Paperless Direct Debit Guide - blackbaud.co.uk · Paperless Direct Debit Guide. If you come across any unfamiliar term when reading this or any other chapter in The Raiser’s Edge

Paperless Direct Debit Guide

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Paperless Direct Debit GuidePAPERLESS DIRECT DEBIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Frequently Used Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2The Life of a Paperless Mandate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Adding a Paperless Mandate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

APPENDIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Expected Results in Batch When Automatically Generating Transactions/Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

What Is In This Guide?In the Paperless Direct Debit Guide, you learn about processing paperless direct debits in The Raiser’s Edge. This guide shows you gift entry for instruction records in Records, how to send the Advance Notice Letter in Mail, and how to automatically generate instruction records in Batch. You can also learn about the following.• “The Life of a Paperless Mandate” on page 3• “Paperless Mandate Fields in The Raiser’s Edge” on page 4• “Stopping or cancelling payments unexpectedly” on page 23• “Expected Results in Batch When Automatically Generating

Transactions/Payments” on page 26

How Do I Use These Guides?

The Raiser’s Edge user guides contain examples, scenarios, procedures, graphics, and conceptual information. Side margins contain notes, tips, warnings, and space for you to write your own notes. To find help quickly and easily, you can access the Raiser’s Edge documentation from several places. User Guides. You can access PDF versions of the guides by selecting Help,

User Guides from the shell menu bar or by clicking Help on the Raiser’s Edge bar in the program. You can also access the guides on our Web site at www.blackbaud.co.uk. From the menu bar, select Support, User Guides. In a PDF, page numbers in the Table of Contents, Index, and all cross-references are hyperlinks. For example, click the page number by any heading or procedure on a Table of Contents page to go directly to that page.

Help File. In addition to user guides, you can learn about The Raiser’s Edge by accessing the help file in the program. Select Help, The Raiser’s Edge Help Topics from the shell menu bar or press F1 on your keyboard from anywhere in the program. Narrow your search in the help file by enclosing your search in quotation marks on the Search tab. For example, instead of entering Load Defaults, enter “Load Defaults”. The help file searches for the complete phrase in quotes instead of individual words.

WE L C O M EIV

IconsThe following icons are used in the side margins to denote additional information such as notes, warnings, time-savers, or definitions. You can also use these margins to write your own notes.

The notepad symbol designates a note or tip related to the information in the main text column.

The traffic light indicates a cautionary note. Generally, we use this icon to point out a step that may have unwanted results.

The clock symbol designates a shortcut or timesaving action.

The dictionary symbol designates the definition of a frequently used term.

Paperless Direct Debit

Contents

Frequently Used Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2The Life of a Paperless Mandate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Paperless Mandate Fields in The Raiser’s Edge. . . . . . . . . . . . . . . . . . . . . . . . . . 4

Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Gift Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Generating Instruction Records in Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Adding a Paperless Mandate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Procedures

Adding a paperless mandate for a pledge gift record . . . . . . . . . . . . . . . . . . . . . 13Sending the Advance Notice Letter in Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Generating instruction records in Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Entering rejection codes and committing a batch. . . . . . . . . . . . . . . . . . . . . . . . 22Stopping or cancelling payments unexpectedly . . . . . . . . . . . . . . . . . . . . . . . . . 23

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For all BACS rules and regulations, consult

your sponsoring bank.

Many banks now require electronic instruction records. Instruction records can be sent to BACS or your sponsoring bank in the type of New, Cancel, or Set-up. Paperless mandates encompass all three types of instruction records, and they are used to create Banks Automated Clearing System (BACS) transmission files. Paperless mandates are beneficial to your organisation for a number of reasons. Primarily, they optimise your time efficiency and decrease the amount of paperwork for you to maintain. Once your organisation receives approval from BACS to process paperless mandates, you can complete the necessary tasks to generate the transmission files in The Raiser’s Edge .

Paperless mandates functionality in

The Raiser’s Edge is available in version 7.03 and higher.

If you previously used paper mandates, no conversion process exists to begin using paperless mandates in The Raiser’s Edge. However, you should remember several items when you begin using paperless mandates. Do not check the Send instruction checkbox on gift records entered prior to version 7.03. If the Send instruction checkbox is not checked, payments continue to generate for existing gifts like they did prior to the upgrade to version 7.03. For more information about instruction details fields in the gift record, see “Gift Record” on page 5.Use the Donor Acknowledgement Letters mail task in Mail to combine the acknowledgement, confirmation, and advance notice letters. We recommend you process all acknowledgement letters for gifts entered in the database before using paperless mandates. For more information about these letters, see “Mail” on page 8.When you are ready to send instruction records and payments due for gifts to BACS, you can automatically generate instruction records and payments due for gifts by selecting Tools, Automatically Generate Transactions/Payments from the menu bar of a gift batch. For more information about automatically generating transactions and payments for paperless mandates, see “Generating Instruction Records in Batch” on page 10. Once you generate, you can then create a transmission file to send to BACS. To create a transmission file, select Tools, Create EFT Transmission Files from the menu bar. For more information about creating a transmission file, see the Electronic Gifts (EFT) Guide.

Frequently Used TermsThis section defines words and phrases you need to know as you work with the Paperless Direct Debit Guide. If you come across any unfamiliar term when reading this or any other chapter in The Raiser’s Edge documentation, make sure you check the online glossary in the help file.

Check with your sponsoring bank to

confirm the number of days prior to the first collection the advance notice letter should be sent. A typical number is 14, but not necessarily the number your organisation should use.

Advance notice letter. An advance notice letter can be sent no less than 14 days prior to the first collection date of a pledge or recurring gift. An advance notice letter includes the collection schedule, the charity name, the amount to be collected, and the date the first payment is due. The Raiser’s Edge supports sending a combination of a confirmation, advance notice, and acknowledgement letter to save processing time and postage. For more information about confirmation letters and advanced notice letters and the time lines with which you should adhere, contact your sponsoring bank.

AUDDIS. The Automated Direct Debit Instruction Service (AUDDIS) is a branch of the Banks Automated Clearing System (BACS) that helps to set up the donor’s payment process with the charity’s sponsoring bank. For more information about the role AUDDIS plays in the processing of files, contact your sponsoring bank.

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BACS. BACS stands for Banks Automated Clearing System, and is the company that owns and operates the automated clearing house processing direct debits.

Confirmation letter. A confirmation letter is a letter that the charity must send to the donor no more than three days after a paperless direct debit pledge or recurring gift is set up for a donor. The Raiser’s Edge supports sending a combination of a confirmation, advance notice, and acknowledgement letter to save processing time and postage. For more information about confirmation letters, advanced notice letters, and the time lines with which you should adhere, contact your sponsoring bank.

DDI. A Direct Debit Instruction (DDI) must be confirmed by the donor before you can process instruction records. To generate new instruction records and first payments, you must first select the type of source (such as Letter or Internet) in the DDI source field and enter the date the DDI is confirmed in the DDI source date field on the Instruction Details screen on the gift record.

Instruction record. An instruction record is a notice that a charity sends to BACS, notifying BACS that a donor wants to donate to the charity, or notifying BACS to cancel a payment. You can select to send these records non-electronically or electronically. When you select to send instruction records electronically, you can send them through a direct debit transmission file. Instruction records can be sent to your sponsoring bank in the type of New, Cancel, or Set-up.

Paperless mandate. Paperless mandates encompass all three types of instruction records, and they are used to create BACS transmission files. Many banks now require electronic paperless mandates. Paperless mandates are beneficial to your organisation for a number of reasons. Primarily, these optimise your time efficiency and decrease paperwork for you to maintain. Once your organisation receives approval from BACS to process paperless mandates, you can complete the necessary tasks to generate the transmission files in The Raiser’s Edge.

Status. Status indicates whether the program can create recurring gift transactions and pledge payments according to the payment schedule you specified on the recurring gift template or pledge gift record. You can select five statuses: Active, Held, Terminated, Completed, and Cancelled.

The Life of a Paperless MandateCertain conditions must be met on the gift record in order to process instruction records for paperless mandates. You must select Pledge or Recurring Gift in the Gift type field, select Direct Debit in the Pay method field, check the EFT? checkbox, select the type of source in the DDI source field, and enter the date the DDI is received in the DDI source date field. Every paperless mandate you process goes through a certain sequence of events. The steps in the life of a paperless mandate are listed below. For more information about these steps, see “Paperless Mandate Fields in The Raiser’s Edge” on page 4.

1. A constituent donates a pledge or recurring gift to your organisation.2. You enter the pledge or recurring gift in Records or Batch in The Raiser’s

Edge.

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3. In Mail, it is best to send the Acknowledgement, Confirmation, and Advance Notice letter to the constituent in one letter. We recommend you create and save one parameter file that combines the fields you need. The letter is created and sent using the Donor Acknowledgement Letters mail task.

If a pledge or recurring gift already has

instalments, The Raiser’s Edge generates instruction records and payments without a date in the DDI source date field.

4. Select the type of source, such as Letter or Internet, in the DDI source field and enter the date in the DDI source date field on the Instruction Details screen (accessed through the Details button on the gift record). The Raiser’s Edge does not generate any new instruction records or first payments until a type of source is entered in the DDI source field and the date is entered in the DDI source date field.

5. When you Automatically Generate Transactions/Payments in Batch, direct debit pledges or recurring gifts needing an instruction record sent to BACS are generated into the gift batch. A transmission file is sent to BACS. The pledge or recurring gift has a status of Pending on the Gift tab of the gift record. The pending status occurs for all pledges or recurring gifts with a payment in a batch that applies to them.

6. Create a transmission file to send to BACS. The transmission file can include instruction records and payment information for different gifts in the batch. Note that a transmission file can either include an instruction record or payment information for a gift, but not both.

7. BACS returns the acceptance files and rejection files. You enter rejection codes in the same batch for which you created the BACS file. Enter rejection codes for instruction records in the Rejection Code field on the Instruction Transactions screen. Enter the rejection code for any payment in the Rejection Code field on the Data Entry screen of the gift batch.

8. Commit the batch. The status of the pledge or recurring gift becomes Active (Pending remains in the Status field of any gift with a rejection code for an instruction record or payment). The instruction record information defaults on the Instruction Details screen of the gift record.

9. The next time you Automatically Generate Transactions/Payments in Batch, the first payment request is sent to BACS. However, if the appropriate number of days has not passed since the advanced notice letter has been sent, the payment does not generate.

Paperless Mandate Fields in The Raiser’s EdgePaperless mandates encompass all three types of instruction records — New, Cancel, and Set-up — and they are used to create BACS transmission files. The Raiser’s Edge optimises the benefits of using paperless mandates by generating all the necessary information to create the transmission files for BACS. An instruction record is a notice that a charity sends to BACS, notifying BACS that a donor wants to donate to the charity, or notifying BACS to cancel a payment. You can select to send these records non-electronically or electronically. When you select to send instruction records electronically, you can send them through a direct debit transmission file created by The Raiser’s Edge. Instruction records can be sent to your sponsoring bank in the type of New, Cancel, or Set-up.


Once a donor decides to donate a pledge or recurring gift to your organisation, and wants to pay that gift using a direct debit, several steps must take place so the paperless mandate is properly processed. These steps begin with basic gift entry, continue in Mail, and end in Batch. This section contains an overview of all the sections in The Raiser’s Edge that store paperless mandate information.

ConfigurationYou can continue to send paper mandates,

but you cannot send both paper mandates and paperless mandates at the same time. If you need to return to paper mandates, uncheck the Paperless mandates used checkbox on the General page in Configuration. If you need to revert back to paper mandates, you must fully process all paperless mandates before doing so.

You can save time by having The Raiser’s Edge default instruction information onto your pledge and recurring gift records. On the Raiser’s Edge bar, click Config. The Configuration page appears. Click General. On the General page, check the Paperless mandates used checkbox. Checking this checkbox saves time by automating new instruction record information onto pledge and recurring gift records that meet the criteria for using paperless mandates.

According to BACS rules, the Advance

Notice Letter must be sent to the donor 10-14 days before the first instalment due date.

In the No. of advance notice days field, enter the number of days that must elapse before collection of the debit can begin for paperless mandates. This letter informs the constituent that a payment is going to be debited from their bank account. According to BACS regulations, this letter must contain the instalment schedule, the total gift amount, your organisation’s name, and the due date of the first instalment. If you leave the No. of advance notice days field blank, the date of the advance notice sent on the gift is ignored during EFT transmission file processing. If you do not check the Paperless mandates used checkbox, you can still manually enter paperless mandate information on gift records.

Gift RecordFor gift records with Pledge or Recurring Gift selected in the Gift type field, Direct Debit selected in the Pay method field, and a tick in the EFT? checkbox, you can generate BACS transmission files containing instruction record information.

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If a constituent donates a gift through a direct debit of his account, record the bank or financial institution from which you will receive the direct debit, a reference number, and a reference date in the corresponding fields. After you receive the direct debit from the bank, check the Received checkbox. For more information about these fields, see the Gift Record chapter of the Gift Records Guide.

When a constituent donates a direct debit gift and a paperless mandate should be sent for the gift, you can process the gift using the Electronic Funds Transfer. To process the gift using Electronic Funds Transfer, check the EFT? checkbox. For more information about EFT transactions, see the Electronic Funds Transfer (EFT) Guide.

If you use paperless mandates, check the

Paperless mandates used checkbox on the General page in Configuration. For more information, see “Configuration” on page 5.

For pledges and recurring gifts, you can record the instruction details for paperless mandates on the Instruction Details screen when you use the Electronic Funds Transfer. To access this screen, click Details.

If The Raiser’s Edge determines that the last

instruction is being sent for a gift record while processing transactions in Batch, Cancel automatically defaults in the Type field.

Check the Send Instruction checkbox to record that an instruction record should be sent for the gift. Select New, Cancel, or Set-up in the Type field, or you can leave it blank. Typically, you select New for a new gift record and Cancel to stop any instruction records from being sent. Set-up is only used in rare occurrences. For example, you may select Set-up while your charity is awaiting approval from BACS to handle paperless mandates. For further information regarding when to use this type of instruction, contact BACS.When you switch from using paper mandates to paperless mandates, do not check the Send instruction checkbox on gift records entered prior to version 7.03. You can enter a date in the New instruction sent field, but it is important to remember if a date exists in this field and the type of instruction is New, The Raiser’s Edge looks for an advance notice date (that meets the criteria you entered in the No. of advance notice days field in Configuration) before generating the first payment. If the Send instruction checkbox is not checked, then payments continue to generate for existing gifts like they did prior to the upgrade to version 7.03.


If you manually process paperless direct

debits and their instructions prior to version 7.03, make sure you do not upgrade before the live transmission file has been processed for the current month. This ensures that all instructions and first payment records are processed before the upgrade.

In the Instruction Dates frame, you can manually enter the date for a new instruction record, the date you send a cancel instruction, or the date you send a set-up instruction record. However, these dates automatically default when you commit a batch that contains instruction records. If a date is in the New instruction sent field, a new instruction will not be generated. If you make a mistake, remove the date in this field.You can manually enter a date in the Date adv. notice sent field, or default the date automatically when you process your Advance Notice Letters in Mail. If a date appears in this field, the advance notice letter is not sent again when you use Mail. To send the letter again using Mail, remove the date from the Date adv. notice sent field. For more information about advance notice letters in Mail, see “Mail” on page 8.

The fields in the Instruction Dates

frame remain enabled for you to edit at any time.

Select the type of source, such as Letter or Internet, for the DDI in the DDI source field. You can add, edit, or delete the entries in this field. Enter the date you receive the confirmed DDI from the donor in the DDI source date field. The Raiser’s Edge does not generate any new instruction records or first payments until a date is entered in this field. Electronic DDIs should be sent within 10 days of the date you enter in the DDI source date field. To save and close the instruction record information, click OK. Your return to the Gift tab of the gift record. For more information about adding instruction record information on a gift record, see “Adding a paperless mandate for a pledge gift record” on page 13.

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MailBACS has very specific rules and

regulations for when to send advance notice letters. For example, the advance notice letter must be sent 10-14 days prior to the first instalment due date. For more information about these rules and regulations, contact your sponsoring bank.

Advance notice letters are sent through the Donor Acknowledgement Letters mail task in Mail. When you send advance notice letters through Mail, instruction record information defaults automatically in fields on the gift record. For example, the date you enter in the field next to the Mark gift as adv notice sent checkbox on the General tab in Mail, defaults in the Date adv notice sent field on the Gift tab of the gift record.

We recommend you create and save a parameter file for Advance Notice Letters using the Donor Acknowledgement Letters mail task. Use this letter to include acknowledgement and confirmation information. BACS requires you to include certain fields (such as the first instalment due date and the account name and number) in the advance notice letter. For more information about these required fields, contact your sponsoring bank.In addition to the Advance Notice Letter, you must enter a source (such as Letter or Internet) in the DDI source field and a date in the DDI source date field on the Instruction Details screen (accessed through the Details button on the gift record). Once the DDI is confirmed and you enter this information, you can generate new instruction records or first payments. You can include the DDI source information in your Advance Notice Letter.


General TabThe Advance Notice Letters frame is

available only if you have the Paperless mandates used checkbox checked on the General page in Configuration.

To automatically add a date in the Date adv. notice sent field on pledge and recurring gift records for paperless mandates, check the Mark gift as adv. notice sent checkbox in the Advance Notice Letters frame. Enter a date to use in the Mark gift as adv. notice sent field. Checking this checkbox only affects pledges and recurring gifts with a Pay method of Direct Debit and the EFT? checkbox checked on the gift record that have no date entered in the Date adv. notice letter sent field behind the Details button on the gift record. If the gift is Acknowledged or has a date entered in the Date adv. notice sent field, the gift is not included in the mail run.

Fields to Include TabIf the Mark gift as adv. notice sent

checkbox on the General tab is checked, the Send one letter to each donor field is automatically set to “per gift” and is disabled. If you select “per donor” on the Fields to Include tab first, the Advance Notice Letters frame disables on the General tab.

To fulfill BACS requirements for required fields in the advance notice letter, several fields are included on the Fields to Include tab. These are Bank, Branch name, Bank sort code, Bank address, Account number, Account name, First instalment due, and Schedule.

For more information about the Donor

Acknowledgement Letters mail task, see the Mail Guide.

If you check the Mark gift as adv notice sent checkbox on the General tab for the Donor Acknowledgement mail task, a message appears after processing. This message asks you if you want to mark the gifts as Acknowledged and default a date in the Date adv notice sent field.

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To default this information automatically, click Yes. For more information about the Advance Notice Letter, see “Sending the Advance Notice Letter in Mail” on page 15.

Generating Instruction Records in BatchYou can generate instruction records for direct debit pledges and recurring gifts from a gift batch. To generate instruction records, select Tools, Automatically Generate Transactions/Payments from the menu bar of a gift batch. Once you generate the records, you can send them to BACS using a direct debit transmission file. For more information about transmission files, see the Electronic Gifts (EFT) Guide.


When you check the Generate instructions only checkbox, you are designating that instruction records are the only items to be pulled into the gift batch. When you leave the Generate instructions only checkbox unchecked, instruction records as well as payments due for pledges and recurring gifts are pulled into the gift batch.

It is important to remember that an instruction record and a payment due for the same gift cannot be generated at the same time in a gift batch. If a payment due and an instruction record due for the same gift meet the same criteria, the instruction record will generally be the item generated, unless the payment due is the final payment for the gift. For more information about generating both payments and instruction records in a gift batch at the same time, see Electronic Gifts (EFT) Guide.

Transmission Files for Paperless MandatesTo electronically transfer funds from a donor’s bank account, you need to create a direct debit transmission file in Batch to send to BACS. For example, you have several direct debit gifts in a batch that need to be processed by Electronic Funds Transfer. To receive the direct debit gifts, you need to send BACS specific information to initiate the transaction. This specific financial information, such as gift amounts and account numbers, is contained in a transmission file. You can also send instruction records for new direct debit pledge and recurring gift records, or you can send instruction records to cancel payment processing. BACS, in turn, communicates with your donor’s bank to transfer the funds from their account to your organisation’s bank account. You can send the transmission file directly to BACS, or you can arrange an agreement with your sponsoring bank or

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bureau to send the transmission file to BACS on your behalf. BACS only accepts transmission files via a modem using BACS compatible transmission software. For a list of BACS compatible software, contact Blackbaud Sales on 0141 575 0100 or send an email to [email protected]. You can also contact your sponsoring bank or BACS. BACS responds to the transmission file, either rejecting or accepting the instruction records or requests for payment. Once you receive the response from BACS, if any rejected instruction records exist, you can open the batch for which the transmission file was created, and enter the appropriate rejection codes. You can enter rejection codes for instruction records in the Rejection Code field on the Instruction Transactions screen. For more information about viewing instruction records for a batch and entering rejection codes for instruction records, see “Entering rejection codes and committing a batch” on page 22. For rejected payments due, you can enter rejection codes directly into the Rejection code field on the Data Entry screen of a gift batch. You can then commit the batch to the database, therefore updating the gift records in your database. For more information about creating direct debit transmission files, see “Generating instruction records in Batch” on page 18. For more information about committing a gift batch, see the Gift Batch chapter of the Batch Guide.

Adding a Paperless MandateOnce you understand the life cycle of paperless mandates and how they process in The Raiser’s Edge, you can actually enter paperless mandate information in Records. You can send an Advance Notice Letter in Mail; and you can automatically generate instruction records, enter rejection codes, and automatically update the instruction information for gift records in Batch. For more information about the life cycle of a paperless mandate in The Raiser’s Edge, see “The Life of a Paperless Mandate” on page 3.


Adding a paperless mandate for a pledge gift record

Many banks now require electronic instruction records. Paperless mandates are used to create BACS transmission files. Paperless mandates are beneficial to your organisation for a number of reasons. Primarily, they optimise your time efficiency and decrease the amount of paperwork for you to maintain. Once your organisation receives approval from BACS to process paperless mandates, you can complete the necessary tasks to generate the transmission files in The Raiser’s Edge.

For more information about adding new

pledge gift records, see the Pledges chapter of the Gift Records Guide.

1. From a constituent record, select the Gifts tab. For more information about opening a constituent record, see the Introduction to Constituent Records chapter of the Constituent Data Entry Guide.

If you need to reschedule an existing

pledge or recurring gift, select Terminated, Completed, or Cancelled in the Status field and start a new pledge or recurring gift. For more information about pledges and recurring gift records, see the Gift Records Guide.

2. On the action bar, click New Gift.The New Gift screen appears.3. Select the Gift tab.4. In the Gift type field, select “Pledge”.5. To schedule the pledge, click Schedule. 6. In the Pledged on field, enter the date the pledge was made.

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7. To process a paperless direct debit, select “Direct Debit” in the Pay method field and check the EFT? checkbox.

8. In the Bank field, select a financial institution.

The New instruction sent, Cancel

instruction sent, and Set-up instruction sent dates default automatically when you commit the gift batch in Batch that includes the accepted and rejected transmission files from BACS. The Date adv. notice sent date defaults automatically when you process advance notice letters using the Donor Acknowledgement Letters mail task in Mail.

9. Click Details. The Instruction Details screen appears.

If the Paperless mandates used checkbox is checked on the General page in Configuration, the Send instruction checkbox checks automatically and “New” defaults in the Type field. If the Paperless mandates used checkbox is not checked in Configuration, you can manually check the Send instruction checkbox and select “New” in the Type field.

10. In the DDI source field, select the source, such as “Telephone” or “Internet”.


11. In the DDI source date field, enter the date you receive the confirmation. It is important to remember you cannot generate new instructions and first payments for new direct debit gifts unless information is entered in the DDI source and DDI source date fields.

12. Click OK. You return to the New Gift screen.

Because BACS does not support one-off

direct debits for paperless mandates, The Raiser’s Edge does not support them.

13. Add any additional information you need for the pledge gift record, including an instalment schedule.

14. To save and exit the gift record, click Save and Close on the toolbar.

Sending the Advance Notice Letter in Mail

We recommend you create and save a parameter file for Advance Notice Letters using the Donor Acknowledgement Letters mail task. Use this letter to include acknowledgement and confirmation information. BACS requires you to include certain fields (such as the first instalment due date and the account name and number) in the advance notice letter. For more information about these fields, contact your sponsoring bank.

In addition to the Advance Notice Letter,

the DDI must be confirmed before you can generate any instruction records or payments. You can make the DDI a part of your Advance Notice Letter, or you can send this separately.

If you use a conditional mail merge letter to send acknowledgement letters, you need to edit the individual letters. Each individual letter (not the main conditional letter) should include a statement that is conditional if the advance notice letter has been sent. For more information, see The Raiser’s Edge & Microsoft Office Integration Guide. 1. On the Raiser’s Edge bar, click Mail. The Mail page appears.2. Select Donor Acknowledgement Letters. Any saved Donor

Acknowledgement Letters you have appear on the right.

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If you have not created an advance notice letter

parameter file for your organisation, click New Donor Acknowledgement Letters on the action bar. For more information about about creating letters, see the Mail Guide.

3. Highlight your Advance Notice Letters parameter file and click Open on the action bar. The Advance Notice Letters parameter file opens.

4. On the General tab, in the Date field, select the date(s) for which you want to process your letters.

5. In the Advance Notice Letters frame, check the Mark gift as adv. notice sent checkbox. The Advance Notice Letters frame is available only if you have the Paperless mandates used checkbox checked on the General page in Configuration.

BACS has very specific rules and

regulations for when to send advance notice letters. For example, the advance notice letter must be sent 10-14 days prior to the first instalment due date. For more information about these rules and regulations, contact your sponsoring bank.

6. Enter the date in the field next to the Mark gift as adv. notice sent checkbox. The date you enter in this field defaults automatically in the Date adv. notice sent field on the Instruction Details screen in the gift record.


If the Mark gift as adv. notice sent

checkbox on the General tab is checked, the Send one letter to each donor field is automatically set to “per gift” and disables. If you select “per donor” on the Fields to Include tab first, the Advance Notice Letters frame disables on the General tab.

7. Select the Fields to Include tab. Select all the fields you need for your acknowledgement letter, confirmation letter, and advance notice letter.

For more information about the required fields for BACS, contact your sponsoring bank. For more information about paperless mandates in Mail, see “Mail” on page 8. For more information about processing Donor Acknowledgement Letters, see the Donor Acknowledgement Letters chapter of the Mail Guide.

8. Click Export. The data file is created for you to use in your mail merge for advance notice letters. A message appears asking if you want to mark the gifts as “Acknowledged” and default a date in the Date adv notice sent field on the gift record.

9. To update the gift record automatically, click Yes.

CH A PT E R 118

Generating instruction records in Batch

It is important to remember that an

instruction record and a payment due for the same gift cannot be generated at the same time in a gift batch. If a payment is due and an instruction record due for the same gift meet the same criteria, the instruction record will generally be the item generated, unless the payment due is the final payment for the gift.

You can generate instruction records for direct debit pledges and recurring gifts from a gift batch. To generate instruction records, select Tools, Automatically Generate Transactions/Payments from the menu bar of a gift batch. Once you generate the records, you can send them to BACS using a direct debit transmission file. For more information about transmission files, see the Electronic Gifts (EFT) Guide.1. From the Data Entry screen of a gift batch, select Tools, Automatically

Generate Transactions/Payments from the menu bar. For more information about setting up a gift batch, see the Batch Guide.

The Automatically Generate Transactions/Payments screen appears.2. Click Include.

If you select Selected Records, a screen

appears so you can include records in an established query or create a new gift query. You are specifying that only specific records matching the criteria you set for automatically generating payments and transactions are included.

3. Select All Records. A label appears to the right of the button displaying your selection.When you select All Records, you are specifying that all records in the database matching the criteria you set for automatically generating payments and transactions are included.

4. In the Transactions due on or before field, enter the date you want the program to include instruction records for recurring gifts and pledges that require transactions and payments due on or before this date.


5. In the Include these transactions field, select EFT. You can only generate instruction records for gifts with the EFT? checkbox checked on the gift record.

In any date field, you can press F3 on your

keyboard for today’s date or F7 for a calendar.

6. In the Include these gift types box, check the All Pledges and Recurring Gifts checkboxes because you want to generate instruction records for both pledges and recurring gifts.

7. In the Include these payment types box, check the Direct Debit checkbox because you can only generate instruction records for gifts with a payment of direct debit.

8. To generate only instruction records into the batch, check the Generate instructions only checkbox.

9. Check the Create control report checkbox because you want to keep a record of the type of instruction records you generated. Select “Summary” in the adjacent field. Select Preview. The control report automatically appears when you generate the instruction records.

When you select the Preview option, a

preview of the control report is automatically created after you generate the payments and transactions.

You create control reports, in summary or detail format, to view information about a batch. You can use the reports to double-check that information in a batch is correct, for reporting purposes, or for any other needs specific to your organisation.

CH A PT E R 120

10. To view the Gift Fields tab, click Next.

For an instruction record to be sent, you

must check the Paperless mandates used checkbox in Configuration. For more information about this checkbox, see the Configuration chapter of the Configuration & Security Guide.

11. Information defaults into the fields on the Gift Fields tab. Because you are generating instruction records only, you can leave the default information in these fields.

12. To begin generating instruction records, click Generate Now. A progress indicator appears.


13. When the program finishes generating the instruction records, the Automatically Generate Transactions/Payments screen appears, detailing the results of the automatic generation. Note that the screen will show how many instruction records were generated during the process.

A small icon appears at the bottom right of the

Data Entry screen, indicating that instruction records have been created and exist for the batch.

14. Click Close. You return to the Data Entry screen for the gift batch. You can now view the instruction records in the gift batch. For more information about viewing instruction records in a batch, see “Entering rejection codes and committing a batch” on page 22.You are now ready to create a transmission file to send to BACS before you commit the batch to the database. For more information about creating a transmission file, see the Electronic Gifts (EFT) Guide.

CH A PT E R 122

Entering rejection codes and committing a batch

Once you receive the transmission file processing information from BACS, you are ready to enter rejection codes for instruction records and commit the gift batch. The transmission file sent to BACS can include instruction records and payment information for different gifts in the batch. Note that a transmission file can either include an instruction record or payment information for a gift, but not both.1. From the Data Entry screen of a gift batch, select View, Instructions

from the menu bar. The Instruction Transactions screen appears. For more information about setting up a gift batch, see the Batch Guide.

2. You can view the Constituent, Constituent ID, Bank, Sort Code, Account #, Instruction Type, and Rejection Code fields for the instruction records in this batch. In the Rejection Code field, you can add or remove rejection codes for the instruction records.You cannot manually add instruction records from this screen.

3. When you finish viewing the instruction records, click OK. You return to the data entry screen of a gift batch.When you finish adding the appropriate rejection codes for the instruction records in the batch, you can now commit the batch to the database. Once you commit the batch to the database, each gift record is updated and the pending flag is removed. For more information about committing a gift batch, see the Batch Guide.


Stopping or cancelling payments unexpectedly

When a constituent pays off the remaining balance on a pledge or the ending date for a recurring gift passes, payments automatically stop. In these circumstances, the cancellation instruction notice is sent when you automatically generate payments in Batch. Completed automatically defaults into the Status field on the gift record, and the date defaults into the Cancel instruction sent field on the Instruction Details screen. Often, a constituent may inform your organisation he is stopping payments on a pledge or recurring gift before he finishes making payments. In this instance, one of two situations may occur. A constituent may inform you the next payment is the last payment or he may inform you the previous payment is the last payment toward the pledge or recurring gift. When a constituent informs you unexpectedly he is stopping payments for a paperless mandate, follow these steps.

1. From a recurring gift template, select the Gift tab.

If a constituent phones to inform you the next

payment is to be the last payment, leave Active in the the Status field on the gift record. On the Instruction Details screen, select “Cancel” in the Type field. The next time you automatically generate payments, the last payment (which is transaction code 19) generates and the status of the gift record updates automatically to Cancelled when you commit. The next time you automatically generate payments in Batch, the cancellation instruction notice is generated and the date defaults in the Cancel instruction sent field when you commit.

2. In the Status/date field, select “Cancelled” and enter the date the constituent phoned to cancel his payments.

3. Click Details. The Instruction Details screen appears.4. In the Type field, select “Cancel”.

A constituent phones to inform you the previous payment is the last payment he makes toward his recurring gift. Because you did not know this was going to be the constituent’s last payment, manually edit his recurring gift record. This way, The Raiser’s Edge is not expecting any further payments and correctly generates the cancellation notice the next time you autogenerate payments in Batch.

CH A PT E R 124

5. To return to the Gift tab, click OK. For more information about the Status field on the Gift tab, see the Gift Records Guide.

6. To save and exit the gift record, click Save and Close on the toolbar.The next time you select Automatically Generate Payments/Transactions in Batch, The Raiser’s Edge automatically sends the cancellation notice to the constituent. The date the notice is sent defaults automatically in the Cancel instruction sent field on the Instruction Details screen.

Appendix

Contents

Expected Results in Batch When Automatically Generating Transactions/Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

26

Expected Results in Batch When Automatically Generating Transactions/PaymentsWith all the different options, selections, and fields you use when processing paperless mandates, you can receive a wide variety of results when you generate instruction records and payments in Batch. The charts in this Appendix provide you with over 35 examples of what happens in different situations for new gifts (payments continue to generate for existing gifts with at least one payment). When referring to these charts, it is important to remember that the DDI source info. rec’d? column refers to having data entered in both the DDI source and DDI source date fields on the Instruction Details screen on the gift record. For further questions, contact Support on 0141 575 0801 or send an email to [email protected].

Gift TypeContinuous

checkbox checked?

Status

Is there a date in the Date adv.

notice sent field?

Send Instruction checkbox checked?

Type of instruction

record

Instruction record date?

DDIsource info.

rec’d?

Expected Results in Batch

Pledge No Active No No Blank Blank No Payments and instructions do not generate.

Pledge No Active No No Blank Blank Yes Payments and instructions do not generate.

Pledge Yes Active No No Blank Blank No Payments and instructions do not generate.

Pledge Yes Active No No Blank Blank Yes Payments and instructions do not generate.

Pledge Yes Active Yes No Blank Blank No Payments and instructions do not generate.

Pledge Yes Active Yes No Blank Blank Yes Payments and instructions do not generate.

Pledge Yes Active No Yes New Blank No Payments and instructions do not generate.

Pledge Yes Active No Yes New Blank Yes Payments do not generate, but instructions generate.

Pledge Yes Active Yes Yes New Blank Yes An instruction record generates, and the instruction date field on the gift record defaults automatically. The batch posts and the next time payments are automatically generated, the first payment generates for the Pledge gift record (provided it is the correct number of days after the advanced notice letter has been sent).

Pledge Yes Active Yes Yes New Blank No Payments and instructions do not generate.

27

Gift TypeContinuous

checkbox checked?

Status


notice sent field?


Type of instruction

record


DDIsource info.

rec’d?


Pledge Yes Active Yes No Blank Yes (only for New instruc-tion records)

Yes The Raiser’s Edge assumes the instruction record has been sent and payments will now generate.

Pledge Yes Active Yes No Blank Yes (only for New instruc-tion records)

No Payments and instructions do not generate.

Pledge Yes Active Yes Yes Cancel Blank Yes Pledges with the Continuous checkbox checked do not have a cancellation instruction sent and a last payment does not generate.

Pledge Yes Active Yes Yes Cancel Blank No Pledges with the Continuous checkbox checked do not have a cancellation instruction sent and a last payment does not generate.

Pledge No Active Yes Yes Cancel Blank Yes The last payment (transaction code 19) generates and the status of the pledge updates to “Cancelled”. The next time you auto-matically generate payments in Batch, the cancellation instruc-tion notice is generated and the date defaults in the Cancel instruction sent field when you commit.

28

Gift TypeContinuous

checkbox checked?

Status


notice sent field?


Type of instruction

record


DDIsource info.

rec’d?


Pledge No Active Yes Yes Cancel Blank No The last payment (transaction code 19) generates and the status of the pledge updates to “Cancelled”. The next time you auto-matically generate payments in Batch, the cancellation instruc-tion notice is generated and the date defaults in the Cancel instruction sent field when you commit. The DDI confirma-tion is only required for new payments and new instruction records.

Pledge No Cancelled, Terminated, or Completed

Yes Yes Cancel Blank Yes An instruction record generates, and the Cancel instruction sent field on the gift record defaults automatically when the gift batch is committed. A payment does not generate for this pledge the next time you automatically generate transactions/payments.

Pledge No Cancelled, Terminated, or Completed

Yes Yes Cancel Blank No An instruction record generates, and the Cancel instruction sent field on the gift record defaults automatically when the gift batch is committed. A payment does not generate for this pledge the next time you automatically generate transactions/payments. The DDI confirmation is only required for new payments and new instruction records.

29

G Expected Results in Batch

P Edge determines this to be the last payment e pledge gift, the status updates to hecks the Send Instruction checkbox, and l” in the Type field. The next time you auto-ate payments in Batch, the cancellation ce is generated and the date defaults in the tion sent field when you commit.

P Edge determines this to be the last payment gener-e gift, the status updates to “Completed”, checks the checkbox, and defaults “Cancel” in the Type field. ou automatically generate payments in Batch, instruction notice is generated and the date ancel instruction sent field when you com-

nfirmation is only required for new payments and records.

RG

nstructions do not generate.

RG


RG


RG


RG


ift TypeContinuous

checkbox checked?

Status


notice sent field?


Type of instruction

record


DDIsource info.

rec’d?

ledge No Active Yes No Blank Blank Yes If The Raiser’sgenerated for th“Completed”, cdefaults “Cancematically generinstruction notiCancel instruc

ledge No Active Yes No Blank Blank No If The Raiser’sated for the pledgSend InstructionThe next time ythe cancellationdefaults in the Cmit. The DDI conew instruction

ecurring ift

N/A Active No No Blank Blank No Payments and i

ecurring ift

N/A Active No No Blank Blank Yes Payments and i

ecurring ift

N/A Active Yes No Blank Blank No Payments and i

ecurring ift

N/A Active Yes No Blank Blank Yes Payments and i

ecurring ift

N/A Active No Yes New Blank No Payments and i

30

Gift TypeContinuous

checkbox checked?

Status


notice sent field?


Type of instruction

record


DDIsource info.

rec’d?


Recurring Gift

N/A Active No Yes New Blank Yes A new instruction record generates.

Recurring Gift

N/A Active Yes Yes New Blank Yes An instruction record generates, and the instruction date field on the gift record defaults automatically. The batch posts and the next time payments are automatically generated, the first payment generates for the Recurring Gift record (provided it is the correct number of days after the advanced notice letter has been sent).

Recurring Gift

N/A Active Yes Yes New Blank No An instruction record generates, and the instruction date field on the gift record defaults automatically. The batch posts and the next time payments are automatically generated, the first payment does not generate for the Recurring Gift record. The DDI must be confirmed first.

Recurring Gift

N/A Active Yes No Blank Yes (only for New instruc-tion records)

Yes The Raiser’s Edge assumes the instruction record has been sent and payments will now generate.

31


RG

dge assumes the instruction record has been nts and instruction records do not generate confirms the DDI. The source type must be DI source field, and the date must be entered

rce date field.

RG

nt (transaction code 19) generates and the urring gift updates to “Cancelled”. The next atically generate payments in Batch, the can-

ction notice is generated and the date defaults nstruction sent field when you commit.

RG

nt (transaction code 19) generates and the urring gift updates to “Cancelled”. The next atically generate payments in Batch, the can-

ction notice is generated and the date defaults nstruction sent field when you commit. The on is only required for new payments and new rds.

RG

record generates, and the Cancel instruction e gift record defaults automatically when the sted. A payment does not generate for this time you automatically generate yments.

RG

record generates and the instruction record date tomatically. The batch posts and the next time

utomatically generated, payments do not s gift. The DDI confirmation is only required nts and new instruction records.

ift TypeContinuous

checkbox checked?

Status


notice sent field?


Type of instruction

record


DDIsource info.

rec’d?

ecurring ift

N/A Active Yes No Blank Yes (only for New instruc-tion records)

No The Raiser’s Esent, but paymeuntil the donor entered in the Din the DDI sou

ecurring ift

N/A Active Yes Yes Cancel Blank Yes The last paymestatus of the rectime you automcellation instruin the Cancel i

ecurring ift

N/A Active Yes Yes Cancel Blank No The last paymestatus of the rectime you automcellation instruin the Cancel iDDI confirmatiinstruction reco

ecurring ift

N/A Cancelled, Terminated, or Completed

Yes Yes Cancel Blank Yes An instruction sent field on thgift batch is popledge the nexttransactions/pa

ecurring ift

N/A Cancelled, Terminated, or Completed

Yes Yes Cancel Blank No An instruction field defaults aupayments are agenerate for thifor new payme

32


RG

Edge determines this to be the last payment e recurring gift, the status updates to hecks the Send Instruction checkbox, and l” in the Type field. The next time you auto-ate payments in Batch, the cancellation ce is generated and the date defaults in the tion sent field when you commit.

RG

Edge determines this to be the last payment recurring gift, the status updates to “Completed”, Instruction checkbox, and defaults “Cancel” in the next time you automatically generate payments ncellation instruction notice is generated and s in the Cancel instruction sent field when e DDI confirmation is only required for new pay-

instruction records.

ift TypeContinuous

checkbox checked?

Status


notice sent field?


Type of instruction

record


DDIsource info.

rec’d?

ecurring ift

N/A Active Yes No Blank Blank Yes If The Raiser’sgenerated for th“Completed”, cdefaults “Cancematically generinstruction notiCancel instruc

ecurring ift

N/A Active Yes No Blank Blank No If The Raiser’sgenerated for thechecks the Send Type field. The in Batch, the cathe date defaultyou commit. Thments and new

33IN D E X

IndexAadding a paperless mandate 13advance notice letter, defined 2advance notice letter, sending in Mail 15AUDDIS, defined 2automated direct debit instruction service, defined 2automatically generating, results 26

BBACS, defined 3banks automated clearing system, defined 3Batch, paperless mandates in 10

Ccancelling a payment 23changing, see cancelling a paymentcodes, rejection 22Configuration, paperless mandates in 5confirmation letter, defined 3creating transmission files 11

DDDI, defined 3direct debit instruction, defined 3

Eediting, see cancelling a paymententering rejection codes in a gift batch 22

Ggenerating instruction records in a gift batch

defined 10, 18transmission files 11

gift record, paperless mandate fields 5

Iinstruction record

defined 3generating 18

gift batch 10

Lletter

advance notice 2confirmation 3

MMail

advance notice letterfields to include tab 9general tab 9

paperless mandates in 8mandate, paperless 3modifying, see cancelling a payment

Nnotice letter, advance 2

Ppaperless mandate

adding 13defined 2, 3

paymentcancelling 23stopping 23

Rrecord, generating instruction 18record, instruction 3rejection codes, entering in a gift batch 22results, automatically generating 26

Ssending the advance notice letter in Mail 15status, defined 3stopping a payment 23

Ttransmission files for paperless mandates 11

Documents

Paperless Direct Debit Guide - blackbaud.co.uk · Paperless Direct Debit Guide. If you come across any unfamiliar term when reading this or any other chapter in The Raiser’s Edge