Recurring Payments Tool

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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 dropdown to select Active recurring billings or Inactive recurring billings.  By default, the Active recurring billings will be displayed.  NOTE:  In order 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, iModules employees do not have the ability to modify the credit card information associated with recurring billing.
  • When a credit card expires or fails, admins will 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.
    • iModules system will attempt to charge a credit card for a scheduled payment or an auto-renewal daily for 31 days or until the transaction processes successfully.  If the card is not charged successfully after 31 days, the recurring billing item will move to the Inactive tab.  Once it is set to inactive, admins will 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, they will 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 will have a row of data in each grid.

Scheduled & Perpetual Payments

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

  • Card Status - The card status will show a green circle checkmark, a yellow exclamation triangle, or a red exclamation mark.Recurring Mode - Scheduled or Perpetual
    • Green circle checkmark - There are currently no problems with the credit card.
    • Yellow exclamation triangle - Credit card on file will expire before the next scheduled payment.
    • Red exclamation mark - The last scheduled payment failed.
  • 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 was made.
  • Community Name - The community in which the recurring billing was 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 date the last recurring billing email was sent 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 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 - Update credit card data for a constituent.  You can update the credit card expiration date, credit card number, name and address information. NOTE:  In order to edit a credit card, it must be in an Active state.

 

Membership Auto-Renewal

Displays all constituent memberships which are set to auto renew.

NOTES: 

  • Auto-renewals will only process one time.  If they fail you cannot update the card and run them again.
  • Once an auto-renewal fails it will no longer appear 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 this 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.  NOTE: This capability is not currently available for CyberSource with tokenization or TouchNet T-Link payment gateway integrations.  This capability is expected to be available for admins with future nhancements to the Recurring Payments admin tool.

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

  • Card Status - The card status will show a green circle checkmark, a yellow exclamation triangle, or a red exclamation mark.Name - The first and last name of the person who set up the auto-renewal.
    • Green circle checkmark - There are currently no problems with the credit card.
    • Yellow exclamation triangle - 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 campaign  from which the membership was purchased. 
  • Community Name - The community in which the auto-renewal was set up.
  • Purchase Price - The price of the membership purchased.
  • Renewal Amount - The amount at which the membership will renew.
  • Renewal Date - The date on which the membership will renew.
  • Last Renewal Date - The date on which the membership was last renewed.
  • Last Email Date - The date the last recurring billing email was sent 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 iModules remove the ability for iModules 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 iModules 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, iModules 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.
 

Video Tutorials
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