called the “child” record, this is an Opportunity record that has been modified by the NPSP to function with the Recurring Donation record.
    • Open-Ended versus Fixed Length Recurring Donations: An NPSP choice when creating a new Recurring Donation. Each type has a specific way of creating child Donations and can be used with Brickwork. For more information on creating a Recurring Donation for either type, refer to the NPSP: Recurring Donations - Overview and Setup
    • iATS Button: A custom button which is added to the Recurring Donation page layout by your admin during configuration. This button is utilized to set-up Recurring Credit Card and ACH/Direct Debit Transactions that will be charged to the donor on a defined schedule.
    • iATS Customer Code: A Brickwork record that represents the donor’s payment and recurring schedule information which have been securely stored in iATS. The Customer Code is linked directly to the Recurring Donation record which allows Brickwork to relate future transactions to the child Donation records correctly.
    • Nightly Download Journal Import: Processed iATS Transaction details are retrieved from iATS via this APEX Class which should have been scheduled by your Admin during the configuration process for Brickwork. This automated import happens on a daily basis and creates new iATS Transaction records the day after the transaction has been processed by iATS.
    • 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 Batch Entry Record: This record is used when you want to setup many recurring schedules 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.

    2.1.1     Using the Recurring Donation iATS Button:

    Creating new recurring schedules using the iATS Button is intended for use when you have only one or two schedules to setup such as when you 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 setup a schedule using their bank account using the ACH or Direct Debit method!

    If you have more than a few schedules to setup or NPSP Recurring Donation and Contact Records don’t exist yet, we recommend using our iATS Batch Entry process for mass setups and record creation. Instructions on that process can be found in the next section.

    1. Create a new Recurring Donation. Immediately after creating the Recurring Donation record, click on the iATS Button.
    2. Select the appropriate iATS Merchant Account to use for setting up this schedule (and charging the transactions going forward).
    3. Review the pre-filled donor and schedule details and make any necessary adjustments, for example the end date. This field is required by iATS, however you can set it for any future date to accommodate Open-Ended style donations.
    4. Select Credit Card or ACH/Direct Debit, and enter the payment details.
    5. Click “Create Recurring Payment” to create a new iATS Customer Code record within iATS. If you are setting up a Direct Debit UK donor, you’ll notice a validation button before seeing the create option.
    6. Close the window and refresh the Recurring Donation record to review the new iATS Customer Code record. Brickwork will also recreate the Donation records to ensure they match the values you included in the iATS Button fields.
    7. Click Edit on the new iATS Customer Code record and relate it to the contact/organization that is also related to the Recurring Donation. This is an optional step but is recommended.

     

    2.1.2     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 create new NPSP records and an iATS Customer Code! 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 NPSP Recurring Donations and iATS Customer Codes you want to schedule.
    • 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 – Recurring 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 setup a new recurring schedule.
    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: These fields must be completed for the recurring schedule to be setup within iATS. If these fields are left blank, a single transaction will be immediately charged when the batch is run.
    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 setup the new schedules within Salesforce/NPSP, and iATS Payments, 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.

     

    2.2         Using NPSP Payments (Option 2)

    This option connects Brickwork to the NPSP Payment object directly, which allows for multiple Payment records to be created on a single Opportunity record. This is a Brickwork custom option that was developed for those customers who historically didn’t want to use the Recurring Donation object.

    Using an iATS Customer Code, all schedule details are synced between Salesforce and iATS Payments allowing for transactions to be automatically processed on the defined date you or the donor has selected. In addition, Brickwork will auto-import all transactions that have been processed and relate them to the correct Payment record and mark the payment record as “Paid” when the transaction is successful.

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

    Are you planning on creating one or two new recurring donors, or do you have many to schedule at one time? As of version 5 you now have two options to create new recurring donors! You can use the iATS Button directly on the Donation Opportunity page, or you can create many 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: This is a Salesforce/NPSP record that is used to represent the recurring schedule and connect to the iATS Customer Code. This record will be created before using the iATS Button to store the payment and schedule details within iATS.

    When creating the Opportunity record, we recommend to use the “Do Not Automatically Create Payment” checkmark on the main Opportunity to avoid having an extra Payment record created.

    • Payment: A Salesforce/NPSP record that is used to record if the funds have been charged to the donor. Brickwork will mark the record as “paid” if the related iATS Transaction is approved.
    • iATS Button: A custom button which is added to the Opportunity page layout by your admin during configuration. This button is utilized to set-up Recurring Credit Card and ACH/Direct Debit Transactions that will be charged to the donor on a defined schedule.
    • iATS Customer Code: A Brickwork record that represents the donor’s payment and recurring schedule information which have been securely stored in iATS. The Customer Code is linked directly to the Opportunity record which allows Brickwork to relate future transactions to the Payment records correctly.
    • Nightly Download Journal Import: Processed iATS Transaction details are retrieved from iATS via this APEX Class which should have been scheduled by your Admin during the configuration process for Brickwork. This automated import happens on a daily basis and creates new iATS Transaction records the day after the transaction has been processed by iATS.
    • 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 Payment record and check its Paid value.

     

    2.2.1     Using the Donation Opportunity iATS Button:

    Creating new recurring schedules using the iATS Button is intended for use when you have only one or two schedules to setup such as when you 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 setup a schedule using their bank account using the ACH or Direct Debit method!

    If you have more than a few schedules to setup or Donation Opportunities and Contact Records don’t exist yet, we recommend using our iATS Batch Entry process for mass setups and record creation. Instructions on that process can be found in the next section.

    1. To create the .csv file, start by exporting the report called iATS Batch Entry Template – Recurring 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 setup a new recurring schedule.
    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: These fields must be completed for the recurring schedule to be setup within iATS. If these fields are left blank, a single transaction will be immediately charged when the batch is run.
    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 setup the new schedules within Salesforce/NPSP, and iATS Payments, 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.

     

    2.3         Using Brickwork Without the NPSP (Option 3)

    When Brickwork is installed this is the default option for recurring payments. We highly recommend using the NPSP in order to take advantage of it’s amazing Nonprofit specific features, however it’s not required for Brickwork. If your organization makes the choice to stick with a standard Salesforce environment Brickwork will utilize the Opportunity record and our own custom object iATS Transactions. You won’t be able to do fancy future forecasting like you can with the NPSP Donation record, but all transaction information will be imported.

    With this option, iATS Customer Codes schedule details are synced between Salesforce and iATS Payments allowing for transactions to be automatically processed on the defined date you or the donor has selected. Brickwork will auto-import all transactions that have been processed and relate them to the correct Opportunity record.

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

    Are you planning on creating one or two new recurring donors, or do you have many to schedule at one time? As of version 5 you now have two options to create new recurring donors! You can use the iATS Button directly on the Opportunity page, or you can create many at a time using our iATS Batch Entry process. Both sets of instructions can be found below.

    Step 2: Understanding key objects and concepts:

    • Opportunity: This is a Salesforce record that is used to represent the recurring schedule and connect to the iATS Customer Code. This record will be created before using the iATS Button to store the payment and schedule details within iATS.
    • iATS Button: A custom button which is added to the Opportunity page layout by your admin during configuration. This button is utilized to set-up Recurring Credit Card and ACH/Direct Debit Transactions that will be charged to the donor on a defined schedule.
    • iATS Customer Code: A Brickwork record that represents the donor’s payment and recurring schedule information which have been securely stored in iATS. The Customer Code is linked directly to the Opportunity record which allows Brickwork to relate future transactions to the Opportunity correctly.
    • Nightly Download Journal Import: Processed iATS Transaction details are retrieved from iATS via this APEX Class which should have been scheduled by your Admin during the configuration process for Brickwork. This automated import happens on a daily basis and creates new iATS Transaction records the day after the transaction has been processed by iATS.
    • iATS Transaction: A Brickwork record that is created for each approved or rejected charge that is processed for your donor.

     

    2.3.1     Using the Opportunity iATS Button:

    Creating new recurring schedules using the iATS Button is intended for use when you have only one or two schedules to setup such as when you 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 setup a schedule using their bank account using the ACH or Direct Debit method!

    If you have more than a few schedules to setup or Opportunities and Contact Records don’t exist yet, we recommend using our iATS Batch Entry process for mass setups and record creation. Instructions on that process can be found in the next section.

    1. Create a new Opportunity. Immediately after creating the Opportunity record, click on the iATS Button.
    2. Select the appropriate iATS Merchant Account to use for setting up this schedule (and charging the transactions going forward).
    3. Review the pre-filled donor and schedule details and make any necessary adjustments, for example the end date. This field is required by iATS, however you can set it for any future date to accommodate donations that don’t have a defined end date.
    4. Select Credit Card or ACH/Direct Debit, and enter the payment details.
    5. Click “Create Recurring Payment” to create a new iATS Customer Code record within iATS. If you are setting up a Direct Debit UK donor, you’ll notice a validation button before seeing the create option.
    6. Close the window and refresh the Opportunity record to review the new iATS Customer Code record.
    7. Click Edit on the new iATS Customer Code record and relate it to the contact/organization that is also related to the Opportunity. This is an optional step but is recommended.

     

    2.3.2     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 create new Salesforce records and an iATS Customer Code! 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 Donation Opportunity and iATS Customer Codes you want to schedule.
    • 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 – Recurring 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 setup a new recurring schedule.
    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: These fields must be completed for the recurring schedule to be setup within iATS. If these fields are left blank, a single transaction will be immediately charged when the batch is run.
    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 setup the new schedules within Salesforce, and iATS Payments, 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.
    Contact us
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