Recurring Payments Tool

Print Friendly and PDF Follow

The Recurring Payments Tool provides a top-level view of all recurring payments transactions in the system, including Recurring Billing (scheduled payments) and Membership Auto-Renewal transactions - amount collected, amount remaining, next payment, etc. You can activate and deactivate recurring payments for constituents and edit their credit card information using this tool.

Above the grid, you will find a drop-down to select Active recurring billings or Inactive recurring billings. By default, the Active recurring billings will be displayed. 

NOTE: To edit a credit card, it must be in an Active state.

TABLE OF CONTENTS

Please note:

  • Only Super Admins and Recurring Payments Admins will have access to this functionality.
  • Due to PCI DSS Service Provider Level 1 compliance requirements, Encompass employees do not have the ability to modify the credit card information associated with recurring billing.
  • When a credit card expires or fails, admins receive an email every day until the situation is remedied either by setting the recurring payments to inactive status or by updating the credit card information.
    • Encompass system attempts to charge the credit card for a scheduled payment or an auto-renewal daily for 31 days or until the transaction process is successful. If the card is not charged successfully after 31 days, the recurring billing item moves to the Inactive tab. Once move to the inactive state, admins have 18 months to access the record with its credit card information still available.
  • If recurring payments are set to inactive status, then re-activated, the system will catch up on the payments until they are current.
    • For example: if the constituent missed 5 payments, the system charges them on 5 consecutive days for the missed payments until they are current. After that, constituents make payments on the regular schedule again.
  • Disabling or deleting a campaign DOES NOT stop recurring billing for a constituent.
  •  If a user has both Membership Auto-Renewal and Recurring Billing they have a row of data in each grid.
  • The amount or frequency of a recurring gift cannot be changed after the first transaction.

Scheduled & Perpetual Payments

The Scheduled & Perpetual Payments grid displays all scheduled and perpetual payments through the online giving system and all scheduled payments through the membership system. 

  • Card Status - The card status shows a green circle checkmark, a yellow exclamation triangle, a red exclamation mark, or a red circle with a diagonal line.
    • Green circle checkmark - There are currently no problems with the credit card.
    • Yellow exclamation triangle - The credit card on file will expire before the next scheduled payment.
    • Red exclamation mark - The last scheduled payment is failed.
    • The Red circle with a diagonal line - Cannot be reactivated.
  • Recurring Mode - Scheduled or Perpetual.
  • Name - The first and last name of the person making the recurring payment.
  • Billing Email - The email address entered by the user on the billing page.
  • Billing Phone - The phone number entered by the user on the billing page.
  • ID - Constituent's ID.
  • Campaign - The campaign to which the donation is made.
  • Community Name - The community in which the recurring billing is set up.
  • Amount Collected - The amount of money collected to date.
  • Amount Remaining - The amount of money that remains to be collected to date.
  • Next Payment Amount - The next amount that will be charged to the credit card.
  • Next Payment Date - The next date that the credit card will be charged.
  • Last Payment Date - The date the last payment was charged to the credit card.
  • Last Email Date - The last recurring billing email sent date to the end-user.
  • CC Type - The type of credit card used to set up the recurring payment.
  • Last 4 - The last 4 digits of the credit card used to set up the recurring payment.
  • Expiration - The expiration date of the credit card used to set up the recurring payment.
  • Authorization Code - The authorization code for the recurring billing.

recurring_payments_0519.png

Recurring Billing
Displays all recurring payments transactions except Membership Auto Renewals which are shown in a separate grid.

More Actions
Select some items, then choose:

  • Set Status to Active to make recurring payments active again for the constituents.
  • Set Status to Inactive to deactivate constituents recurring payments.
  • Export to .csv - Export the selected record(s) to a csv for Excel file.

Menu
Select an item, then choose:

  • Set Status to Active to make recurring payments active again for the constituent.
  • Set Status to Inactive to deactivate the constituent's recurring payments.
  • Edit Credit Card Information - Update credit card data for a constituent.  You can update the credit card expiration date, credit card number, name, and address information.
    NOTE: To edit a credit card, it must be in an Active state.
  • Send Request To Update Payment Information - Sends the On-Demand Credit Card Request email to the user. A confirmation window will display to let you know the email was sent.

    This option is disabled from the drop-down list if you have used Payment Gateway as Digital Wallets (Stripe and/or PayPal). Stripe/PayPal takes care of updating Credit Card information automatically. Encompass does not have any control over updating payment information if you are using Digital Wallets as one of the Payment Gateways.

Membership Auto-Renewal

Displays all constituent memberships which are set to auto-renew.

NOTES: 

  • Auto-renewals are only processed one time. If they fail, you cannot update the card and run them again.
  • Once an auto-renewal fails it no longer appears in the Recurring Payment grid under auto-renewals.
  • Auto-renewals cannot be set to active/inactive by an admin.


More Actions
Select an item(s), then choose

  • Export selected to .csv

Menu
Select an item, then choose

  • Manage Membership - Click Manage Membership to go to the Admin Only - Membership tab on the Profile form where you can work with all the constituent's memberships.
  • Edit Credit Card Information - Update credit card data for a constituent including card number, expiration date, and billing information. 
  • Send Request To Update Payment Information - Sends the On-Demand Credit Card Request email to the user. A confirmation window gets displayed to let you know the email was sent.
    This option is disabled from the drop-down list if you have used Payment Gateway as Digital Wallets (Stripe ONLY). Stripe takes care of updating Credit Card information automatically. Encompass does not have any control over updating payment information if you are using Digital Wallets Stripe as one of the Payment Gateways.

The grid for the Membership Auto-Renewals displays the following information:

  • Card Status - The card status shows a green circle checkmark, a yellow exclamation triangle, or a red exclamation mark.Name
    • Green circle checkmark - There are currently no problems with the credit card.
    • Yellow exclamation triangle - The credit card on file will expire before the next scheduled payment.
    • Red exclamation mark - The last scheduled payment failed.
  • Name - The first and last name of the person who set up the auto-renewal.
  • Billing Email - The email address entered by the user on the billing page.
  • Billing Phone - The phone number entered by the user on the billing page.
  • ID - Constituent's ID number.
  • Campaign - The Membership Campaign purchased form. 
  • Community Name - The community in which the auto-renewal is set up.
  • Purchase Price - The price of the membership purchased.
  • Renewal Amount - The Membership renewal amount.
  • Renewal Date - The Membership renewal date.
  • Last Renewal Date - The last membership renewal date.
  • Last Email Date - The last recurring billing email sent date to the end-user.
  • CC Type - The type of credit card used to set up the recurring payment.
  • Last 4 - The last 4 digits of the credit card used to set up the recurring payment.
  • Expiration - The expiration date of the credit card used to set up the recurring payment.
  • Authorization Code - The authorization code for the recurring billing.

PCI Compliance

Requirements for PCI DSS Service Provider Level 1 compliance require that Encompass remove the ability for Anthology Encompass employees to modify the credit card information (specifically the credit card number and CVV2 code) associated with recurring billing set up with the Schedule Payments system.
The administrative tool and all associated email notifications and messaging are client-facing only tools. In addition, the ability for Encompass employees to input credit card information via this tool is not available - only authorized client Super Admins will be able to input this credit card information.
Because of these PCI compliance requirements, Encompass as a corporate policy will no longer accept credit card numbers over the phone or email for inputting into the Encompass system. The only way to input credit cards and associated security codes will be through the existing administrative skip-billing interface in Encompass, or via this new client administrative tool.