The recurring batch is a handy tool in The Raiser’s Edge to process a group of gifts on a regular basis. A recurring batch is “recurring” because it can be committed more than once. However, recurring batches and recurring gifts are separate features of The Raiser’s Edge.

The optimal tool for managing recurring gifts and pledges in The Raiser's Edge is the RE:EFT module. Its functions, features, and reports are designed to help efficiently manage these types of gifts. While the recurring batch can be used, the process requires careful attention to ensure accurate data entry and timely processing. 

The following described processes are handy to help manage just a few recurring gifts or pledges in your Raiser's Edge. Possible scenarios that these steps will help are: (1) your organization does not have an active recurring gift program, but some donors have requested directly that their gift be processed in this way, or (2) your organization is just getting started with recurring gifts. This process can also help if your Raiser's Edge does not have the RE:EFT module yet. However as your recurring gift / pledge support program grows, it is recommended that the RE:EFT module be added to your Raiser’s Edge as this module streamlines many of the steps below.

Before getting started, complete the one-time set up in The Raisers Edge for charging credit cards and processing direct debits. (Direct Debit Note: The Raiser's Edge 7.93.5782.10 or higher (but not the RE:EFT module) is required to process direct debits via Blackbaud Merchant Services. However, the RE:EFT module is required for direct debits to process them using IATS or to create a file to upload to your financial institution for processing.)

The customary processes for using recurring batches to manage a recurring batch are the following. Each of these processes are described below:
All of the processes listed above support using recurring batches to manage recurring gift/pledges. When it's time to process the batch each month, the key processes are:
  1. Process an existing recurring batch (new or saved)
  2. Managing an exception batch
 
Enter a recurring gift or pledge in The Raiser's Edge (ongoing)
A recurring gift or pledge can be entered several ways. After entry in any of these methods, ensure that the credit card or direct debit is saved on the donor's record: Return to Top
 
Create a new recurring batch
  1. Start a new batch. (Tip: Use separate batches for direct debit and credit card processing.)
  2. In the batch setup:
    • On Batch Header tab, mark the Batch is recurring and Other users may access this batch.
    • On Fields tab, in addition to any defaulted fields, ensure the following additional fields are present and visible:
         Credit Card Batch
      Type
      Pay method
      Authorization code
      Credit card number
      Credit Type
      Expires on
      Rejection code
      Cardholder name
      EFT?**

       
      Direct Debit Batch
      Type
      Pay method
      Bank
      Authorization code

      Rejection code
      EFT?**

      **EFT? field is only required if the RE:EFT module is present.


       
       
  3. Click Data Entry.
  4. Save and close the batch. Or proceed to add constituents and gifts to the batch.
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Add new recurring gift / pledge gifts and donors to your batch but not process
  1. Ensure that the pledge or recurring gift is entered in The Raiser’s Edge.
  2. Start a new recurring batch or open an existing recurring batch.
  3. Add the constituent to the batch.
  4. After the constituent is added, the recurring gift/pledge credit card or direct debit information can be added:
    • If prompted, click Yes to apply gift to pledge or a recurring gift and proceed to step 5.
    • If no recurring gift or pledge prompt occurs, click in Amount field. Select Gift from top menu bar > Apply to > Pledge or Recurring Gift. Proceed to step 5.
  5. In the Apply Gift window, mark the Pay? column of the gift you wish to apply payments.
  6. Click OK. The information from the recurring gift or pledge, including any credit card or bank information will "drop in," appearing in the row.
  7. Tab across to review the row's data. Ensure the following fields are the appropriate values:
      Credit Card Batch
    Type is Cash
    Pay method is Credit Card
    Authorization code is blank
    Credit card number is present with **** followed by 4 numbers
    Credit Type is selected
    Expires on has a date
    Rejection code is blank
    Cardholder name has a name

    EFT?** is checked

     
    Direct Debit Batch
    Type is Cash
    Pay method is Direct Debit
    Bank has value selected
    Authorization code is blank

    Rejection code is blank
    EFT?** is checked

    **EFT? field is only required if the RE:EFT module is present.


     
     
  8. Tab down to start a new row.
  9. Repeat steps 3 through 9 for each donor.
  10. Click Save and Close to save the work.
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Processing a recurring batch (new or saved)
  1. Open the recurring batch.
  2. Review the donor information in the batch updating as needed. Add any new recurring gift / pledge gifts and/or delete gifts that are no longer to be processed.
  3. Ensure that all Authorization Code and Rejection Code fields are blank.
  4. Process the gifts. (Tip: Process credit cards and direct debits in separate batches.)
    For credit card batches: For direct debit batches:
  5. After processing the gifts, validate a batch. (Note: If declined gifts are going to are going to be moved to a new exception batch, then the decline will show as exceptions. These are to be expected and are okay to have prior to the committal.)
  6. After validating, proceed with the batch commit by going to File > Commit Completed Batch. On the General tab, set up as follows:
    Batch commit General tab
    • Mark Validate batch before committing
    • Mark Create gift query of committed gifts
    • Mark Create a new batch of exceptions
    • Mark Create control report and set the desired options
    • Optionally, mark Automatically apply gifts to pledges and recurring gifts and set the desired options. (NOTE: If you have manually applied the gifts within the batch, do not mark this. This setting will override any manual linking that is done within the batch!)
  7. On the Payments tab, set the desired options if applicable:
    Batch commit Payments tab
  8. On the Recurring Batch tab, set the desired options. The dates can either be Date specified in batch (what is entered in the batch) or <Specific date> to use a date entered here. The Batch number will be the batch number used for this commit:
    Batch commit Recurring Batch tab
  9. Click Commit Now and follow the prompts of the process. (NOTE: Be sure to print and/or save the Batch Commit Control Report. The batch number that the recurring batch will appear in the upper left of that report as “Committed as ###”.)
  10. When the following creen appears, note if any exceptions occurred. If the exception count is more than zero, click Exception Report to print a report as to why the gift did not commit.
    Batch commit summary screen
  11. Click Close. If exceptions occurred, click on Batch and look for the Exception batch generated from this batch. Refer to the Managing an Exception Batch section if any exceptions occurred.
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Managing an Exception Batch
An exception batch will be the group of gifts that could not commit and/or were declined from the recurring batch. It’s important to review this batch after each commit and address them before the next time the original recurring batch is run. This batch is a “one-time” batch and should not replace the original recurring batch.
  1. Open the exception batch.
  2. Refer to the Exception Report from the originating batch if available and/or review the batch for the following:
    • Declined credit cards and direct debits – Review the Rejection code (from BBMS or IATS) and follow up with the donors as needed.
    • Data entry errors (such as a missing required field).
  3. Each gift will require its own addressing. However, the following scenarios are the most common steps of action to take on an exception:
    • If the donor provides updated credit card info, enter the new credit card type, number, cardholder name, and expiration date in the exception batch to process. Be sure to update their pledge or recurring gift record AND the recurring batch with the new info.
    • If the donor provides updated direct debit information, enter the new direct debit information on donor's record. In the exception batch select the new bank to process. Be sure to select the new bank back in the recurring batch as well.
    • If it turns out that this credit card or direct debit cannot be run (such as you cannot reach the donor to confirm/get updated information), delete the row from the exception batch and
      1. Find the donor's row.
      2. Click on gray box on far left of row.
      3. Go to Edit in menu bar. Select Delete rows.
      4. Click Yes to delete the row.
      5. NOTE: This does not edit the recurring gift or pledge record. If a scheduled payment is going to be skipped, review the pledge schedule or the recurring gift schedule to ensure their gift schedule stays on track.
  4. Process the direct debit batch or credit card batch. Repeat the validation, committal, and exception batch processes as necessary until no exceptions occur. For more information about exception batches, refer to How to create a batch of exceptions in The Raiser's Edge.
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Remove / Stop a recurring gift or pledge from being processed
  1. Open the recurring batch.
  2. Find the donor's row.
  3. Click on gray box on far left of row.
  4. Go to Edit in menu bar. Select Delete rows.
  5. Click Yes to delete the row.
NOTE: This does not update the recurring gift or pledge record. If you want to note this gift is no longer being processed, open the appropriate recurring gift or pledge record to add a note, attribute, or other field that it's not in the recurring batch anymore.

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Updating credit card information
  1. Open the original recurring gift or pledge.
  2. Enter the new credit card type, number, cardholder name, and date. Leave authorization code field blank.
  3. Click Save and Close.
  4. Go to Batch and open the recurring batch.
  5. Find the donor in the batch.
  6. Delete the row. (Tip: This is okay as the information was saved in steps 1 – 2.)
  7. In a new row, add the constituent to the batch:
    • If prompted, click Yes to apply gift to pledge or a recurring gift.
    • If no recurring gift or pledge prompt occurs, click in Amount field. Then select Gift from top menu bar > Apply to > Pledge or Recurring Gift.
  8. In the Apply Gift window, mark the Pay? column of the gift you wish to apply payments.
  9. Click OK.
  10. The information from the recurring gift or pledge, including any credit card or bank information will appear in the row.
  11. Ensure the Type is Cash.
  12. Tab across to review the row's data updating fields as needed.
  13. Tab down to start a new row.
  14. Click Save or Save and Close.
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Updating direct debit information
  1. Refer to How to update direct debit information on donor's record in The Raiser's Edge on how to make updates.
  2. Once added, return to the original recurring batch. Find the donor's row and the Bank column.
  3. Select the new bank from the drop-down.
  4. Click Save or Save and Close.

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