How to import Blackbaud Merchant Services or MobilePay transactions

Blackbaud Merchant Services, including Blackbaud MobilePay, allows users to process credit card transactions outside of Blackbaud CRM's Batch module. This can be done via the Virtual Terminal through the Blackbaud Merchant Services web portal or Blackbaud MobilePay. These transactions do not download directly into Blackbaud CRM, so this Knowledgebase solution describes how to import these transactions.
NOTE: This process requires a good understanding of Import in Blackbaud CRM and working with data in Excel. If these areas are not very familiar, then consider adding these transactions via gift batch.

The following steps apply to Blackbaud Merchant Services and Blackbaud MobilePay transactions:
  1. Export the desired transactions from Blackbaud Merchant Services. The export will contain constituent and gift data in one file as seen in the Blackbaud Merchant Services transaction search results.
  2. Format the data in Excel as shown in this example file (BBMSExportwithBBECimportfields.csv). Note: This is a sample file with the use of a basic/default Enhanced Revenue Batch Template. This file displays a sample Blackbaud Merchant Services export from step 1 and which fields to insert, add, and edit for Blackbaud CRM import.
  • Gift Date (Date) must be formatted as MM/DD/YYYY (Or whatever formatting you specify during the creation of your import process in CRM)
  • The Account holder field must be separated into First name, Middle name, and Last name fields. Then this field becomes Name on Card for import to the gift record.
  • Credit Card date expiration (Expires On) must be formatted as MM/DD/YYYY (Or whatever formatting you specify during the creation of your import process in CRM). If only a month and year are present, then use the last date of the month. For example: 06/2014 should be formatted for import as 06/30/2014.
  • If needed, adjust the fields to better meet your needs/requirements for the Batch Template and Import Process for your Blackbaud CRM system. For example, if CRM requires a constituent code or a gift subtype, then those fields would have to be part of the import data file.
  • For additional information on formatting the fields, refer to the Batch and Import guide
  1. After formatting the data, remove any extra columns. In Excel, go to File > Save As to save a copy of this file in the Comma-Separated Value (CSV) format, if needed. The final import file should look like this: BBMSExportwithBBECimportfields.csv
The following steps apply to Blackbaud CRM:
  1. Use the Batch and Import guide for reference
  2. Configure an Enhanced Revenue Batch Template, which will be used with the Import Process to pull in the MobilePay transactions in CRM. On the Batch Templates page, you manage the batch templates used to create batches and/or Import processes. Batch templates define basic information about the batch, such as fields included in the batch and default values for the fields. When you create a batch template, you select the batch type (such as Constituent or Revenue) and a workflow. The workflow defines the process a batch goes through during the add or update process. To access the Batch Templates page, click Batch entry in Revenue or Administration. From the Batch Entry page, click Batch templates under Configuration. For information about this process, see Configure Batch Templates on page 29 from the guide above.
  3. In Batch entry, you can import data from a spreadsheet created in another application into the database. For example, you enter information about new revenue into a spreadsheet application such as Microsoft Excel. You can then create a business process to easily import the information from the spreadsheet into a batch template. You can add an import process from the Batch Templates page. In the Batch templates grid, click the double arrows next to the batch template you want to use to capture the imported data. From the expanded row that appears, click Create import on the action bar. The Add import process screen appears. For information about this process, see Add an Import Process on page 161 from the guide above.
  4. When mapping the fields for the Import Process, you will need to map the Constituent fields to the collection field of "New/edit constituent". With the provided example file, you should be able auto map all fields, including the constituent collection fields. (File: BBMSExportwithBBECimportfields.csv)
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  5. Next, you will want to setup your Constituent Matching, since you are using the New/Edit Constituent field, to assist with limiting duplicates with the import process. On the Constituent matching tab under Configure options, use the threshold settings to define three percentage ranges or "thresholds" for match confidences that determine when incoming records are matches, possible matches, or not matches based on their match scores. Match confidence compares field values from the new record with existing records and assigns match scores for fields weighted by field type. Match confidence is calculated based on the degree of similarity between the first names, last/organization names, middle names, suffixes, titles, addresses, and zip codes. For information about this process, see Constituent Matching on Page 38 from the guide above.
  6. Once you have completed the configuration of your Import Process and Mapping of fields, you can start the Import Process. Adjust for any error/exceptions received, if needed, in the batch and commit your transactions to CRM to complete the process.
  7. Finally, once you have completed your Import and you are working in batch, you will validate your batch. When you validate your batch, the program automatically runs a duplicate check to find any existing constituents that may match constituents in the batch. When the match confidence score for a pair of constituents falls within the range defined for possible matches, the program flags the incoming record as a potential duplicate and displays an exception in the batch data entry grid. To view information about the possible duplicate, click the message and use the duplicate resolution screen to decide whether to update the existing constituent or add a new constituent record. For information about this process, see Resolve Duplicate Constituents in a Batch on Page 129 from the guide above.


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