This article explains in detail how credit card processing works in Blackbaud CRM.
Processing credit cards is an integral part of receiving revenue. This article will help answer the question- How does Credit Card Processing work? CRM has only two processes that can charge a credit card: “Credit Card Processing process” and “Add a Payment”. (BBIS is separate, utilizing payment forms for Web Transactions).
With an Enhanced Revenue batch, you may have both rows with valid credit card information and rows with invalid credit card information in the batch. When you click Validate, the data is checked against constraints, and the problem rows get flagged if the card is not 16 digits, or it’s expired, etc. (these are obvious problems with the data and BBPS is not yet involved). The valid rows are not flagged, charged, nor committed yet. You have to run the Enhanced Revenue Batch through a Credit Card Process in order to send the card information to BBPS either authorize or reject them.
When you run the Enhanced Revenue Batch through a Credit Card process, then the process will go through each row and get authorization/rejection codes for each row from BBPS. It won't commit these rows. It'll just put it into a batch with the codes. There are 3 kinds of codes:
1) Authorised: This row is Authorized, and ready to commit successfully. To indicate this, BBPS puts an authorization code that starts with “Y” in the Authorization code field of the revenue batch. 2) Provisional: This row is a Provisional rejection. It is possible to retry it successfully. BBPS adds “N” to the front of the authorization code to indicate this transaction is rejected. It does not distinguish here whether it is provisional or permanent. 3) Permanent: This row is a Permanent rejection which will never be authorized. BBPS adds “N” to the front of the authorization code to indicate this transaction is rejected. It does not distinguish here whether it is provisional or permanent.
When CRM receives the response from BBPS, it removes “N” from the authorization code, converts the code to text, and puts the text in the Rejection Code field of the revenue batch. This is when rejections are flagged as provisional or permanent. The Credit Card Processing process handles rejections according to the settings in the Rejection Handling tab. You can open the batch with the new authorization codes in each row.
If you click Commit, the Authorized rows get committed, and stay in the batch as a Committed Batch in the Committed Batches tab.
The problem rows with a Provisional rejection go into a Retry batch (if you have that option selected in the Rejection Handling tab of the Credit Card Processing).
The problem rows with a Permanent rejection go into a file via an export definition (if you have that option selected in the Rejection Handling tab of the Credit Card Processing process). The other option is to ignore these rows. If you select to ignore, the permanently rejected rows stay in the batch as an exception and need to be manually deleted. New credit card information still needs to be obtained for these commitments.
Rows with permanent rejections should either be exported out or manually removed from the batch. They cannot not be retried again. Payment attempts for Recurring Gift Commitments with permanent rejections will not be sent to BBPS for future payment attempts, and therefore cannot be successfully authorized if you attempt to authorize them again.
A common rejection message is: The donor’s current credit card information cannot be used to successfully process this payment. Please contact the donor to get updated credit card information to update in the batch row and on the original revenue commitment. This explains that this is a permanent rejection and the card information is not valid. New, valid card information will have to be obtained and added to the commitment before it can be authorized in the future.
Here are the detailed steps to process credit cards with an Enhanced Revenue Batch in a Credit Card Process: 1) To create a Credit Card Processing process, navigate to CRM > Revenue > EFT > Credit Card Processing. 2) Choose your settings for the Charge Process tab and Rejection Handling tab. For help, click the blue Help icon and navigate to either "Charge Process tab" or "Rejection Handling tab". 3) Select to Generate Payments according to settings you’ll input here, or select an existing batch of payments you’ve already generated earlier. 4) Start the process.