Let’s start by Processing a Batch of Credit Card Donations.
From the ProntoGiving application, select the Batch Donation Entries tab.
On this tab you’ll see a list of batches that have been previously entered. We want to create a new batch, so click on the New button at the top right.
This opens the New Batch window.
You will see a list of batch types to select from.
The Fundraising Accelerator has the ability to customise the Batch Data Entry Process to make it as efficient and flexible as possible for each individual client organisation’s needs. The standard Fundraising Accelerator ships with a number of standard templates including those you see on the screenshots below. Other custom data entry templates can be set up for you.
In this example, we’re going to use the Credit Card Template.
Once selected, click on the Next button and proceed to the next window.
On the Enter Batch Information window there are a variety of fields we need to complete.
Remember that we have batched donation transactions into a group and we already have a total count and total value for that batch. So let’s work our way through this screen.
In the Name field, you can optionally specify a name to be associated with this batch. In some cases, you will have a specific name you want to assign. For example, “20/12/19 Hillsong Church Contributions”.
If on the other hand you don’t have a specific name you want to assign, leave this field blank and it will be filled in for you automatically.
If you wish to include more details about that batch, do so in the Batch Description field.
In the Expected Count of BDE Items field enter the number of transactions in your batch.
In the Expected Batch Total Amount enter the value of the transaction in your batch.
Usually we will want the Require Expected Total Match field to be checked. If it isn’t, tick it. This will require the batch totals and the batch details to match before the batch can be completed.
When you’ve completed these details, click on the Save button to proceed to the Data Entry stage.
This is the Batch Donation Entry details window.
At the top it shows you the Code designated to the batch.
You can also see that it is confirming that this is a Credit Card Batch. You will see further down the page that the fields you have been provided are specifically designed for credit card transaction entry. There are other batch types that support Direct Debit, Cash, Cheques and other transaction types. These are covered in later sections.
Before you start the Data Entry Process, you should be aware that there are a number of default values that have been set up for you in this particular Donation Entry template. This can be seen by clicking on the Default Values field.
In this example, you can see that the batch is specifically designed to create donations of type One Off that they default the Donation Type to Individual, the Gateway to Eway, the Receipt Template (PPlus) to Default Template and Receipt Action to Email.
Many of those values you can change for each transaction, but these are the default starting points.
Let’s start our entry process.
The first step is to specify who is making the donation, there are 2 main ways to do this. If you are processing mail responses and the solicitation pieces have a barcode on them, you can use the Barcode scanner to scan in a code which will automatically determine the donor and campaign for you.
If you don’t have a barcoded mail piece, then you can specify the Contact or Account (not both) by searching for them in the Primary Contact or Primary Accounts field respectively.
Note that once you select a Contact, the page will display details of the contact you are entering the gift for. It’s always a good idea to double check these details against those on the batch form to ensure that you have the correct contact and that none of the details have changed.
If you haven’t used the barcode method to specify the Contact and Campaign, you need to manually specify a campaign. Either type in or search for the correct campaign in the Campaign field.
Next enter the Date, usually today, and the Amount of the gift.
You can back date a gift by specifying an early date if you need to.
In the Donation Type field, you can specify the gift against the Individual or the Household/Organisation account. For example, you may have sent a solicitation piece to an Individual, but they have a written cheque in the name of the company. In such a case, you would search for the Contact but now specify that the gift is for the Account.
The Frequency field allows you to specify One Off or Regular gifts. For now, we are processing a One Off gift. You can change this if required.
The system will also default to your default payment Gateway, in this case, Eway. You usually do not change this unless you wish to clear this specific transaction through an alternative gateway.
Finally, if the contact is paying via a Credit Card or Direct Debit which they have used before, you may use the Payment Source field to locate the previous payment details rather than re keying the credit card or direct debit details manually.
Otherwise, specify the Credit Card Name, Credit Card Number, Expiry Month, Expiry Year and CCV fields.
Note that the Fundraising Accelerator will automatically check the validity of the credit card number instantly when you type it in. If you have made an error, you will receive an alert like this.
If this happens you must correct the card number before proceeding. The system will not let you complete an entry for an invalid card number.
Note that this check verifies that the card number passes the card number checksum test only. It does not verify that the card itself is valid. This happens during the credit clearance process.
Next, we need to specify what sort of receipt we are going to send. The Receipt Action will default to Email or Mail depending on several factors including the supporter preferences and available contact details. If you wish to you can change the setting.
Next we can specify the Receipt Template, normally you will leave this as to Default Template. Some organisations set up alternative templates which you can select from, for example, for a first time donor or major giver. If you need to change template, select it from the available list.
By default, the GAU Allocation can be left as it is, but just as you did through the Quick Donation Entry window, you can specify an alternative GAU or even split the GAU allocation.
For now, don’t worry about the Manage GAU Allocation section. We’ll cover this in a following section.
When you have completed all the credit card transaction fields click on the Save button. The screen details will clear, and you will be able to enter your next transaction.
If for some reason you’re not sure where you are up to in your batch or you wish to check on how things are going, you can scroll further down the screen.
In the Batch Item Entries section, you can see the current total and account of the transaction you entered so far and compare them against the expected batch totals. To update these totals, click on the refresh button to the right of the Batch Item Entries text.
If you click on the Related tab, you can see the details of all the transactions you have entered already.
When you have completed entering all of the transactions in your batch and you have ensured that all of the details are correct and that the batch totals are balanced, we can take the final steps to complete the batch.
There are 2 possible processes that will occur at this point.
In some cases, your Fundraising Accelerator will have been set up so that your data entry batch must be double checked by a supervisor before it can be completed. If this is the case, then you will have a button called Submit for Approval at the top right of your window. Clicking this button will complete your batch and submit it for approval to your supervisor.
Alternatively, if this approval process is not required then you will have a Process Batch option instead which you can click to complete and process the batch.