Brickwork 4. Existing Client Update and User Instructions

Transcription

1 Existing Client Update and User Instructions Version Last Updated: February 13 th, 2014

2 Contents 1 Contact Information New Brickwork 4 Recurring Features Additional Brickwork 4 Features Recurring Installment Amount Option Updated Opportunity Names for Aura Online: Brickwork 4 Update Pre-Requisites (Payments or Recurring Donations Objects only) Part 1 Update Brickwork and download Add On Extensions Part 2 - Configure Page Layouts and iats Settings iats Settings Non profit Starter Pack Settings Edit Page Layouts If Using Payments Edit Page Layouts If using Recurring Donations Schedule Recurring Payments using the Payments Object of NPSP Schedule Recurring Payments using the Recurring Donations Object of NPSP Open-Ended Recurring Donations: Non Open-Ended Recurring Donations: Page 2 of 24

3 1 Contact Information North America: UK/Europe: Customer Care: Phone: North America: UK/Europe: Hours: 7:30am 5:00pm Pacific Standard Time, Monday to Friday 8:00am 4:00pm Pacific Standard Time, Saturday Sales and Marketing: Phone: North America: UK/Europe: Hours: 6:00am 4:30pm Pacific Standard Time, Monday to Friday For the most up to date versions of our documentation, this Brickwork Installation & Configuration Guide, the Brickwork User Guide, and Aura Guides can be downloaded by visiting our website As a Level 1 Payment Card Industry (PCI) certified company, ensures all transactions are handled with the highest industry standards in security and confidentiality. Page 3 of 24

4 2 New Brickwork 4 Recurring Features As of Brickwork Version 4.15, transaction processing can now be fully integrated with the NPSP Payments Object (within the Contacts and Organizations app) and the NPSP Recurring Donations Object to record recurring payments! **Note: Updating Brickwork to version 4 will not automatically apply any changes to your existing Recurring methods. We encourage you to update to Version 4 now, and consider integrating with the new integration at your leisure. To take advantage of our new Payments and Recurring Donations integration now, please review the following information when updating Brickwork. Brickwork recurring functionality offers four options for handle recurring/pledged donation schedules: 1. Payments Integration - Multiple Payment Records related to one Opportunity: iats Customer Code related to Opportunity and all iats Transactions related to each Payment Record. To utilize the Payments object for recurring payments, you must have the latest version of the Contacts and Organizations for the Non-profit Starter Pack installed from the Salesforce App Exchange, and download the new Payments add on extension from our website or Install Guide. 2. Recurring Donation Integration - Multiple Opportunities related to one Recurring Donation: iats Customer Code related to Recurring Donation and all iats Transactions related to individual Recurring Donation Record. To utilize the Recurring Donations Object, you must have the Recurring Donations for the Non-profit Starter Pack installed from the Salesforce App Exchange, and download the new Recurring add on extension from our website or Install Guide. 3. No Opportunity Records option: iats Customer Code and all iats Transactions related to Contact Record. 4. Standard iats option - One Nested Opportunity: iats Customer Code related to Opportunity Record and all iats Transactions nested within the Opportunity. This is the existing Brickwork recurring method. For more information about the Nonprofit Starter Pack, including information on the Recurring Donations object and the Payments Object (within the Contacts & Organizations app) please visit the following helpful links: General NPSP: NPSP and Money: Payments: Page 4 of 24

5 Please review the following diagram to determine which method may be best for your Organization: Do you plan to accept recurring payments in addition to one-time transactions? Yes No Do you utilize the Recurring Donations object? Do you utilize the Payments object? Download Brickwork Application Yes No Yes No Download Brickwork Application & Recurring Donation add Download Brickwork Application Download Brickwork Application & Payments add on Extension Download Brickwork Application on Extension In order to utilize either the Payments or Recurring Donations, you will need to install the applicable add on extension from the iats Website after updating the Brickwork application, and follow the below Configuration Instructions. If you would prefer to use the Standard iats option, or no Opportunity records, you only need to update Brickwork. Page 5 of 24

6 3 Additional Brickwork 4 Features 3.1 Recurring Installment Amount Option If utilizing the standard Recurring Payments method of creating one Opportunity/Donation Record and nesting all subsequent iats Transactions, you can now customize how the value within the Amount field is added when a new Opportunity/Donation Record is created when a new schedule is received via Aura. Selecting the Recurring Installment Amount option will use the amount the donor is being charged for each payment. Selecting the Total Recurring Value Amount option (default if None is selected), will post the total value of the entire recurring payment schedule. The amount is the result of the following calculation: ($ per installment) X (Schedule chosen) X (# of years until End Date) = Total Amount Value 3.2 Updated Opportunity Names for Aura Online: When a new donation is received via Aura, we create an Opportunity Record (unless the Recurring Donations model has been chosen). When received via Aura, the default of the Opportunity name was as per below: Single Transaction: DONOR NAME - CC Single Donation DATE Recurring Schedule: DONOR NAME - CC Recurring Donation DATE We have made a change to the Opty names to ensure there is a clear difference between our recurring processing functions, the Recurring Donation Object, and the Payments Object: Page 6 of 24

7 For Credit Card Single Transaction: DONOR NAME iats CC Single Payment DATE Recurring Schedule: DONOR NAME iats CC Recurring Payment DATE For ACH: Single Transaction: DONOR NAME iats ACH Single Payment DATE Recurring Schedule: DONOR NAME iats ACH Recurring Payment DATE 4 Brickwork 4 Update Pre-Requisites (Payments or Recurring Donations Objects only) The following account credentials are recommended before installing Brickwork to ensure complete set- up and testing. Recurring Donations Object To utilize the Recurring Donations Object, you must have the Recurring Donations for the Non-profit Starter Pack installed. Please click here to download from the Salesforce App Exchange. Payments Object To utilize the Payments object for recurring payments, you must have the latest version of Contacts and Organizations for the Non-profit Starter Pack installed. Please click here to download from the Salesforce App Exchange. 5 Part 1 Update Brickwork and download Add On Extensions 1. Click here to find Brickwork on the Salesforce App Exchange. 2. Click Get It Now to begin the update process. 3. When prompted, please login with elevated access (use an administrator account or one with administrator permissions). 4. Once logged in, confirm the installation details and Terms and Conditions. Page 7 of 24

8 5. Click Continue on the Package Installation Details screen. You will be asked to verify your password at this point as a security check. 6. On the next pop-up window, click Yes, Grant Access to these Third-Party web sites, then click Continue. This will allow Brickwork to communicate with the iats servers. 7. Approve Package API Access. Click Next. 8. Choose Security level. Select the Security level that is appropriate to your organization, then click Next. 9. Install Package. Click Install. You will receive an from Salesforce when installation is completed. 10. The Package Details page will confirm the installed Brickwork application and changes that were made. New Version 4.15 additions: 11. If using the Recurring Donation Object or Payments Object with Brickwork, proceed with downloading (or updating) the Recurring Donations package or the Contacts & Organization s package from the Salesforce App Exchange (if not already done) in order to integrate Brickwork with these objects. 12. If using our Payments integration, please click here to install our Brickwork add on extension for Payments from the iats Website. 13. If using our Recurring Donations integration, please click here to install our Brickwork add on extension for Recurring Donations from the iats Website. 6 Part 2 - Configure Page Layouts and iats Settings The following objects and records will be configured and/or modified during the following steps: iats Settings Brickwork Custom Object Modify if utilizing Recurring Donations: Contact Standard to Salesforce Recurring Donations Page Layout Salesforce Download iats Customer Code Brickwork Custom Object Modify if using Payments: Opportunities (Donation) Standard to Salesforce Payments Page Layout Part of Salesforce Contacts & Organization s app Page 8 of 24

9 6.1 iats Settings Non profit Starter Pack Settings The Nonprofit Starter Pack (NPSP) Settings section enables the configuration between Brickwork and your installation of the Non Profit Starter Pack. 1. Select One-to-One (1 X 1 Model) or Individual (Bucket Model) depending on the Account Model of the Contacts and Organizations package your organization utilizes. For more information regarding Salesforce Account Models, please visit: 2. Select the appropriate Recurring Payments Model, depending on if your organization utilizes (or will be utilizing) the Recurring Donation Object, or the Payments Object of the NPSP. If you use neither, select None to utilize the iats Brickwork Standard model. 3. If you have chosen Opportunity (Donation) and Payments, additional customization options will become visible: For more information on how to enable Payments within NPSP s Contacts & Organizations, please click here. a) Check Create Scheduled Payment Records to activate the Payments Object integration. b) Select an iats Recurring Payments Date Change Action. This selection will determine what happens to Payment Records created for iats Transactions if changes to the recurring schedule on the iats Customer Code are made. c) Select a record limitation in the Scheduled Payment Records Limit pick list and add the limit itself in the Limit field. This sets the limit on how many future Payment Records are created for iats Transactions. d) To compensate for a bug within the Contact s and Organizations NPSP package, click on the Contact Settings tab (from the all tabs menu), at least once so that the related 'custom settings' records are created properly. Page 9 of 24

10 4. If you have selected Recurring Donations and Opportunities (Donations), additional customization options will become visible: For more information on how to enable Recurring Donations within the NPSP, please click here. **Important: The default stage for new donations (opportunity) records is based on the NPSP settings (custom labels). By default it is 'Pledged'. Brickwork references the custom label to determine what stage to set when creating new opportunities when using our Recurring Donations integration. To ensure future iats Transaction records are linked properly to new donations, please ensure the Stage type is an Open value, not a closed value such as Closed/Won or Closed/Lost. To view your current Stage Types, please click on Setup -> App Setup -> Opportunity -> Fields -> and click on Stage within the Opportunity Standard Fields section. a) Select the appropriate Recurring Donations Open Ended Status option, depending on how you would like the Recurring Donations to calculate and handle your recurring payments. For more information on each option, please click on the following Salesforce NPSP help text: b) Select an iats Recurring Payments Date Change Action. This selection will determine what happens to the Recurring Donation s Opportunity (Donation) Records that were created for iats Transactions if changes to the recurring schedule on the iats Customer Code are made. c) Checking the Pre-populated Virtual Terminal Recurring Fields box will enable the iats Virtual Terminal to be pre-populated with the Amount and Schedule details from the Recurring Donations Record. d) Click the Recurring Donations Settings link to open a new window containing the standard Salesforce settings page for the Recurring Donations Object. Brickwork will react to these settings, which prevents you from needing to repeat these options within iats Settings. For more information about the Recurring Donation Settings, please click on the following NPSP help text: e) To compensate for a bug within the Recurring Donation NPSP package, click on the 'recurring donations settings' tab (from the all tabs menu), at least once so that the related 'custom settings' records are created properly. Page 10 of 24

11 6.2 Edit Page Layouts If Using Payments Opportunities (Donation) Standard to Salesforce Payments Page Layout Part of Salesforce Contacts & Organization s app 1. In Setup (click on your username and choose Setup), under the App Setup section select Customize then Opportunities and then Page Layouts, OR Click on Edit Layout in the Force.com quick access menu when in an Opportunity record, which is the blue arrow at the far right of the page if enabled. OR 2. If accessed via the Setup menu, click Edit for the active or current page to be customized. If there is more than one active page layout, you may need to repeat the following steps for each layout. 3. Click Related Lists add Payments related lists onto the page layout. 4. On the Payments related list, click the wrench icon (Related List Properties) to customize the visible fields. We recommend adding the following fields to the standard fields: Related iats Transaction Related iats Transaction Status 5. Click Save. 6. Under the App Setup section select Create then Objects, and click the Payment label located beside the Contacts and Organizations listing. Next, scroll down to locate the Page Layout section and click Edit beside the Payment Layout. OR, click on Edit Layout in the Force.com quick access menu when in a Payment record, which is the blue arrow at the far right of the page if enabled. 7. Click Fields and add the Related iats Transaction, and Related iats Transaction Status related list onto the page layout. 8. Click Save. Page 11 of 24

12 6.3 Edit Page Layouts If using Recurring Donations Contact Standard to Salesforce Recurring Donations Page Layout Salesforce Download iats Customer Code Brickwork Custom Object 1. In Setup (click on your username and choose Setup), under the App Setup section select Customize then Contacts and then Page Layouts, OR Click on Edit Layout in the Force.com quick access menu when in a Contact record, which is the blue arrow at the far right of the page if enabled. OR 2. If accessed via the Setup menu, click Edit for the active or current page to be customized. If there is more than one active page layout, you may need to repeat the following steps for each layout. 3. Click Related Lists and add the Recurring Donations related list. 4. Click Save. 5. Under the App Setup section select Create then Objects, then the Recurring Donation Label. Next, scroll down to locate the Page Layout section and click Edit beside Recurring Donation Layout. OR, click on Edit Layout in the Force.com quick access menu when in a Recurring Donation record, which is the blue arrow at the far right of the page if enabled. 6. Click Buttons, and drag the iats button into the Custom Buttons section. 7. Click Related Lists and drag the iats Customer Code related list onto the page layout. 8. On the iats Customer Codes related list, click the wrench icon (Related List Properties) to customize the visible fields. We recommend including at least the following fields: Recurring Payment Status Recurring Payment Amount Page 12 of 24

13 9. Click Save. 10. Under the App Setup section select Create then Objects and then iats Customer Code. Next, scroll down to the Page Layouts list, and click Edit beside iats Customer Code Layout. OR: Click on Edit Layout in the Force.com quick access menu when in an iats Customer Code record, which is the blue arrow at the far right of the page if enabled. 11. Click Fields and drag the following fields onto the page layout: Recurring Donation 12. Click Save. Page 13 of 24

14 7 Schedule Recurring Payments using the Payments Object of NPSP For more information on the NPSP Payments Object, please click here. Comments on Payments and Brickwork: Payments can be created manually or automatically via Aura and will link to all future iats Transactions. No need to use the standard Payments Schedule Wizard provided by Salesforce as the Virtual Terminal (iats Button) schedules new Payments for you! Use the Do Not Automatically Create Payment checkmark on the main Opportunity when scheduling manually to avoid having an extra Payment record created. Edits to the schedule or payment records should only be done via the Virtual Terminal (iats Button) and will affect existing Payments as per options controlled via the iats Settings Tab (image below). Standard Payments roll-ups are utilized. New future Payment records will be created automatically via an Apex which was scheduled during installation of the Payments add on extension. Should the Apex need to be re-created (for example if the user who installed Brickwork has left the organization, or if it was deleted), the Class name is 'IATSPayments_Payments_SCHED'. Instructions on how to create the Apex can be found in Section 10.5 of this User Guide. ** Important**: Instead of using the default Payments schedule Wizard, please use the iats Virtual Terminal to create a new Customer Code and recurring schedule. Once done, new Payments will be created as per the schedule and limits set within iats Settings. Any modifications should also be done via the iats VT, and not the Payments Wizard. 1. Create a New Donation (Opportunity) to house new Payments: A. Locate the Contact record for the donor in order to create a new Opportunity/Donation record. If created via the related list on the Contact record, the new record will automatically be related to the Contact. Data from the new Donation (Opportunity) will be imported into the iats Virtual Terminal, and be used to create the new Payment Records. Page 14 of 24

15 B. Name the record using our recommended format if desired: Donor Name MOP Recurring Payment Date. For ex: Joe Smith- CC Recurring Payment 5/11/2012 C. Check the Do Not Automatically Create Payment field. If not visible, please speak to your Salesforce Admin to add to your page layout. D. Complete the required fields and any that are pertinent to your unique organization. 2. Instead of using the Payments Wizard, click the iats Button to launch the Virtual Terminal from within the newly created Record: Page 15 of 24

16 3. Select the appropriate iats Account using the drop down menu in Account Name. 4. Click the Recurring Payments button. 5. Select Credit Card or Bank Withdrawal. 6. Select the recurring schedule information in the Recurring Payments section: Recurring Amount to be charged each time (value will populate the Payment amount field) Begin Date (UK Direct Debit: Begin Date must be at least 13 days in the future) End Date Schedule Type Schedule Date For the Weekly schedule type, Sunday is the first (1) day of the week. Note: This option is not visible when scheduling Quarterly or Annual recurring transactions as the Begin Date acts as the Schedule Date. Page 16 of 24

17 7. You should now have multiple Payment Records created, based on the schedule selected, and a related iats Customer Code: Please note that iats Transactions will be imported and related the day after they have been charged by iats, and will be related to each Payment: 8. Should the iats Customer Code or Payment schedules need to be edited or modified, please use the iats Button to access the iats Customer Code. Any changes made to the schedule or amount, will be automatically applied to the future unpaid Payment Records. Page 17 of 24

18 8 Schedule Recurring Payments using the Recurring Donations Object of NPSP **Important**: The iats Button (Virtual Terminal) will not automatically create a new Recurring Donation Record. Please follow the instructions below to ensure the proper records are created. There are two different standard Salesforce options for creating new Recurring Donation Opportunities, Open Ended or Closed. Additional information can be found here. Open Ended Recurring Donations - Open ended Recurring Donations creates a set of Opportunities per a predefined schedule out to a certain time in the future (default is 12 months). As Opportunities are closed, statistics are updated on the Recurring Donation object to reflect the changes. In addition, every evening the Recurring Donation checks to see if additional Opportunities need to be created to maintain 12 (or whatever your settings are configured to) months worth of Opportunities, based on the schedule you define. Non-open-ended Recurring Donations - Non-open-ended Recurring Donations create a set of Opportunities per a predefined schedule at the time the Recurring Donations record is updated. Any subsequent updates or edits to the Recurring Donations record or the associated Opportunities will not affect either the Opportunities or Recurring Donations record itself. The Brickwork Virtual terminal compensates for this and will make changes/delete records if used to the edits/changes. Comments on Recurring Donations and Brickwork: New Donation Records can be created manually via the iats Button (Virtual Terminal) from the Recurring Donation record, or automatically via Aura. Edits should be done via the iats Button so that all changes affect the iats Customer code record on iats servers, and will be automatically applied to existing open Donations as per the Edit option selected within the iats Settings Tab. Changes will not automatically be applied to the Recurring Donation record and should be applied manually after using the Virtual Terminal. Standard Salesforce Recurring Donation roll-ups are utilized. Page 18 of 24

19 Important: Please ensure that the Type field value for the Stage selected on the new Opportunity/Donation records is Open. For example, by default (via the recurring donation package from the NPSP) the Pledged Type field is set to 'Open', however it s possible that it has been customized within your instance of Salesforce. The Type can be 3 values: Open, Closed/Won, and Closed/Lost, however Brickwork doesn't update opportunity records that are closed (Closed/Won and Closed/Lost) because it is assumed that payment (via IATS transaction or any other payment method) has already been received for the opportunity or the opportunity is lost. To view your Stage Types, please click on Setup -> App Setup -> Opportunity -> Fields -> and click on Stage within the Opportunity Standard Fields section. Please note: Brickwork utilizes the standard Recurring Donations Settings portion of the NPSP. We have included a link to the settings within iats Settings to make set-up easier. 8.1 Open-Ended Recurring Donations: 1. Locate the Contact record for the donor in order to create a new Recurring Donation record. If created via the related list on the Contact record, the new record will automatically be related to the Contact. Data from the new Recurring Donation Record will be imported into the iats Virtual Terminal, and be used to create the new Donations. Page 19 of 24

20 2. Name the record using our recommended format if desired: Donor Name MOP Recurring Payment Date. For ex: Joe Smith- CC Recurring Payment 5/11/ Complete the required fields as per the below suggestions: Open Ended Status = Open Date Established = Date of first charge Next Donation Date = Date of first Charge Amount = Amount to be charged for each payment (copies to Installment Amount upon Saving) Installment Period = Schedule (iats Schedule options are Monthly, Weekly, Quarterly, Annual) Installments = Can be set to blank 4. Click Save. 5. You should now have multiple Donations created: Page 20 of 24

21 6. ** Important**: In order to schedule the recurring payments, an iats Customer Code needs to be created and stored within the iats servers. To create the Customer Code, click the iats Button (Virtual Terminal). 7. Most fields will be auto populated from the Recurring Donations record however the Credit Card (or ACH Bank Account details) will need to be added. 8. Click Create recurring Payments, and close the terminal. Refresh the page to view the new iats Customer Code: Page 21 of 24

22 ** Important**: The iats Customer Code will not automatically be related back to the Contact Record. If desired, open the Customer Code and relate it to the Contact using the Lookup field (spy glass). 8.2 Non Open-Ended Recurring Donations: 1. Locate the Contact record for the donor in order to create a new Recurring Donation record. If created via the related list on the Contact record, the new record will automatically be related to the Contact. 2. Data from the new Recurring Donation Record will be imported into the iats Virtual Terminal, and be used to create the new Donations. 3. Name the record using our recommended format if desired: Donor Name MOP Recurring Payment Date. For ex: Joe Smith - CC Recurring Payment 5/11/ Complete the required fields as per the below suggestions: Open Ended Status = None Date Established = Date of first charge Next Donation Date = Date of first Charge Last Donation Date = Date of Last Charge Amount = Total Amount to be charged (copies to Total field upon Saving) Installment Period = Schedule (iats Schedule options are Monthly, Weekly, Quarterly, Annual) Installments = Number of Donations within Schedule 5. Click Save. You should now have multiple Donations created: Page 22 of 24

23 6. ** Important**: In order to schedule the recurring payments, an iats Customer Code needs to be created and stored within the iats servers. To create the Customer Code, click the iats Button (Virtual Terminal). Page 23 of 24

24 7. Most fields will be auto populated from the Recurring Donations record however the Credit Card (or ACH Bank Account details) will need to be added. 8. Click Create recurring Payments, and close the terminal. Refresh the page to view the new iats Customer Code: 9. ** Important**: The iats Customer Code will not automatically be related back to the Contact Record. If desired, open the Customer Code and relate it to the Contact using the Lookup field (spy glass). Page 24 of 24