blackbaud merchant services – table of contentsaadtraining.uoguelph.ca/pdf/bbms.pdf · credit...

Last Revised Date: September 10th, 2018 1

Credit Card Processing Process

BLACKBAUD MERCHANT SERVICES – TABLE OF CONTENTS Credit Card Processing process..................................................................................................................... 2

The Visual ................................................................................................................................................................. 2

CannonCRM .............................................................................................................................................................. 3

One time Credit Card Donations/Payments ...................................................................................................... 3

New Recurring Gifts/Pledges with credit card................................................................................................... 8

Editing Credit Card information ....................................................................................................................... 11

Scheduled Credit Card payments .................................................................................................................... 15

Payment Rejections ......................................................................................................................................... 17

Blackbaud Merchant Services ................................................................................................................................ 21

BBMS Security Roles ........................................................................................................................................ 21

Daily Transaction Report ................................................................................................................................. 22

Transaction Search........................................................................................................................................... 23

Refunding a Credit Card Payment ................................................................................................................... 25



CREDIT CARD PROCESSING PROCESS To transfer funds from a constituent’s credit card account, you must create a credit card transmission file to send to the Blackbaud Payment Service to authorize and process transactions with your merchant account. For example, you have several credit card transactions in a revenue batch to process. To receive the revenue, you must send the Blackbaud Payment Service specific information to initiate the transactions with your payment gateway. A transmission file contains this specific financial information, such as payment amounts and reference tokens to identify account numbers. When you run the credit card processing process, the program sends the transmission file to the Blackbaud Payment Service. The Blackbaud Payment Service securely replaces the reference tokens with their respective account numbers and sends the transmission file to your payment gateway. Using the transmission file, the payment gateway authorizes or rejects the credit card transactions and designates each with authorization

With the Bluefin Payment Systems, credit card information is entered and securely saved which is linked to the Blackbaud Merchant Services and Blackbaud Payment Services for a confirmed PCI Compliance security. This ensures that all credit card data entiered into the Bluefin device is encrypted with a “token” that is a unique code that can be used to reissue or refund transactions.

The Visual



CannonCRM

One time Credit Card Donations/Payments

Pre-requisites:

• When credit card information is being processed into Cannon, the Bluefin device needs to be installed on your PC and credit card info is to be entered using this device.

• Constituent information has an active mailing address and postal code

1. Create a new batch to add the one-time donation using the *UG CC Revenue Batch, *PT CC Revenue Batch, *UG Event CC Revenue Batch respectively

2. Enter all constituent criteria in the batch (Constituent ID, amount, designation, revenue type)

3. When time to enter credit card info, highlight the card number field and Go to the Revenue tab on the batch, and go to Capture card info



4. Ensure the device has been installed on your PC, from the Bluefin device, follow the prompts to enter the credit card info on the device and expiry date.

5. Once this is complete, back in Cannon, enter the Name on the Card



6. The credit card info then gets populated into the batch

7. Validate and Save the batch (DO NOT commit the batch) – make note of the batch number

8. Go to the Revenue Functional area and go to EFT

9. From the Credit Card Processing, Expand the One-Time donation Credit Card process and Start Process.

10. Enter the batch number noted in step 7



11. Start the Process, once completed the authorization gets generated and credit card info is retained on the overall commitment. The credit card has now been processed on BBMS.



12. Go back to the batch and Commit the batch. This will process the Revenue in Cannon.



13. Constiuent record will now have the donation payment with the credit card authorization code and last 4 digits of the credit card number on the payment record.

New Recurring Gifts/Pledges with credit card

Pre-requisites:




• Constituent information has an active mailing address and postal code

1. Create a new batch to set up the new Credit Card Recurring Gift/Pledge (*UG Recurring Gift Credit Card Revenue Batch, *UG Pledges Revenue Batch respectively)

2. Enter all constituent criteria in the batch and relevant information similar to other Revenue batches (Constituent ID, amount, installment start date, installment frequency, designation, etc)

Note: for new Pledges and Recurring, GL Post status is Do not post.

3. When time to enter credit card info, highlight the card number field and go to the Revenue tab on the batch, and go to Capture card info



4. Ensure the device has been installed on your PC , from the Bluefin device, follow the prompts to enter the credit card info on the device and expiry date.


6. The credit card info then gets populated into the batch.

7. Update Projected totals, Validate, Save the batch and commit.

8. Constituent record will now have a new commitment. Note the credit card, expiry and name on the card are populated.



Editing Credit Card information

For cases such as a new expiry date or new credit card number on an existing Recurring Gift or Pledge, the new entry will need to done via a Revenue Update Batch in Cannon. This is a new enhancement of Service Pack 16 that was released Sept 2018.

Pre-requisites:




• You must know the Revenue ID of the Recurring Gift or Pledge you wish to edit credit card information. This is located on the overall committement record in Cannon (Details tab for a recurring gift and Transaction Summary of a Pledge)

Example Recurring Gift record:

Example Pledge record:

1. Open a new batch entry using the *UG Revenue Update Credit Card Batch template



2. Enter the Revenue ID of the recurring gift or pledge. The constituent record information and details of the commitment should all populate

3. Ensure the Payment method is credit card

4. Scroll over to the Credit Card number, go to the Revenue tab and Capture card info

5. Ensure the device has been installed on your PC, from the Bluefin device, follow the prompts to enter the credit card info on the device and expiry date.




7. From the installment start date column, go to the Edit Installments to verify the next installment date and frequency (for a Pledge). For a recurring gift, modify the Installment next transaction coloumn to the date accordingly.

8. Update Projected totals, Validate, Save the batch and commit.

9. Commitment on the constituent record will now have the new credit card number or expiry date modified on the overall commitment. Based on the Scheduled Credit Card payment process and the date of the next installment, the payment will process accordingly.

NOTE: Expiry dates can be modified by going directly to the Pledge/Recurring Gift itself and edit with no impact to the credit card entry.



Scheduled Credit Card payments

For Pledges and Recurring Gifts with installments, the Scheduled Credit Card Charge process is automatically run daily on a job schedule. 2 processes are ran depending on the installment frequent (Consolidated receipting and per payment receipt). Once a Pledge and Recurring Gift has been created with the credit card info. The scheduled payments will pick up payments that are due on or before the specific date automatically and new batch will automatically get created.

1. Go to each of the Scheduled Credit Card Charge Process each day to review the Results Report. On the Recent Status tab you can View the results from the latest process and preview the number of authorizations and rejections.

2 Processes are ran nightly: • Consolidated Receipt (weekly, biweekly, irregular) • Per Payment Receipt (single, Annual or semi Annual installment frequency)



2. You can also use the History tab to review a specific job date and the results report based on that process.

3. From the report, make note of the rejection entires and notes. Go to Payment Rejections in document (page 12) for further instructions.

4. From the uncommitted batches, go to the generate payment transactions batch that was automatically created for the authorized entries.

NOTE: All rejected entries will not be in the Generated Batch.



5. Edit the batch to review all the installments that have been processed.

6. Validate and commit the batch.

7. Constituent record will now show the payment on the recurring gift/pledge.

Payment Rejections

1. By going to each of the Credit Card Processing batches, go to the View Results report to review all the rejections and preview each record that has been rejected.



2. Click on the View Results report to read the notes for the rejection notice.



3. Based on the rejection code, modify the record if required fields are missing. If it is a BBMS related rejections (eg. decline credit card, exceeds the limit, credit card expired), donor may need to be reached out for updated information.

4. Once modifications have been made, wait for the following business day for the process to automatically run with an authorized transaction of the failure from previous. (If rejection on the one-time batch, validate the batch again and then run the one-time credit card process again).



5. The new batch for the rejected entry from previous now gets created on authorization.



Blackbaud Merchant Services To securely process your credit card transactions, BBMS receives credit card and payment amount information processed through CannonCRM and Blackbaud Payment Services (BPMS). BBMS then uses this information to process the transactions with the credit card companies and disburse the funds into the UofG back account.

The online web portal allows you to run reports, refund transactions process chargeback requests based on specific roles and permissions.

https://bbms.blackbaud.com

BBMS Security Roles

Role Name Description

Processor

• View transaction details, dispursement report, daily transactions report

• Search transactions, batch transactions

• Export transactions

• Enter card present transactions and card not present transactions

BBMS Management • Similar permissions to Process role noted above

• View and Edit contact details

• Edit disbursement information

• View, add, edit, delete mobile devices

• View, add, edit fraud profile

• View, accept, refund suspect transactions

• View suspect transaction details

• View, accept, challenge chargebacks

• Refund transactions

• Add, edit, delete users

• View and edit email settings

https://bbms.blackbaud.com/



BBMS Admin • Similar permissions to both the Processor and BBMS Management roles

• Add, edit, delete account configurations

• View, add, edit, delete roles

Daily Transaction Report

This report provides a list of the credit card transactions processed by BBMS (Blackbaud Merchant Services). You can view it’s source, amounts and information about the credit card and results.

Report parameters – this can be sorted by date, results status and grouped by transaction date or account type.

Once the report is run, the results can be exported to a pdf file.



Transaction Search

The transaction search allows access to a record of each credit card transaction processed by BBMS. Criteria is used such as paymet information, amount or transaction date to search for specific transactions.



From the results, transactions can be exported to an excel file and further details specific to each transaction can take place.



Refunding a Credit Card Payment

When a credit card payment is processed in BBMS and a refund is required, from the transaction search, a refund can take place (debating on user access rights).



Once a refund has been approved and processed in BBMS, the proper refund needs to be applied in Cannon accordingly as per the standard refund process in CannonCRM side.

blackbaud merchant services – table of contentsaadtraining.uoguelph.ca/pdf/bbms.pdf · credit...

Documents