User Guide for. Brickwork Version: Last Updated: February 13 th, 2014

Transcription

1 User Guide for Brickwork Version: Last Updated: February 13 th, 2014

2 1 Table of Contents 2 Document Version Contact Information Overview Brickwork Custom Objects and Features of Brickwork How To: Processing Payments via Brickwork (iats Button) Process One-Time Transactions via the iats Virtual Terminal Schedule a Recurring iats Transaction using the iats Virtual Terminal Schedule Recurring Payments using the Payments Object of NPSP Schedule Recurring Payments using the Recurring Donations Object of the NPSP Page 2 of Open-Ended Recurring Donations: Non Open-Ended Recurring Donations: Schedule Recurring Payments to utilize one Opportunity Record (Standard iats Method) Cancel an iats Customer Code Recurring Schedule or Edit Payment Details How To: Integrate the iats Virtual Terminal within Auctions for Salesforce Add Brickwork Check In & Check Out Virtual Terminals to Auctions How To: Integrate Aura online processing with Campaign ID s and/or Record Types (Version ) Method 1 - Add Campaign ID and/or Record Type ID s onto the web page Button/link URL Method 2 - Add Campaign ID and/or Record Type ID s onto the Salesforce Site Method 3 - Add Campaign ID and/or Record Type ID s on URL hyperlink Workflows for Aura Payment Processing via a Webpage Aura / Brickwork Integration Workflow One-Time Transaction Aura / Brickwork Integration Workflow Recurring Transaction How To: Refund an iats Transaction Administrative Tasks Confirm your Current Brickwork Version Number Grant iats Personnel Temporary Access to Salesforce Download Journal Import for iats Transactions... 41

3 Automatic Nightly Download Journal Reviewing or Cancelling the Nightly Download Journal Manual Download Journal Automated Recurring Transaction Roll-up Manually Re-schedule the Payments Apex Class Brickwork Reporting FAQ s View Additional Details in Brickwork Custom Tabs View Additional Fields in iats Related List s Subsequent Recurring Transactions Rejected Transactions Opportunity/Donation Names Survey Fields iats Button Visibility Issues Guest User Modifications Page 3 of 52

4 2 Document Version Document Change Date of Change: Various Bug Fixes Feb 11 th, Various Bug Fixes Jan 14 th, Guide updated to include new Recurring Donation and Payments integrations (Section 5.2). Dec 10 th, Contact Information North America: UK/Europe: Customer Care: [email protected] 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: [email protected] 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 4 of 52

5 4 Overview 4.1 Brickwork Brickwork is a native Salesforce ( Application that brings the power of iats Payment Processing directly into your Salesforce environment. Whether donations are received via the phone or through your website, Brickwork enables your organization to process credit card payments and maximize your revenue. With the ability to process one-time transactions and schedule recurring payments, Brickwork eliminates the hassle of manual data entry into your Salesforce CRM. Real-time processing allows for greater workload efficiency and rapid results. With the ability to create donation pages directly using Brickwork s Aura custom tab, taking your fundraising efforts online is a snap. Brickwork is fully integrated with the Non Profit Starter Pack, including the Recurring Donations object and the standard Payments object. If not already done, please click here to download our Brickwork Installation and Configuration guide for more information on how to customize Brickwork to interact with your unique Salesforce instance. Page 5 of 52

6 4.2 Custom Objects and Features of Brickwork iats Account iats sub-codes and passwords are stored as iats Accounts. Brickwork currently supports up to 10 Active iats Accounts (available for use in the Brickwork Virtual Terminal), and 99 Inactive iats Accounts (available for use with Aura Online Donation pages and for reporting purposes). iats Customer Codes iats Customer Codes are unique tokens that represent the donor s payment information which has been securely stored in the iats servers. The last four digits of the Credit Card and/or ACH account and related recurring details are displayed. Page 6 of 52

7 iats Transactions iats Transactions are individual Credit Card or ACH charges which have been processed via your iats Payments merchant account. Each iats Transaction is represented by a unique Transaction ID and contains details pertinent to the charge such as Approval or Rejection status and the Date & Time. Refund Transactions In addition, full Credit Card Refunds can be processed within Brickwork via the iats Transaction. Page 7 of 52

8 Brickwork Virtual Terminal Also known as the iats Button, the Brickwork Virtual Terminal is used to charge Single Credit Card or ACH transactions, to schedule Recurring Credit Card or ACH transactions, and to amend all saved payment details and schedule details within an iats Customer Code. Additional Virtual Terminal features: Manual or Credit Card Swipe payment details entry. The Card Swipe option can be set as the default entry method if selected on the iats Settings tab. Create iats Customer Codes and Opportunity (Donation) records directly within the terminal. Can be added to the Contact, Opportunity and/or Account objects. Page 8 of 52

9 iats Settings iats Settings options customize how Brickwork and Aura communicate with your unique Salesforce environment and the Non Profit Start Pack if being used. 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 9 of 52

10 Aura and AuraLink Secure Online Donation Web Form Aura and AuraLink WebService refer to the secure online donation web form which integrates seamlessly into an existing website. Aura and AuraLink have built-in integration with Brickwork, using a Salesforce Site. For more information please refer to the Aura Installation Guide, which can be downloaded at or the AuraLink documentation which is available by contacting iats Customer Care. Page 10 of 52

11 Download Journal Import The Manual or Automated Download Journal retrieves an iats Journal report containing all transaction data processed the prior day. This ensures all recurring iats Transactions are recorded in Brickwork. Multi-Currency Integration Brickwork is fully compatible with the Multi-Currency feature within Salesforce. For more information on how choose a Multi-Currency option, please visit: Campaign and Record Type Integration As of Version Brickwork processing can be integrated with Salesforce Campaigns, and the Contact and Opportunity Record types for Online Aura processing. Campaign ID s and Contact and Opportunity Record Type ID s can be added to the URL which hosts the Aura donation webpage to enable relating records to a Campaign. For complete instructions on how to associate Aura online processing to Campaigns and assign Record Types, please see the Aura and Aura/Link Integration URL (Optional) section of this guide. Page 11 of 52

12 5 How To: Processing Payments via Brickwork (iats Button) The Virtual Terminal, or iats Button, is used to process Credit Card and ACH/Direct Debit transactions directly within Brickwork. The Terminal securely pushes the donor information directly to, and should be used to process all One-time transactions, set-up all Recurring transaction schedules, and to make any changes to an existing iats Customer Code. The Virtual Terminal can be placed on the Account, Contact, Opportunity, and/or Recurring Donation objects as needed. Credit Card data can be entered into the Virtual Terminal manually, or by swiping the credit card. To utilize the Card Swipe option, a separate USB Card Reader is required. To refund a Credit Card iats Transaction, please see the How To: Refund an iats Transaction section of this guide. To cancel or edit a recurring payment schedule, the Virtual Terminal must be used to access iats Servers. Please see the Cancel an iats Customer Code Recurring Schedule or Edit Payment Details section of this guide for more information. The following series of instructions refer to the recommended workflow for processing Single and Recurring transactions using Brickwork to ensure transaction record information is related to other Salesforce records properly. As all internal organization processes and workflows differ, these steps are recommended guidelines only. Page 12 of 52

13 5.1 Process One-Time Transactions via the iats Virtual Terminal The Virtual Terminal, or iats Button, can be utilized to process single Credit Card or ACH/EFT iats Transactions. The ability to create a Customer Code and Donation/Opportunity record is optional for a Onetime iats Transaction. When the Create New Donation checkmark box is selected, Opportunity/Donation record will be created as: DONOR NAME iats CC Single Payment DATE. For example: Joe Smith iats CC Single Payment 5/22/2012. If not checked, no new Donation record will be created. If the optional Save Payment Information checkmark box is selected, an iats Customer Code record will be created and the donor s payment information will be securely stored within iats Payments. If not checked, payment details will only be recorded within the transaction detail. Page 13 of 52

14 1. Locate the Contact record for the donor. 2. Click the iats Button to open the Virtual Terminal window. 3. Select the appropriate iats Account (Sub-Code from iats) using the drop-down menu in Account Name. 4. If a One-time use Customer Code already exists for the donor, it can be selected via the drop-down menu on the top right side of the terminal. Please note that we do not recommend utilizing a Recurring scheduled Customer Code for One-time transactions due to reporting purposes. If a new One-time Customer Code needs to be created, all previously stored information can be cleared from view by selecting None from the menu. 5. The donor s contact information will automatically populate the Payer Information section of the Terminal from data contained within the donors Contact Record. 6. By default, the One Time Payment button will be selected. 7. Select Credit Card or Bank Withdrawal. Note: Our Pound Sterling users with Direct Debit abilities are unable to process one time transactions due to BACS regulations. Page 14 of 52

15 For Credit Card transactions, enter: Total Amount Card Type (Manually or via Card Reader) Card Number (Manually or via Card Reader) Expiry Date (Manually or via Card Reader) Invoice Number (optional) For Bank Account transactions, enter: Total Amount Account Type Bank Number (CDN Only) Transit Number (CDN) or Routing Number (US) Bank Account Number Invoice Number (optional) 8. The Save Payment Information check mark box allows you to securely store the Credit Card or Bank Account details directly on the iats Servers. When this option is selected, an iats Customer Code will be created. Note: Please ensure you have the iats Customer Code related list on the page layout for Contact and Opportunity/Donation. 9. The Create New Donation check mark box will create a new Opportunity/Donation record for this one time transaction (recommended). If desired, this checkmark can be defaulted via iats Settings. In addition, if the NPSP Payments Object is enabled, creating a new Donation (Opportunity) will also create a new Payment record for the one-time transaction. 10. Click the "Process One Time Payment" button to process the payment or click the "Cancel" button to cancel the payment. 11. The transaction results will be displayed. Click the "Close this Window" link or manually close the Virtual Terminal window. 12. Refresh the Contact record to view newest iats Transaction, Opportunity and if applicable, iats Customer Code information. Page 15 of 52

16 5.2 Schedule a Recurring iats Transaction using the iats Virtual Terminal The Virtual Terminal, or iats Button, is utilized to set-up Recurring Credit Card and ACH/Direct Debit Transactions. iats Customer Codes are unique tokens that represent the donor s payment information which has been securely stored in the iats servers. Subsequently processed recurring iats Transaction details are retrieved from the iats servers via the Nightly Download Journal, and posted to related Brickwork records the day after the transaction has been processed. This Apex should have been scheduled during the installation steps on an automated nightly basis (recommended), or can also be pulled manually via the iats Settings Tab. For more information regarding the Download Journal, please see the Administrative Tasks section of this Guide. The following series of instructions refer to the recommended workflow for scheduling Recurring Payments Brickwork to ensure transaction record information is related to other Salesforce records properly. ** NEW! ** Brickwork Version 4 now includes a direct integration with the standard Salesforce objects Recurring Donations and Payments! There are now four different methods for recording your Recurring Payments via Brickwork: 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. 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. 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. Please see the below section for instructions on how to schedule new Recurring Payments using Payments, Recurring Donations or our Nested Opportunity option via Brickwork. Page 16 of 52

17 5.2.1 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 relate 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 Virtual Terminal, 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 17 of 52 B. Name the record using our recommended format if desired: Donor Name iats MOP Recurring Payment Date. For ex: Joe Smith- iats CC Recurring Payment 5/11/2012

18 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: 3. Select the appropriate iats Account using the drop down menu in Account Name. 4. Click the Recurring Payments button. Page 18 of 52

19 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. 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: Page 19 of 52

20 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 Schedule Recurring Payments using the Recurring Donations Object of the 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 Non-Open Ended. 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. Page 20 of 52

21 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. 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. Page 21 of 52

22 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. 2. Name the record using our recommended format if desired: Donor Name MOP iats Recurring Payment Date. For ex: Joe Smith- iats 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 22 of 52

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 52

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: ** 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) 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 iats MOP Recurring Payment Date. For ex: Joe Smith iats CC Recurring Payment 5/11/ Complete the required fields as per the below suggestions: Page 24 of 52

25 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: 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 25 of 52

26 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) Schedule Recurring Payments to utilize one Opportunity Record (Standard iats Method) 1. 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. 1. During the Opportunity/Donation creation process, name the record using our recommended format if desired: Donor Name iats MOP Recurring Payment Date. For ex: Joe Smith iats CC Recurring Payment 5/11/ From within the newly created Opportunity/Donation record, click the iats Button to launch the Virtual Terminal. 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 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. Page 26 of 52

27 Note: This option is not visible when scheduling Quarterly or Annual recurring transactions as the Begin Date acts as the Schedule Date. 7. Enter Credit Card or Bank Account details: For Credit Card Transactions, manually or via Card Reader enter: Card Type Card Number Expiry Date For Bank Account Transactions, enter: Account Type Bank Number (CDN Only) Transit Number (CDN), Routing Number (US) or Sort Code (UK) Bank Account Number 8. North American Users: Click the "Create Recurring Payments" button to schedule the recurring transaction and create the iats Customer Code. Once clicked, the scheduled details are securely stored in the iats servers, and an iats Customer Code is created. Page 27 of 52

28 9. UK Users: The Direct Debit Bank Account details must first be successfully validated before the Recurring Payment schedule can be created. To validate the details, please click the Validate button as detailed in the below screenshot. If successfully validated, the donor s bank name and details will be displayed within the Virtual Terminal in addition to the Direct Debit Reference number. These details should be confirmed with the donor, then click the Create Recurring Payments button. Once done, the Customer Code is created, the Reference number stored on the servers and the Customer Code record, and the Direct Debit instruction information will be passed to our Direct Debit acquirer Smart Debit. 10. Refresh the Opportunity/Donation record to view the iats Customer Code details. To ensure all subsequent iats Transactions are also related to the Contact record, click on the iats Customer Code and relate it to the Contact record using the Contact Field look up option (edit pencil). Note that there is no iats Transaction related to the Opportunity/Donation or Contact immediately displayed for Recurring schedules. A new iats Transaction will post the day after the first recurring payment is processed via the scheduled Download Journal. Future transactions will also post via the Download Journal. Important: Once created, the iats Customer Code record in Salesforce should not be edited unless accessed via the iats Button. Editing or deleting the iats Customer Code record directly within Salesforce will not affect the record on the iats Servers or cancel the schedule. For more information regarding editing the information within an iats Customer Code, please see the next section of this Guide. Page 28 of 52

29 5.3 Cancel an iats Customer Code Recurring Schedule or Edit Payment Details The Virtual Terminal, or iats Button, should also be utilized to cancel the recurring schedule and/or make any modifications to the details that have been stored on the iats Servers as an iats Customer Code. Important: Once created, the iats Customer Code record in Salesforce should not be edited unless accessed via the iats Button. Editing or deleting the iats Customer Code record directly within Salesforce will not affect the record on the iats Servers or cancel the schedule. The following details can only be edited via the iats Button located on the Contact, Opportunity/Donation or Account Record: Recurring Status ( Active or Off ) Note: UK Clients with Direct Debit abilities can Cancel a Direct Debit instruction by selecting Off. This instruction cannot be turned back to Active as per BACS regulations and a new Instruction and reference number will need to be created. Begin Date End Date Amount Schedule Type Schedule Date Credit Card Number or Bank Account Number Expiry Date Name, Address, Company Name and Address of the donor that is stored on the iats Servers as an iats Customer Code. 1. Click the iats Button to launch the Virtual Terminal. 2. Select the appropriate iats Account and then the iats Customer Code from the Customer Code dropdown list on the top right hand side. Note: The recurring iats Customer Code will indicate the related Opportunity/Donation record for reference. 3. Click the Recurring Payments button. 4. At this stage, you can edit all fields with the exception of the Payment details. 5. Once all amendments have been made, click Update Recurring Payments in order to save the details to the iats Customer Code, and save the new information on the iats servers. Page 29 of 52

30 6. To edit the Payment details, click the Edit Saved Payment Information link. Please note this will open all payment fields. Note: UK Direct Debit users may update the Bank Account details using the Virtual Terminal, but these details are not sent to Smart Debit and will not affect future payments. Please have the Donor contact their bank to properly update their Bank Account details. 7. Once finished, click Update Recurring Payments in order to save the details to the iats Customer Code, and save the new information on the iats servers. 8. Refresh the Opportunity/Donation record to view the changes, or click directly on the iats Customer Code. 6 How To: Integrate the iats Virtual Terminal within Auctions for Salesforce Brickwork (Version 2.6 and higher) can be integrated with the Auctions for Salesforce Check In and Check Out tabs for secure registration and payment processing. The below Check In and Check Out URL s should be added to the Auctions Settings section of Auctions for Salesforce. Important: The Salesforce server your organization uses must be added to each URL to ensure proper check in and checkout functionality (see step 6 below). 6.1 Add Brickwork Check In & Check Out Virtual Terminals to Auctions To register attendees and store their credit card details using Brickwork, please follow the below steps which detail how to add the URL to the Salesforce Auction Settings. Please note that the URL s for Check In (called Credit Card Validate URL Formula ) and Check Out (called Credit Card Charge URL Formula ) vary slightly and are not interchangeable: Check In Terminal Check Out Terminal Page 30 of 52

31 1. In Set-up (click on your username and choose Set-up), locate the App Setup section. Within Develop, select Custom Settings. 2. Locate Auctions Settings and click the Manage button. 3. Click on BESB auction receipt, and click Edit. 4. Enter the following Check Out URL into the Credit Card Charge URL Formula box: Note: Please ensure there are no extra spaces included at the end of the URL if pasting the above. 5. Enter the following Check In URL into the Credit Card Validate URL Formula box: Note: Please ensure there are no extra spaces included at the end of the URL if pasting the above. 6. Replace the highlighted and strikethrough Salesforce server code example in the above URL s with the server code used by your organization. This can be found within the URL address bar when you are logged into your organizations Salesforce instance. For further instructions regarding using the Auctions for Salesforce application, please refer to the Auctions for Salesforce Installation & Configuration Guide supported by DJH Consulting. Page 31 of 52

32 7 How To: Integrate Aura online processing with Campaign ID s and/or Record Types (Version ) Online Aura processing can be integrated with Salesforce Campaigns, and configured to utilize certain Contact and Opportunity Record types within Salesforce (available in Brickwork Version and higher only). Please click here to download the Aura User Guide. When a Transaction is processed via an Aura webpage that is connected to Salesforce, iats will pass certain variables and ID s to Salesforce that allow the Opportunity/Donation to be linked to a specific Campaign, and for new Contacts and Opportunities to be assigned a specific Record Type. This can be done via three different methods: Method 1. Add Campaign ID and/or Record Type ID s onto the URL of the Donate button or link which hosts the imbedded Aura box. This method will ensure all iats Transaction data processed via this Aura webpage will be assigned the specified values. Method 2. Add Campaign ID and/or Record Type ID s onto the end of the Salesforce Site within Aura Setup while creating the Aura event on the iats Website. If using Aura Connect for Facebook, this is the option which should be used. This method will ensure all iats Transaction data processed via this specific Aura webpage will be assigned the specified values. Note: Adding the ID s via this method will not transmit ID information to the iats Download Journal Report, which is necessary for iats to relate records via the Download Journal in the future if needed. Method 3. Add Campaign ID and/or Record Type ID s onto the end of a URL hyperlink, such as included within an blast, or Facebook Ad. This method allows for the flexibility of receiving different ID information from donors via one Aura webpage. For this method to function properly, please ensure there are no other ID s added as per method 1 and 2 above. The Variables that will be used within the following instructions are: Opportunity Primary Campaign ID variable: caid Contact Record Type ID variable: cortid Opportunity Record Type ID variable: oprtid Page 32 of 52

33 7.1.1 Method 1 - Add Campaign ID and/or Record Type ID s onto the web page Button/link URL 1. Create an Aura donation page by following the instructions within the Aura User Guide. If an Aura donation page is already hosted on your website, skip this step. 2. Obtain the Salesforce Campaign Record ID by going to the Campaign within Salesforce and copying the ID number listed after the Salesforce web address from the URL. 3. Example: 4. Add the Campaign ID and variable onto the end of the URL for the Donate button or link to the website that hosts the Aura payment box by modifying the coding of the button or link. This step may need to be completed by a Web Developer. 5. As per the example below, the first character after the URL link should be a question mark, followed by the Campaign ID variable caid, then an equals sign and the ID itself. 6. Example: 7. If desired, a Contact and/or Opportunity Record Type can also be added by using the Record Type ID variables cortid and oprtid described below. When adding a second variable ID into the URL link, they must be separated by an ampersand (&). Example: 0zJ6O&oprtid=012A zJ6Y 8. Processing a test transaction through the Aura page is recommended to ensure the correct Campaign and/or Record types are functioning as expected. Note: If an incorrect ID (does not exist for example) is used, the Opportunity and Contact records will not be related to any Campaign and will display the Salesforce defaulted Record type instead Method 2 - Add Campaign ID and/or Record Type ID s onto the Salesforce Site 1. Create an Aura donation page by following the instructions within the Aura User Guide. If an Aura donation page is already hosted on your website, skip this step. 2. Obtain the Salesforce Campaign Record ID by going to the Campaign within Salesforce and copying the ID number listed after the Salesforce web address from the URL. Example: 3. Add the Campaign ID and variable onto the end of the Salesforce Site URL, in the Post Back URL Field of Aura Set-up. Example: Page 33 of 52

34 4. As per the example below, the first character after the URL link should be a question mark, followed by the Campaign ID variable caid, then an equals sign and the ID itself. Example: 5. If desired, a Contact and/or Opportunity Record Type can also be added by using the Record Type ID variables cortid and oprtid described below. When adding a second variable ID into the Salesforce Site URL, they must be separated by an ampersand (&). Example:?caid=701A dzhU&cortid=012A zJ6O&oprtid=012A zJ6Y 6. Processing a test transaction through the Aura page is recommended to ensure the correct Campaign and/or Record types are functioning as expected. Note: If an incorrect ID (does not exist for example) is used, the Opportunity and Contact records will not be related to any Campaign and will display the Salesforce defaulted Record type instead Method 3 - Add Campaign ID and/or Record Type ID s on URL hyperlink 1. Create an Aura donation page by following the instructions within the Aura User Guide. If an Aura donation page is already hosted on your website, skip this step. 2. Obtain the Salesforce Campaign Record ID by going to the Campaign within Salesforce and copying the ID number listed after the Salesforce web address from the URL. Example: 3. Copy and paste the donation page URL into the body of an (for example). Page 34 of 52

35 4. Add the Campaign ID and variable onto the end of the pasted URL hyperlink. 5. As per the example below, the first character after the URL link should be a question mark, followed by the Campaign ID variable caid, then an equals sign and the ID itself. Example: 6. If desired, a Contact and/or Opportunity Record Type can also be added by using the Record Type ID variables cortid and oprtid described below. When adding a second variable ID into the URL hyperlink, they must be separated by an ampersand (&). Example: 0zJ6O&oprtid=012A zJ6Y 7. When the URL is clicked, the donor will be directed to the Aura hosted webpage, and the ID s entered will be displayed in the URL of the site, and pushed to iats/salesforce with the transaction details. Processing a test transaction through the URL hyperlink is recommended to ensure the correct Campaign and/or Record types are functioning as expected. Note: If an incorrect ID (does not exist for example) is used, the Opportunity and Contact records will not be related to any Campaign and will display the Salesforce defaulted Record type instead. Page 35 of 52

36 8 Workflows for Aura Payment Processing via a Webpage Aura and AuraLink refer to the secure online donation web form which integrates seamlessly into an existing website and Brickwork using a Salesforce Site. These payment forms allow a donor to submit both Single and Recurring transactions directly to secure iats servers and Brickwork. For more information regarding setting up an Aura webpage, please refer to the Aura Installation Guide, or the AuraLink documentation which is available by contacting iats Customer Care. Custom Contact Match settings can be utilized for Aura webpage processing within the iats Settings tab. Instructions on how to utilize this section can be found in the Brickwork Installation Guide. 8.1 Aura / Brickwork Integration Workflow One-Time Transaction An Opportunity/Donation record will be created with default format of Donor Name iats MOP Single Payment Date. For example: Joe Smith iats CC Single Payment 5/22/ The donor enters the donation details and payment information directly on the secure Aura page which has been embedded within the existing website. 2. The Transaction data is pushed to iats and sent to the bank for authorization. 3. The Donor instantly receives an Approval or Rejection response message for Credit Card transactions. ACH Transactions are processed same day, but not immediately. All ACH iats Transactions will post via the scheduled Download Journal the day after the payment is processed. 4. Via the Post Back URL feature of Aura, the transaction details are pushed to Brickwork and cross referenced with existing Brickwork information. Using the Contact Match options within iats Settings, the new iats Transaction is either added to an existing Contact Record and a new Opportunity is created, or a new Contact and new Opportunity record is created. Page 36 of 52

37 Aura One-time Transaction Process flow: Aura One-Time (Single) Transaction Aura Donation Form Single Transaction Option Selected Yes Is there a Contact match? No New iats Transaction created and related to existing Contact. Opportunity (Donation) with new Payment (if enabled via iats Settings) also created. New Contact created and related to new iats Transaction. Opportunity (Donation) with new Payment (if enabled via iats Settings) also created. 8.2 Aura / Brickwork Integration Workflow Recurring Transaction An Opportunity/Donation or Recurring Donation will be created (depending on which Recurring Payments model has been selected) with default format of Donor Name iats MOP Recurring Payment Date, within the Brickwork iats Settings tab. For example: Joe Smith iats CC Recurring Payment 5/22/ The donor enters the donation details, including the recurring schedule information, and enters the payment information directly on the secure Aura page which has been embedded within the existing website. 2. The transaction data and recurring schedule information is pushed to iats and stored in the secure iats servers. An iats Customer Code is created to represent the payment and schedule details within Brickwork. 3. Via the Post Back URL feature of Aura, the donor s details are pushed to Brickwork and cross referenced with existing Brickwork information. Using the Contact Match options within iats Settings, the iats Customer Code is either added to an existing Contact Record and a new recurring Opportunity is created, or a new Contact and a new recurring Opportunity is created, and the iats Customer code is recorded. Note that there is no iats Transaction related to the Opportunity/Donation Page 37 of 52

38 or Contact. A new iats Transaction will post via the scheduled Download Journal the day after the first recurring payment is processed. Subsequent transactions will also post via the Download Journal. 4. On the Schedule Date, the payment details are charged. An Approved or Rejected transaction is recorded on the iats system, and added to the Download Journal overnight. 5. Via the scheduled automatic Nightly Download Journal, the transaction details are pushed to Brickwork and cross referenced with all existing information in Brickwork. Using the unique iats Transaction ID, iats Customer Code and Contact Match settings within iats Settings, the new iats Transaction is either added to an existing Contact and Opportunity Record, or a new Contact and Opportunity Record is created and the iats Customer Code is recorded. Aura Recurring Payment Schedule Process flow: Aura Recurring Payment Schedule Aura Donation Form Recurring Option Selected Yes Is there a Contact match? No Records Created: - New Opportunity (Donation) - Payments (if enabled) - Recurring Donation (if enabled) - Multiple Donations (if enabled) - iats Customer Code Above new records related to existing Contact. Records Created: - New Contact - Opportunity (Donation) (unless Recurring Donations object enabled) - Payments (if enabled) - Recurring Donation (if enabled) - Multiple Donations (if enabled) - iats Customer Code Transaction processed on scheduled date Transaction processed on scheduled date iats Transaction imported via Nightly Download Page 38 of 52

39 9 How To: Refund an iats Transaction Full Credit Card Refunds can be processed via the iats Transaction record however at this time partial Credit Card refunds or ACH/EFT Refunds can only be processed via the iats website. 1. Locate the record for the donor that contains the iats Transaction related list. This will normally be the Contact or Opportunity record. 2. Locate the iats Transactions related list, and click on the iats Transaction ID of the transaction that needs to be refunded. 3. Click the Refund button. 4. In the newly opened dialogue box, confirm the amount to be refunded and click Process refund Close the dialogue box and refresh the donor s record. The status of the iats Transaction has been changed from Approved to Refunded. 10 Administrative Tasks The following sections describe common Admin tasks regarding Brickwork Confirm your Current Brickwork Version Number 1. In Set-up (click on your username and choose Set-up), locate the App Setup section. Within Deploy, select Installed Packages. Page 39 of 52

40 2. Locate from the Package list. The Brickwork version number will appear under Version Number Grant iats Personnel Temporary Access to Salesforce For troubleshooting purposes, you may be asked to grant iats access to your Salesforce environment. This access is temporary, and can be removed at anytime by your organization. Any changes iats staff may make while logged in as a subscriber, are logged in the audit trail. 1. In Setup, locate the Personal Set-up menu. 2. Click on My Personal Information, then Grant Login Access. 3. Locate First American Payment Systems Support (FAPS is iats parent company). If the publisher is not listed on this page, it is for one of the following reasons: A system administrator disabled the ability for non-administrators to grant access. The user does not have a license for the package. The package is not Aloha enabled. The package is licensed to the entire organization. Only administrators with the Manage Users permission enabled on their profile can grant access. 4. Select the length of time iats will be able to access your environment in the Access Duration drop down menu. Page 40 of 52

41 10.3 Download Journal Import for iats Transactions The Download Journal enables Brickwork to retrieve an iats Journal report containing all transaction data processed the prior day. This feature ensures that all recurring transactions are recorded in Brickwork the day after they have been processed. Can be scheduled to run on a nightly basis automatically (Recommended). Can be pulled manually using the Batch Download Transactions tool in iats Settings. The Download Journal will retrieve iats Transactions for all Active and Inactive iats Accounts that have been created, unless the Do Not Include in Download Journal checkmark box has been checked. An Notification will be sent after the Download Journal is complete. Page 41 of 52

42 Automatic Nightly Download Journal The automated nightly Download Journal is recommended to be scheduled during the Brickwork installation process. Only System Administrator s are permitted to schedule the Download Journal. Please note that if the Salesforce User who creates the Apex Class is set to Inactive or deleted from Salesforce, the nightly Download Journal will no longer run, and will need to be rebuilt by the new Admin. 1. In Set-up (click on your username and choose Set-up), under the App Setup section select Develop then Apex Classes, and click the Schedule Apex button. Name the job iats Nightly Download Journal. 2. Click the Apex Class look up button and select IATSPayments_journal_log. 3. Set the Frequency as Weekly. 4. Check off each day of the week. 5. The Start Date will default to today, but be sure to select an End Date in the future. We recommend at least 5 years. There is no restriction on future End Date. 6. Set the Preferred Start Time. Please select a time between 6am and 7pm. Note: Internal iats updates and maintenance may occur between 11:00pm and 3:00am nightly. Setting the Preferred Start Time during this window is not recommended. Salesforce/Brickwork Multicurrency users are recommended to schedule the start time between 10-11am GMT to ensure the prior day s report has been created in both the UK and North American time zones. 7. Click Save to register the new Apex Schedule. 8. If desired, you can receive daily notifications regarding the import by checking the Download Journal Notification option within the iats Settings tab. Note: the will be sent for each 1000 imported records (as of version ). Page 42 of 52

43 Reviewing or Cancelling the Nightly Download Journal Note: Only System Administrator s are permitted to modify a scheduled job. 1. Within Set-up (click on your username and choose Set-up) locate the Administration Setup section. 2. Within Monitoring, select Scheduled Jobs. 3. Locate the job iats Nightly Download Journal. Note: You may have named the job differently. 4. Click on Manage to view the job details, or click Del to delete the job. Page 43 of 52

44 Manual Download Journal The Manual Download Journal enables Brickwork to retrieve an iats Journal report for a span of time, containing all transaction data processed your iats Accounts. 1. Click on the iats Settings tab. 2. Locate the Batch Download Transactions section at the bottom. 3. Choose a Begin Date and End Date. Note: The Download Journal can be run for a maximum of 31 days at a time, for transactions processed in the past two years. 4. Click Continue. A message will appear at the top of the page advising that a notification will be sent once the Download is complete. Page 44 of 52

45 10.4 Automated Recurring Transaction Roll-up The Automated Recurring Roll-up Schedule should be used in conjunction with the Roll-up Total Fields located in the Opportunity/Donation record. This schedule is only needed if there have been recurring iats Customer Codes which were created in Brickwork prior to Version 2.2. (March 2012). Note: Only System Administrator s are permitted to schedule the download. 1. In Set-up (click on your username and choose Set-up), under the App Setup section select Develop then Apex Classes, and click the Schedule Apex button Name the job iats Transaction Roll Up Schedule. 3. Click the Apex Class look up button and select IATS_SCHED_Transaction_Rollup. 4. Set the Frequency as Weekly and be sure to check off each day of the week. 5. The Start Date will default to today, but be sure to select an End Date in the future. We recommend at least 5 years. There is no restriction on future End Date Page 45 of 52

46 6. Set the Preferred Start Time. Please select a time between 6am and 7pm. Note: Internal iats updates and maintenance may occur between 11:00pm and 3:00am nightly. Setting the Preferred Start Time during this window is not recommended. Salesforce/Brickwork Multicurrency users are recommended to schedule the start time between 10-11am GMT to ensure the prior day s report has been created in both the UK and North American time zones. 7. Click Save to register the new Apex Schedule Manually Re-schedule the Payments Apex Class The Payments creation Apex class is automatically created and scheduled when the Brickwork Payments add on extension is downloaded via the Salesforce App Exchange. If the user who initially installed the extension leaves the organization, or the Apex is deleted by accident, it can be re-created manually. 1. In Set-up (click on your username and choose Set-up), under the App Setup section select Develop then Apex Classes, and click the Schedule Apex button. 2. Name the job iatspayments Payment Schedule. 3. Click the Apex Class look up button and select IATSPayments_Payments_SCHED. 4. Set the Frequency as Weekly. 5. Check off each day of the week. 6. The Start Date will default to today, but be sure to select an End Date in the future. We recommend at least 5 years. There is no restriction on future End Date. 7. Set the Preferred Start Time between 3-5am. 8. Click Save to register the new Apex Schedule. Page 46 of 52

47 11 Brickwork Reporting The following Brickwork reports have been added to the iats Brickwork folder of the Reports Tab in Salesforce to help manage iats Transactions, iats Customer Codes, and donors: For detailed information on each report, please see the chart on the following page. Report Name Accounts with Transactions ACH (bank withdrawal) Transactions All Customer Codes All Transactions Approved Transactions Contacts with Transactions Credit Card Transactions Report Contents Transactions that have a related account. Grouped by Account. Details all ACH (Bank Withdrawal) iats Transactions Details all iats Customer Codes. Details all iats Transactions Details all approved iats Transactions Transactions that have a related contact. Grouped by Contact. Details all Credit Card iats Transactions Page 47 of 52

48 Customer Codes with Transactions Online Donation (Opportunities) Opportunities with Transactions Recurring Payment Customer Codes Refunded Transactions Rejected Transactions Transactions that have a related iats Customer Code. Grouped by Customer Code. Details all Opportunities (Donations) that were created via an Aura online webpage. Includes related transaction records. Grouped by Opportunity/Donation. Transactions that have a related Opportunity/donation. Grouped by Opportunity/Donation. Details all iats Customer Codes that contain recurring payment information Details all refunded iats Transactions Details all rejected iats Transactions Page 48 of 52

49 12 FAQ s 12.1 View Additional Details in Brickwork Custom Tabs Q: How can I see more information when I click on the iats Transaction or iats Customer Codes tab in Brickwork? A: Additional information can be added by editing the All View, or by creating a new View for these tabs in Salesforce View Additional Fields in iats Related List s Q: I ve added the iats Transactions and iats Customer codes to my Contacts tab, however I d like to add more information such as the Recurring Schedule, or Method of Payment. A: You can add or remove any fields from a Related List via Page Layouts in the Set-up Menu. If you are an Administrator, you can click on the Blue Arrow on the far right side when on the tab. When in Edit Layout, locate the iats Related list, and click the Wrench icon to add or remove fields Subsequent Recurring Transactions Q: I have a Recurring Credit Card transaction that is processed on the 15th of each month. When will the iats Transaction be posted to Brickwork? A: Please ensure you have the Nightly Download Journal scheduled. Instructions can be found in the Download Journal section of this User Guide. When scheduled, the iats Transaction will be retrieved from iats the day after the charge. The iats Transaction record will be posted on the 16th of each month Rejected Transactions Q: Will rejected transactions automatically be re-attempted? A: No, if a transaction is declined, it will not automatically be re-attempted. This includes both Credit Card and ACH/EFT transactions for either one-time or recurring schedules. Page 49 of 52

50 12.5 Opportunity/Donation Names Q: What Opportunity/Donation names are used when processing iats Transactions? A: The following names are used when Aura/Brickwork automatically creates Opportunity records for iats Transactions. 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 12.6 Survey Fields Q: Where are the answers to my Aura Survey questions posted in Brickwork? A: Survey answers are posted in the Opportunity in fields iats Item 1 though 6. If you cannot see these fields, they can be added via Page Layout. Click here for more information regarding editing a page layout iats Button Visibility Issues Q: Some staff members cannot see the iats Button. A: The Virtual Terminal is a Visual Force page, and the user may not have been granted permission to view Visual Force pages. The following steps can be taken to grant this visibility permission: 1. Go to Setup Administration Setup Manage Users Profiles 2. Click on the profile label. 3. Scroll to the bottom and click edit for "Enabled Visual force Page Access". Add the visual force pages. 4. Click Save. OR 1. Login to salesforce.com 2. Click on Setup App Setup Develop Pages 3. Click security next to the page 4. Add profiles. 5. Click Save. Page 50 of 52

51 12.8 Guest User Modifications Q: When Brickwork is installed, does it automatically create a Guest User Salesforce User? A: No, the Guest User is automatically created when the Salesforce Site is created. The Salesforce Site is used to connect Aura to Brickwork/Salesforce. If you would prefer that Aura transaction records are not listed under this user, they can be re-assigned using a Workflow Rule. To modify the access rights or other settings of the Guest User, Salesforce has posted this help item to Setting Data Access Permissions for Salesforce Objects. When created, the default Time Zone for the Guest User profile will be set as (GMT +00:00) Greenwich Mean Time (GMT). This may cause some iats Transactions to be created within Salesforce with a different time stamp than what is posted within the iats Journal Reports which is set to Pacific Time. To compensate for this issue: 1. In Set-up (click on your username and choose Set-up), under the App Setup section select Develop then Sites. 2. Click the on the Site Label for the Salesforce Site which was saved within your online Aura webpage. 3. Click the Public Access Settings button. 4. Click on the View Users button. 5. Click Edit beside the applicable Guest User for the Site which was saved within your online Aura webpage. Page 51 of 52

52 6. Within the Locale Settings section, modify the Time Zone to reflect your Salesforce default time zone, and click Save. The default time zone is usually the same as your organizations time zone. Page 52 of 52