Applying a BluePay Recurring Plan to an Existing iMIS Pledge

If you have an existing iMIS pledge open, and you want to tie it to a BluePay recurring ("rebilling") plan so that future payments will pay down the pledge, follow these instructions.

Keep in mind the following:

• This article only applies if you are on Donate Now - Premium 2.9.1 or higher, and have an existing open pledge that was not created via Donate Now - Premium initially.
• Older versions of Donate Now - Premium do not have the capability to pay down pledge installments.
• If you have an existing rebilling plan you'd like to use within BluePay, navigate to the rebill admin screen which lists the details of the rebilling plan, and skip Step 2.

Step 1: Obtain the original pledge transaction number

Do the following to obtain the original pledge transaction number:

1. In iMIS Desktop, go to Customers and load the donor's record.
2. In the bottom row of tabs, click Fundraising > Donor History, and only show Pledges.
3. Click Refresh.
4. Find the pledge you'd like to use with BluePay, and double click the record to select it. The pledge detail report opens.
5. From this detail window, note the following pieces of information which you will need later:
   • Trans. Number
   • Number of remaining payments
   • Payment amount

Step 2: Set up the BluePay rebilling plan

Do the following to set up the BluePay rebilling plan:

1. Sign in to the BluePay Secure Portal with the same account that is used for Donate Now - Premium BluePay payments. For multiple accounts (fraternity/foundation/housing/etc), the account must match.
2. Go to Processing > Virtual Terminal.
3. Fill out the following standard fields with the billing information:
   • Transaction Mode: Live
   • Transaction Type: Credit Card (Or, select Check if you are processing ACH and have enabled ACH on your BluePay account)
   • All Contact Information: (First, Last, Address, Phone, Email)
   • Credit Card Number
   • CVV2 Code
   • Expiration Date
4. Additionally, fill out the following non-standard fields:
   • Transaction Type: AUTH
   • Amount: $0 (The pledge amount will be entered below.)
5. Under the Recurring Billing section, fill out the following fields:
   • Enable: Yes
   • Start date: The first date you would like to start payments on
   • Rebilling Frequency: Must match the pledge frequency, use one of the following examples:
     • Monthly: 1 MONTH
     • Quarterly: 3 MONTH
     • Semi-Annually: 6 MONTH
     • Annually: 1 YEAR
   • Number of Cycles: The number of pledge installments remaining.
   • Rebill Amount: The amount to pay towards each installment.
6. When finished, click Process.

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Note

If you do not have all of the necessary credit card information (Card #, CVV2, and Expiration), you will need to obtain this information from the donor.

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Note

It is not currently possible to pay a different amount towards the last pledge installment, if it differs due to rounding.

Step 3: Note the BluePay recurring plan information

If successful, BluePay will respond with APPROVED: INFORMATION STORED. This is a successful message which tells you the credit card information was stored for later processing (the Start Date above), but was not charged today.

Do the following to note the BluePay recurring plan information:

1. On this screen, click View Receipt
2. On the Receipt screen, click Return to Details. This will take you to the transaction details screen.

3. Click Rebilling ID to go to the Rebill Admin screen.
4. On the Rebill Admin screen, make note of the following fields:
   • Rebilling ID
   • Cycles Remaining
   • Rebilling Amount
   • Rebilling Period

Step 4: Determine the Donate Now - Premium financial account ID

A Donate Now - Premium Financial Account profile is where Donate Now - Premium stores its BluePay settings, as well as settings for batch and cash account settings.

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Warning

If you have multiple Financial Account profiles in Donate Now - Premium and/or multiple BluePay accounts (e.g. for Foundation vs Housing), then the BluePay account you use to set up the rebilling plan above in Step 3 must match the Donate Now - Premium Financial Account profile's BluePay information.

To find out which Financial Account ID to use, do the following:

1. Sign in to the Donate Now - Premium Admin site, and click Financial Accounts.
2. Click the Edit icon next to the one you would like to use.
3. Verify that the Account ID and User ID fields in Donate Now - Premium match the Account ID and User ID fields on the Transaction Details screen in BluePay (see screenshot above).
4. On the Edit screen, in the upper-right corner, take note of the Financial Account ID as we will use it in the next step.

Step 5: Insert the Demo_Recurring_Gift record

Do the following to insert the Demo_Recurring_Gift record for the Staff site and iMIS Desktop:

Staff Site

Do th following in the Staff site:

1. Go to the Recurring Gifts panel located on the user's record. This can be on their Member Profile or Donor Profile, just depends on how your system is set up.

2. You are required to enter all of the following fields except those which are locked/grayed out in the screenshot below:

iMIS Desktop

Do the following in iMIS Desktop:

1. In iMIS Desktop, go to Customers and look up the donor's record
2. Open the Demo_Recurring_Gift tab window.
3. Scroll to the bottom of the table and click the new row to insert a new record.

Your fields may be in a different order or have a different label depending on your demo table setup. If you are not sure which fields are which, refer to your demo table setup to confirm the database fields.

4. Enter the following fields:

5. Click OK.
6. Click Save.

Your recurring pledge is now set up in BluePay and iMIS.