This section contains one time only steps to globally change existing Standing Orders so the batch option can be used. Please read the full document so you can see that we are using the pay method of other when auto generating transactions and the gift subtype of Standing Order to easily identify / group the standing orders.
- Create a gift query with the criteria
Gift Information, Gift Type equals Recurring Gift
AND Gift Status equals Active
AND Pay Method equals Standing Order.
On the Output tab include Gift Type, Pay Method, Gift Subtype plus any other fields you would find helpful to confirm this is the correct gifts.
On the Results tab check to ensure the records are correct and also check if the Gift Subtype is already in use.
If the Gift Subtype is not blank then you would need to decide if the information currently held in this field can be stored elsewhere, if it is not required or if another fields needs to be used. If an alternate field to Gift Subtype is used to identify Standing Orders then that is the field you would use in the process below.
When you are happy with the query results then save the query.
- In Admin, globally change records create a new gift global change and at the top left of the global change screen select the query created in item 1 above.
In the list of available fields select Gift, Pay Method with the operator Replace to replace Standing Order with Other
Next choose Subtype from the list of available fields with the operator ADD and add the subtype Standing Order.
Tick the box on this Edit Change Parameters screen to Overwrite existing values.
Note – Subtype is only selected if you have checked the gift subtype information in the query on item 1 above and are happy to proceed with this field.
Click Change Now to proceed with the global change
- Unmark the user option to allow multiple EFT transactions as Standing Order collections typically can only be made once a month at the most.
Processing Standing Orders
Once the above steps have been completed, see below for the process to be carried out each month, for example.
- When adding a standing order Recurring Gift or Pledge set the Pay Method as Other and we suggest that you add the Gift Subtype as Standing Order.
This will allow you to create a query of all Recurring Gifts and Pledges with that Gift Subtype, if required.
As a file of Standing Order payments is not received from the Bank, then ensure that the EFT box to the right of the Pay Method is not ticked.
- To create a query to be used in this process then you should create a Gift Dynamic query with the criteria similar to –
Gift type one of Pledge, Recurring Gift
AND Gift Status equals Active
AND Pay Method equals Other
AND Gift Subtype equals Standing Order
Note – as this is a dynamic query you only need to create the query once, rather than creating a new query each time you wish to process standing orders.
Also, no dates are included in the criteria as the relevant “processing” date is specified later.
- In Batch, create new Gift Batch and on the data entry screen select Tools, Automatically Generate Transactions / Payments.
On the Automatically Generate Transactions / Payments pop-up screen enter
a. The relevant query created in step 2 above
b. The relevant processing date
c. Select non-EFT for the Include these transactions option
d. Select Recurring Gifts and / or Pledges in the list of gift types, as required
e. Ensure only the Other option is selected in the list of payment types
f. Create exception and Control reports as required
g. Click Generate Now
- When the process is complete the batch grid will list transactions due, based on the date supplied in step 3a).
Check the transactions against the bank statement or list of actual payments received.
Where a payment has not been received you can either
a. Set the gift amount on that transaction to zero
(Important: do not use option a) if gift is eligible for Tax Claim, as HMRC will reject claim as zero amount gifts not accepted).
b. Delete the row and skip the transaction
- When informed that the Standing Order has been cancelled, then the status on the Recurring Gift or Pledge should be changed from Active to Cancelled or Terminated. This should be done after the batch containing the last payment has been committed and before the next batch is automatically generated. This will ensure that no future payments are collected for that Standing Order
- When checking is complete and the gifts in the batch confirmed correct against the bank statement ,commit the batch
If you process membership in Raiser's Edge then see the following.
By ticking the options to apply payment to the same membership on the Gift Fields tab of the Auto generate screen and on the Payments tab of the commit screen. This will ensure that the direct debit payment is applied to the linked membership.
Also these options will ensure that the membership renewal is automatically generated by the batch, when the membership is due for renewal.
However, it is important that the direct debit Recurring Gift or Pledge is firstly linked to membership and renewal schedule information setup.
Note – If using the Add Renewal Schedule plug-in then you should create separate gift queries for each membership dues amount for use with the Plug-In.
For example if you have membership with annual dues of £20 and a separate membership with annual dues of £30 then you would create 2 gifts queries to use in the Plug-In – one query for the recurring gifts or pledges linked to the membership dues of £20 and the other query for the £30 dues.
Finally, it is important to check the Business Rules setup for membership.
As direct debits are normally paid on a specific day of the month – eg 1st of the month, 15th of the month and so on, then there is a chance that they could fall due at the weekend or on a public holiday, which means payment would not be received until the next working day.
This can impact on membership when it falls due for renewal, if the gift dates are used to populate the membership renewal date.
For example, if someone pays monthly on the 30th of every month back in August 2009 that was a Sunday and the Monday was a bank holiday, therefore payment would not be collected until 1st September.
If the gift date is then used to update the membership renewal date, this would also be set to 1st September with expiry being 1st September 2010.
When the payment is then received on 30th August 2010 (a Monday) the membership would not be due for renewal on that date because it doesn’t expire till 1st September 2010.
To ensure that the membership dates are not populated by the direct debit payment dates, go to Configuration, Business Rules, click on Membership options, General options and the “For membership dates….” option is set at the top of the right hand pane.
Tick the 1st option - Default cycle start date to membership date added
DO NOT tick the 2nd Option
Tick the 3rd option - For renewals and rejoins, default the 'Renewed on' date to the previous expires date, and the 'Rejoined on' date to the drop date.