Applying a BluePay Recurring Plan to an Existing iMIS Pledge

Overview

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.

Applies To

This article only applies if you are on CSiDonate 2.9.1 or higher, and have an existing open pledge that was not created via CSiDonate initially.

Older versions of CSiDonate do not have the capability to pay down pledge installments.

Instructions

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

In iMIS Desktop, go to Customers and load the donor's record.

In the bottom row of tabs, click Fundraising, click Donor History, and only show Pledges. Then click the Refresh button.

Find the pledge you'd like to use with BluePay, and double click the record to select it. The pledge detail report opens.

From this detail window, note the following pieces of information which you will need later:

• Trans. Number

• Number of remaining payments

• Payment amount

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Step 2: Set up the BluePay Rebilling Plan

Sign in to the BluePay Secure Portal with the same account that is used for CSiDonate BluePay payments. For multiple accounts (fraternity/foundation/housing/etc), the account must match.

Navigate to Processing > Virtual Terminal.

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

Additionally, fill out the following non-standard fields:

• Transaction Type: AUTH

• Amount: $0 (The pledge amount will be entered below.)

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 

When finished, click Process.

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.

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

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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.

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On this screen, press the View Receipt button, and then on the Receipt screen, press the Return to Details button. This will take you to the transaction details screen.

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Click the Rebilling ID field to go to the Rebill Admin screen.

On the Rebill Admin screen, make note of the following fields:

• Rebilling ID

• Cycles Remaining

• Rebilling Amount

• Rebilling Period

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Step 4: Determine the CSiDonate Financial Account ID

A CSiDonate Financial Account profile is where CSiDonate stores its BluePay settings, as well as settings for batch and cash account settings.

Important!

If you have multiple Financial Account profiles in CSiDonate 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 CSiDonate Financial Account profile's BluePay information.

To find out which Financial Account ID to use, sign in to the CSiDonate Admin site, and click  Financial Accounts. Click the Edit icon next to the one you would like to use.

Verify that the Account ID and User ID fields in CSiDonate match the Account ID and User ID fields on the Transaction Details screen in BluePay (see screenshot above).

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.

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Step 5: Insert the Demo_Recurring_Gift Record

Staff Site

In iMIS Staff Site, navigate 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.

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

iMIS Desktop

In iMIS Desktop, navigate to Customers, look up the donor's record, and open the Demo_Recurring_Gift tab / window. 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.

Enter the following fields:

Finally, press OK, and then Save the contact record.

 Congratulations! Your recurring pledge is now set up in BluePay and iMIS!