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Auto Processing – Managing And Retaining Continuous Donors

Auto processing is great, right? It takes care of the data entry, charges the donor automatically, and you don't have to lift a finger! But, what if a donor's credit card is about to expire? What if a transaction fails? Good news - there are a few things that you can do to stay on top of auto processing transactions so that you can maintain those continuous donors!

1. Sign up for the Auto Process Report
This is a report that will be sent out via email to anyone that signs up. It will show a breakdown of all the transactions that were attempted that morning. If any of them failed it will show a reason why, such as “Expired Card” or “General decline of card.” You will find this report extremely useful when managing those auto processing donations.
2. Catching Expired Credit/Debit Cards before they fail using the Almost Expired Auto Process Credit/Debit Cards Report
This is a report that you can run as needed or have it scheduled to run off-hours and return results monthly directly to your email inbox.
  1. Click Reports
  2. Click eTapestry Standard Reports
  3. Click Almost Expired Auto Process Credit Cards Report
  4. Select your Category as Base
  5. Select your Query as All Constituents - A
  6. Select Delivery Option as Excel or PDF & Email or Drop Box
  7. Click Schedule for Off-Hours
  8. On the following screen, select the gray tab for the frequency and the day you wish the report to run (ex. Monthly – on the 1st of the month)
  9. After choosing the frequency, fill in the Valid From dates starting tomorrow and continuing up until one year (ex. 10/1/2015 to 10/1/2016)
  10. If you wish to get this report via email, enter the email address(es) of the recipients
  11. Click Update
3. Contact donors that are about to expire and update their credit card information
From the results of that Almost Expired Auto Process Credit/Debit Cards Report you can find out which donors you should contact to get updated information. Then, you can update their Schedules in eTapestry so that they continue to process successfully.

Recurring Gift Schedule
Pledge Schedule
4. Retry Failed Auto Process Transactions
If any of your auto processing transactions failed due to a bad credit card or invalid processor credentials you can retry them after that information has been corrected in eTapestry.

Let’s say one of your donors had a credit card that expired on a Recurring Gift Schedule. You called them and updated their Schedule with the new credit card number and expiration date but you haven’t charged them for that Recurring Gift that failed. You can run this report, retry the transaction, and it will go through since you updated the credit card information!
  1. Click Reports
  2. Click eTapestry Standard Reports
  3. Click Auto Process Failures
  4. Choose a query that has the time frame you need, such as Constituent Journal Entry Date: This Week - JE
  5. Click Submit at the bottom of the page
  6. Click Retry next to the transaction that failed – more information here:

Those are just a few of my favorites – what else does your organization do to stay on top of auto processing transactions?
Posted by Meridith Barryhill on Oct 29, 2015 7:01 PM America/New_York