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Automatically Generate Transactions/Payments and Create EFT Transmission Files

Michelle Knizley

We currently use the Auto Generate Transaction tool to process monthly CC/DD payments in DBV. We have certain days of the month that we process batches of CC/DD and being able to use the Auto Generate tool allows us the opportunity to catch errors prior to the donor actually being charged. Also, once the batch is committed, the payment is applied to the donors pledge.

Is this an option in Webview or will all CC/DD payments become recurring? If so, is there anyway to view them prior to being processed? Are recurring gifts applied to pledges?

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Accepted answers

Anthony Gallo

Generate transactions automatically is planned for Q1 of 2027 along with the process to apply batch gifts automatically to pledges and recurring gifts. We are also working thru the barcode requirements now. This work is going to ship all of the mass batch automation processes together.

All comments

JoAnn Strommen

Something else to mention that is currently not available. I have not even heard it mentioned as being planned for web view. At previous org, I used auto generate often.

Are your CC/DD payments now pledge payments, cash or recurring pay? And then you use 'create transactions' and payments created within BB payment/merchant services?

GREAT question. What I don't know is how/when CC/DD are actually processed. I would assume it is when batch is approved. @Anthony Gallo, can you answer that or correct any misinformation I've shared?

They should stay the same. While applying a web view payment to a pledge exists, we are still waiting for ability to apply a payment to a recurring gift. They are two distinct types of gift records so, no, recurring gifts would not be applied to pledges.

Recurring batches should be coming soon. That is probably your best option if auto generate doesn't carry over. With a recurring batch it can have all your CC/DD for that time period. It can include payments linked to a pledge, linked to a recurring gift or cash. It would just require review to see if all the correct records are present with correct amounts. You can remove a record or $0 pay for that batch and you can add records.

Trust that @Anthony Gallo will be able to clarify it more.

Danielle Lifshitz

I remember that with pledge payments and pledges in webview, if there was an issue with one of the payments you would have to cancel out/adjust/write off the pledge, and make a new one (which will be impossible since we can no longer store credit cards in constituent records). Is this still true, is this how it will remain? It will make reporting less reliable if pledges are consistently being adjusted and the pledge amount is no longer "true".

Michelle Knizley

Yes, the bulk of our CC/DD payments are pledge payments. We use the Automatically Generate Transactions/Payments tool. All of our pledge payments are set up for certain days of the month (1st, 10th and 15th). This tool affords us the opportunity to pull payments and check for duplicates or other errors. We then Create EFT Transmission Files. For CC, we then commit the batch and address any rejections with the donor. For DD, we wait a couple of days to see if the bank rejects any payments before committing. Once batches are committed, the pledge is reduced by the payment amount. Our payments go through Merchant Services.

Michelle Knizley

Danielle,

We do not cancel out/adjust/write off a pledge unless instructed by the donor. If there is an issue with a CC/DD payment, we notify the donor. If we do not hear back from the donor, we remove the EFT from the pledge. The donor will then receive a reminder (statement) showing their pledge amount, what has been paid and what is still outstanding.

Anthony Gallo

Rachel Cavalier

This is great news - I was just chatting to my colleague who attended the London user group yesterday about this.

I'm guessing that when a constituent has more than one recurring gift, we will be able to pick which one it attaches to?

A generous and committed supporter who is also my nemesis has 7 annual recurring gifts, some of which are on the same day and some for the same amount and my colleague's nemesis has a monthly recurring gift, plus an annual one for that same amount that falls on the same day as that month's instalment!

Suzie MacMillan

will that include the option in "create EFT transmission files" to create a CPA file that can be sent to the bank to process direct debit?

Danielle Lifshitz

Is this true in webview or are you referring to database view process? From what I understand, and it's possible that it has changed since this was happening, was that if a a credit card payment for a pledge payment did not go through in nxt, the only option was to adjust down or write off the remaining pledge, contact the donor for their card again ( as there is no option to store cards in bio 2 in webview) and then make a new pledge for the remaining balance.

Karen Mitchell

We have old style Standing Orders that go through the bank and we don't want to transfer over to Direct Debits. So we use auto generate transactions in a batch, without having to do anything with payment details (which are not on RE). I assume you'll just copy over what we have in database view to web view?