1. finance
2. personal finance
3. lending
4. credit cards

AAkonsult Payments
User Manual
3.19
Contents
Contents
About AAkonsult Payments ..................................................................................................... 7
Features: ................................................................................................................................. 7
Merchant Facility.................................................................................................................. 8
AAkonsult Direct Payment Solutions Account ....................................................................... 8
Installation ........................................................................................................................... 8
Payment Status ................................................................................................................. 10
Batch Payment Processor .............................................................................................. 14
Manual Receipts ............................................................................................................ 14
Automatic Reconciliation ................................................................................................ 15
Manual Reconciliation .................................................................................................... 15
Recurring Payments .......................................................................................................... 16
Recurring Payments Scheduler ...................................................................................... 17
New Recurring Payment (Internal).................................................................................. 17
Expired Cards ................................................................................................................ 18
Credit Card Token Payment ........................................................................................... 18
Payment Schedules ....................................................................................................... 18
Recurring Payments Processor – Confirmation Checks .................................................. 19
Recurring Payments Processor – Batch Processor check .............................................. 19
Payment Method Options................................................................................................... 19
Credit Card (hosted) ....................................................................................................... 20
Credit Card PxPay Non-Hosted ...................................................................................... 20
Credit Card PxFusion Non-Hosted ................................................................................. 20
PayPal ........................................................................................................................... 21
Checkout and Pay Later ................................................................................................. 21
Payment Method Comparison ........................................................................................ 22
Tax Calculations ................................................................................................................ 23
Freight ............................................................................................................................... 23
Multi-currency .................................................................................................................... 24
CAPTCHA ......................................................................................................................... 24
Pre-authorisation and Authorisation Complete.................................................................... 25
Chatter .............................................................................................................................. 26
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Subscriptions/Memberships............................................................................................... 26
Subscriptions – Magazine/Issue No. style....................................................................... 31
Refunds ............................................................................................................................. 33
Credit Card & Paypal Refunds........................................................................................ 33
Manual payment refunds ................................................................................................ 34
Direct Debit refunds........................................................................................................ 34
Manual Payments .............................................................................................................. 34
Non-profit Starter Pack ...................................................................................................... 34
Soft Credits .................................................................................................................... 35
Setting up Web Payment forms ............................................................................................. 37
Form Layout – Merchant Facility ........................................................................................ 37
Form Layout – Payment Forms .......................................................................................... 38
Form Layout – Legend ....................................................................................................... 39
Custom Themes (Custom UI)............................................................................................. 45
Publishing Payment Forms .................................................................................................... 46
Direct Debits ......................................................................................................................... 48
Direct Debits Overview ...................................................................................................... 48
Initial Facilities Setup.......................................................................................................... 49
Manual setup new Payee for Direct Debit ........................................................................... 49
Transactions Generated on due date ................................................................................. 50
Add to Batch ...................................................................................................................... 50
Extract for Bank upload ...................................................................................................... 51
Update Errors .................................................................................................................... 51
Payment Complete ............................................................................................................ 53
More information ................................................................................................................ 54
Australian Direct Debits .................................................................................................. 54
New Zealand Direct Debits ............................................................................................. 54
Payment Schedule ................................................................................................................ 55
Payment Schedules Overview............................................................................................ 55
Setup Payment Schedule................................................................................................... 55
Recurring Payment Processor ........................................................................................... 55
Batch Processor ................................................................................................................ 56
Invoice sent ....................................................................................................................... 56
Receiving Payments .......................................................................................................... 56
Online Credit Cards ........................................................................................................ 57
Payment Marked as received and payment process complete ....................................... 57
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Importing ........................................................................................................................ 57
Import Files ........................................................................................................................... 58
How to import CSV files ..................................................................................................... 58
Australia BPAY .................................................................................................................. 62
Give Now ........................................................................................................................... 63
Events Management ............................................................................................................. 63
Events Management Overview........................................................................................... 63
Events Setup ..................................................................................................................... 64
Events Fields ................................................................................................................. 64
Ticket Details ................................................................................................................. 65
Campaign Details ........................................................................................................... 67
Events Calendar ................................................................................................................ 68
Upcoming Events............................................................................................................... 70
Running Events ................................................................................................................. 72
Events – Manual Payments................................................................................................ 72
Enhanced form controls......................................................................................................... 72
URL Tokens....................................................................................................................... 72
Emailing URL Tokens ..................................................................................................... 73
Custom Fields/Defaults .................................................................................................. 73
URL Parameters ................................................................................................................ 73
Receipts ............................................................................................................................ 79
Receipt Layout ............................................................................................................... 79
Receipt Layout – Legend................................................................................................ 79
Receipt Colours.............................................................................................................. 80
Sending out receipt options ............................................................................................ 81
Receipt Body Mail merge fields ...................................................................................... 82
Receipt & Membership email template updates .............................................................. 82
Receipt & Membership email template options ............................................................... 83
Annual Statement .............................................................................................................. 83
Bulk Sending of Annual Statements ............................................................................... 83
Sending of a Single Statement ....................................................................................... 88
Data Model Overview ............................................................................................................ 88
Release Updates................................................................................................................... 93
3.19
August 2014 .......................................................................................................... 93
3.16
July 2014 ............................................................................................................... 93
3.15
June 2014 .............................................................................................................. 93
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3.14 May 2014 ................................................................................................................... 94
3.13
March 2014 ............................................................................................................ 95
3.12
February 2014 ....................................................................................................... 95
3.10
January 2014 ......................................................................................................... 96
3.9
December 2013 ..................................................................................................... 96
3.8
December 2013 ..................................................................................................... 96
3.7
November 2013 ..................................................................................................... 96
3.6
November 2013 ..................................................................................................... 96
3.5
November 2013 ..................................................................................................... 97
3.3
November 2013 ..................................................................................................... 97
3.1
/3.2 October 2013 .................................................................................................. 97
2.11
August 2013........................................................................................................... 98
2.10
July 2013 ............................................................................................................... 99
2.8 July 2013 ..................................................................................................................... 99
2.7 June 2013 ...................................................................................................................100
2.5
/2.6 June 2013 ......................................................................................................100
2.4 – June 2013 ................................................................................................................100
2.3 – May 2013 .................................................................................................................101
2.2
– April 2013 ..........................................................................................................101
2.1
– March 2013 ........................................................................................................101
1.15
– October 2012 .....................................................................................................101
1.13 – July 2012 ...............................................................................................................102
1.12 – June 2012 ..............................................................................................................102
1.11 – May 2012 ...............................................................................................................103
1.10
- April 2012 ...........................................................................................................103
1.9
– February 2012....................................................................................................104
1.8
– January 2012 .....................................................................................................104
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Proprietary Statement
Copyright (C) 2011 AAkonsult Pty Ltd
This document contains confidential and proprietary information and is the property of AAkonsult Pty Ltd. This document was prepared for
the requesting party for the sole purpose of evaluating the products and services proposed. It is submitted to you in confidence, on the
condition that you and your representatives have, by receiving it, agreed not to reproduce or copy it, in whole or in part, or to furnish such
information to others, or to make any other use of it except for the evaluation purposes stated above, and to return it to AAkonsult Pty Ltd
upon request. The previous statement shall not apply to the extent that such statement violates any federal or state laws requiring such
information to be made available to the public. In the event this document results in a contract, you may retain this document for use,
including making any necessary copies related to the products and services covered by such contract. The offerings and prices presented
in this document, excluding any leasing quotes or rates, shall remain valid for a period of 120 days from the document date unless
AAkonsult Pty Ltd authorizes an extension.
Limitation of Liability
To the fullest extent permitted by law, and not withstanding any other provision of this Agreement, the total liability, in the aggregate, of the
AAkonsult Pty Ltd and the AAkonsult Pty Ltd’s officers, directors, partners, employees and sub-contractors, and any of them, to the Client
and anyone claiming by or through the Client, for any and all claims, losses, costs or damages, including attorneys’ fees and costs and
expert-witness fees and costs of any nature whatsoever or claims expenses resulting from or in any way related to the Project or the
Agreement from any cause or causes shall not exceed the total compensation received by the AAkonsult Pty Ltd under this Agreement. It
is intended that this limitation apply to any and all liability or cause of action however alleged or arising, unless otherwise prohibited by law.
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About AAkonsult Payments
AAkonsult Payments provides a secure and simple way of capturing payments including
credit cards, cash, cheques and money orders.
Using cloud-based technology (Salesforce.com), AAkonsult Payments provides customised
reports, workflow rules, approval processes, validation rules and more.
AAkonsults Payments is designed for the Not-For-Profit organisation. It can capture
donations, memberships, supplies payments and for corporates capturing subscriptions and
simple internal/external payments.
Features:
Online Payment Forms





Secure.
Unlimited number of forms.
Tailor with your own text, logo and Terms & Conditions and select from one of 22
different colour themes.
Configurable options, including memberships, recurring payments, suggest
amounts etc.
Suggested suburbs and postcodes allow for quick entry and better quality of
address information.
Receipting


Generate PDF email receipts instantly.
Donor care can utilise workflow to identify and manage donors that make a larger
amount, or are first time donors.
Memberships



Organisation and/or Contact level memberships.
Flexible membership types and terms.
Auto reminders of renewal.
Matching


Automatic or Manual matching of payers details with existing contacts/person
accounts inside of salesforce.com.
Automatically create new contacts/accounts for first time payers
Recurring payments



Automatic opt-in from online payment form.
Workflows to remind of card expiry.
Update of cards details should they change or dates expire.
Refunds


Refunds original transactions with a push of a button by select groups of users.
Approval workflows to allow request/approve/process capabilities.
Manual payments

Easily capture other payment types within salesforce. These include
cheque/money order/cash etc.
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Getting Started
To use AAkonsult Payments you will need:


a Merchant Facility
An AAkonsult Payments Direct Payment Solutions account.
Note: If payments go to more than one bank account, then you will need a merchant
facility and AAkonsult Payments Direct Payments Solutions account for each bank
account.
To see some sample forms, or to provide a quick way of setting up AAkonsult Merchant
Facility and Payment Forms, then navigate to the “About AAkonsult Payments Tab” and click
on the “Create Samples” button.
Merchant Facility
To obtain a Merchant facility, you will need to:



Contact your bank and ask for an ecommerce merchant facility for Direct Payment
Solutions (DPS).
(Please ensure your merchant facility does not have ‘Secure 3D’ added. This is
currently not supported by AAkonsult Payments however check back with AAkonsult
at regular intervals for release updates.)
Your bank will require the following policies to be published on your website:
o Privacy Policy. Names/addresses are being stored inside salesforce.com.
ensure this is taken into consideration
o Refund Policy.
Your bank may also insist on PCI DSS compliance scans. There are a number of
organisations that will do compliance scans. Check the organisation is currently
approved for PCI compliance checking.
o Some scanning vendors are:
 McAfee PCI Security service:
http://www.mcafeesecure.com/us/products/pci.jsp
 Trust Guard: http://www.trust-guard.com/PCI-Compliances/65.htm
AAkonsult Direct Payment Solutions Account
To obtain an AAkonsult Direct Payment Solutions Account, you will need to:




Contact AAkonsult Payments at info@aakonsult.com, or phone +61 (3) 9397 0443.
An order form and setup payment will need to be received
AAkonsult will then send a DPS username/password. These details will need to be
entered in the Merchant Facility Tab.
If a test/demo facility is required, then contact AAkonsult Pty Ltd for arrangements.
Installation
Please refer to the installation manual to configure your AAkonsult Payment solution.
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Process Overview
This is the flow of transactions between your website, your client and AAkonsult Payments.
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Payment Status
Payment Transactions have a status field value to control the various steps in the payments
process. The table below describes the various status values and when how they are
controlled.
Status
Confirmation
Confirmation
- Checked
Awaiting
Payment
Authorisation
Start
Refund Start
Recurring
Start
Payment
Start
Payment
Schedule
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Notes
When the website visitor presses the “Continue” button, the Payment Txn
record is created with a status of “Confirmation”. System administrators
can setup validation rules to enforce business rules on this status – for
example minimum payments/donations.
Once a day, after the recurring payment processor has been run, all
Payment Txn’s that are at a status of Confirmation are checked again to
see if they have been processed through the payment gateway. If they
have, the Status will be updated to Payment Complete, otherwise they will
be assigned a status of Confirmation Checked.
When a payee selects a non-Credit Card or PayPal method for payment
through the online payment form, the status will be set at “Awaiting
Payment”.
When the payment is received via post or bank transfer then an internal
user will click the “Payment Received” on the Payment Txn to complete the
payment process.
This status is used in conjunction with “Authorisation Complete”
Authorisations transactions will reserve funds, but will not transfer the funds
to the organisations bank account. If the Payment Form – “Pre
Authorisation” field is checked then payments will be updated to this status
when the website visitor (or internal users) presses the “Pay Now” button.
Refund start is the status assigned when a refund payment is submitted.
Refunds are designed to be used in conjunction with Approval Workflows
that your organisation administrator can setup, or stand alone as by
installation default.
Once the “Approved” checkbox is selected (either through the User
Interface, or by Approval Workflows – field Updates), then the status is
changed to Payment Start and this starts the refund process.
The Recurring Payments Processor (Start button on the Merchant Facility)
looks for all Recurring Payments that are scheduled for that day and
creates a Payment Transaction record with a status of Recurring Start.
If the “Recurring Payment Type” on the Payment Form record is set as
“Regular” then the status is set to “Recurring Complete” which automatically
triggers that Payment Start Process.
If the “Recurring Payment Type” on the Payment Form record is set as
“Variable”, then the workflow “Payments - Recurring Process [ADD TIME
BASED WORKFLOW]” workflow process. This updates the status to
Payment Start to trigger the payment process. It can be useful to disable
this workflow rule if regular payments are variable to allow for manual
updates of the amounts and then to manually set the status to “Payment
Start”.
Payment Start is assigned by various workflow updates and also by the
“Pay Now” button on the online checkout form.
This status will start the payment transaction through the payment gateway
to actually transact between the customer and your organisations bank
accounts.
Payment Schedule Start status is assigned when a new Payment Txn is
created for Recurring Payments of record type “Payment Schedule”. These
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Start
Payment
Start
PxFusion
Direct Debit
Start
Direct Debit
Assigned
Batch
Direct Debit
Processing
Direct Debit
Error
Authorisation
Complete
Payment
Complete
Manual
Payment
Receipting
Start
Receipting
Complete
Matching
Start
payment transactions are created by the recurring payment processor on
the “Next Payment Date”.
Payment Start PxFusion is assigned when the Payment Gateway selected
is “Payment Express PxFusion” and where the user has committed to pay.
The Payment is Marked as “Payment Complete” when the charge has
successfully been made. If for some reason, the browser session is cut off
before the payment is completed, the background processor will check all
Payment Txn’s that are this status and ensure they are completed
successfully.
The recurring payments processor looks for all Active Direct Debit entries
that are ready for processing and extracts/creates a Payment Txn Record
ready for assigning to a Direct Debit Batch
Users use the “Assign to Batch” button on the Direct Debit Batch screen to
locate all transactions with a status of “Direct Debit Start” and then
associated them with that batch. Once the transaction is assigned to the
batch, its status is updated to “Direct Debit Assigned Batch”
From the Direct Debit Batch Tab, Users click on the “Export Direct Debit”
button to create a file for uploading to the direct debit processing solution.
This then updates the status to “Direct Debit Processing”
After the Direct Debits have been processed by the bank, individual
transactions may fail for various reasons, including insufficient funds etc.
Transactions are updated to a status of “Direct Debit Error” to flag this
transaction as having errors.
Setting the status to Authorisation Complete within 7 days of the
authorisation start will change the funds from reserved and will transaction
the amount from the customers bank account to your organisations
account.
This status is set from the “Authorisation Complete” button on the Payment
Transaction detail screen or on mass from the Payment Transaction List
View and “Authorisation Complete” button.
After the “Payment Start” or “Authorisation Complete” transactions have
been processed, the status is updated to “Payment Complete”.
To automate the receipting process, the workflow “send Receipt Automatic”
sends the receipt and changes the status to “Receipting Complete”.
When a Manual Payment Entry is saved, the Payment Transaction record
is created with a status of “Manual Payment”.
To automatically receipt the workflow “Send Receipt Manual” will send the
receipt.
If the workflow “send Receipt Automatic” is not enabled, then users can
change the status to Receipting Start, but navigating to the Payment
Transaction Tab, then selecting the listview filter “Ready for Receipting”,
selecting the items to receipt and pressing the “Generate Receipts” button.
When receipting is completed by the Visualforce Email “Payment Receipt”
then the status is updated to “Receipting Complete”.
If the PDF receipt Email is not being used, then “Send Interim Receipt” can
be used. This can be updated with a workflow field update to change the
status to “Receipting Complete”.
Please also review the section on “Batch Payment Processor”.
After a receipt is sent and the status changed to “Receipting Completed”, if
the Merchant Facility – “Batch Payments Processor Status” is started, then
the status is automatically changed from Receipting Completed to Matching
Start when the next schedule starts (approx.. every 10 minutes).
If the Background Processor is not running, then the workflow “set Matching
Start” will change the status from Receipting Complete to “Matching Start”.
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Once the transaction is marked as “Matching Start” and if the Merchant
Facility “Automatic Matching” has any value that is NOT “Do Not Match”
then the matching/reconciliation process is automatically run.
Matching
Complete
Error
If the Merchant Facility has “Automatic Matching” a value of “Do Not
Match”, then users can use the manual matching process (see Manual
Matching section)
The “Matching Start” process triggers all reconciliation and matching to
happen. All contacts, accounts and associated subscription/memberships
etc. are created or updated. At the completion of this process, the status is
marked as “Matching Complete”
Should an error occur at any stage, then the status is changed to error and
an entry is written into the Error Log. Please see the Error log for details.
The workflow “Error Log Notification” will notify Payment Transaction owner
of the error detail. This workflow could be updated by your organisations
administrator to update other key payments personal.
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Receipting Complete
Matching Start
Matching Complete
Error
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Manual Payment
X
X
Payment Complete
Authorisation Complete
Direct Debit Error
Direct Debit Processing
Direct Debit Assigned Batch
Direct Debit Start
Payment Start
Recurring Complete
Recurring Start
Refund Start
Authorisation Start
Awaiting Payment
X
X
Receipting Start
Credit Card
Credit Card with pre-authorisation
Credit Card tokenised charge
Credit Card create Token
Credit Card Refund
Credit Card Recurring Payment
Paypal
Paypal with pre-authorisation
Paypal Refund
Invoice Me, Pledge, Send by Post,
Bank Transfer
Manual Payment
Manual Payment with Subscriber
Groups
Manual Payment Refund
Direct Debit
Payment Schedule
Shopify
Confirmation
Payment Schedule Start
The table below shows how the various status’s are used by different payment processes
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Batch Payment Processor
When the checkout form is used on a public website, the Salesforce security settings for the
Salesforce Sites “Guest” user does not allow for Accounts or Contacts to be updated. For
organisations that would like to have contact phone, address etc. details automatically
updated from the online payment, then the Batch Processor must be used in conjunction
with the Merchant Facility – “Override Target Contact Values” setting.
If using this option in conjunction with the Nonprofit Starter Pack then please read the
section on the Nonprofit Starter Pack before enabling.
Web visitor completes payment form [PAY NOW]
AAkonsult Payments uses a secure web form to be published to your website. This form can
be configured for a variety of options.
The payment form includes features to make the transaction easier:
Auto-complete for suburb and postcode.
Default settings for your country based on your IP address
Default settings for address/contact details if the person making the purchase is a member
or subscriber to your website. The details are stored in salesforce.com.
Note: Full credit card numbers or CCV details are never stored in the force.com database.
DPS Web-service transacts payment
Direct Payment Solutions (DPS) is made with Payment Express
(www.paymentexpress.com.au) co-ordinating the payment transaction between the payee
and your bank account. Successful payments are recorded in salesforce.com in the
Payment Txn Tab.
Receipts sent
The workflow is set to send an email with the receipt automatically to the payee. Receipts
can also be sent manually.
Manual Receipts
1) Go to the Payment Txn Tab in salesforce.com.
2) Select ‘Ready for Receipting’ from the list view filter.
3) Select records and press the ‘Generate Receipts’ button.
Note: If you would like to acknowledge the transaction and send a receipt later
you can use the default payment advice template.
Record reconciliation
AAkonsult Payments can match records both automatically and manually by searching for
existing contacts already in the database.
Automatic Reconciliation
If the payee details are not linked to a membership or subscription, AAkonsult
Payments will search for matches within existing contacts within the
salesforce.com database.
 No Match: If a completely new contact is identified, the system will
automatically create a new Account/Contact record.
 High Match: If a high match is found then the system will automatically
link the payment with the contact.
 Low Match: If a low match score is found, for example the same
firstname/lastname is found and no other matching attribute then the
user will need to use the manual matching techniques.
Matching workings on the number of fields that match on a payment
record to the same field on the contact record. For each field that has a
match it is allocated a score. When the score is greater than 50 then it is
considered a good match. The weighting for different field values are:










Email + 80
Mobile + 80
Phone + 20
Membership Id + 90
Street + 30
Account + 25
Last Name = 25
Suburb + 15
First Name + 20
Fundraiser Id + 70
Manual Reconciliation
Manual reconciliation is used if you don’t want to have contacts automatically
generated, or where a low match score is found for contacts/payee matching.
1) Navigate to the Payment Txn Tab.
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2) Select “Ready for Contact Reconciliation” from the list view option.
3) Select one or more payment transactions to match.
4) Select the “Contact Reconciliation” button.
Note: This will put you into another screen where you can choose to
“merge/match with similar contacts, or create a new one.
In the merge screen, you will see the payment contact details and a picklist
that provides the option of merging the payee with existing contacts, or
creating a new contact.
The Payee/Contact link allows for a side by side comparison of the payee and
the matched contact.
When all lines have been selected and matched, press Process
Reconciliation to perform the merge/completion of the matching process.
Recurring Payments
If the payee had selected to make a recurring payment by selecting any payment frequency
other than “one-off”, then a recurring payment entry is created.
A special frequency of “One-off – Authorise” is used to capture a card and to create a an
Inactive recurring payment with its associated token. This is useful in the case where you
may need to have charge a card at a later date using the Recurring Payment – Tokenise
Charge facility. An example of this might be when you charge a nominal fee for a training
event with the understanding that they will be charged a full fee if they don’t attend. Please
ensure you check in your country to ensure this type of terms and conditions are allowed.
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Recurring Payment Options are only available with Credit Card payment types and for the
Payment Gateway of “Payment Express”, “Payment Express PxPay” or “Payment Express
PxFusion”. Recurring Payments is not supported with PayPal.
A recurring payment scheduler checks all active payments on a daily basis and if one is due,
then it will create a new Payment Txn record and charges the payees card.
The recurring processor can process transactions in one of two different methods. To select
the method used, navigate to the Payment Forms related list from the Merchant facility tab
and updated the “Recurring Payments Type” field. The selected values can be:


Regular. Use this if you have more than 200 payments that could happen in any one
given day. Also select this option when your regular payments will be the same
amount each month.
Variable. Select this option if you wish to update the amounts before they are
processed each month. If amounts need to be manually updated before going out,
then update the amounts and change the status to Payment Start to transact.
Note: if you have enabled the regular payment time based workflow of one hour
offset then this will process the payment automatically one hour after it has been
created.
Note: Credit card details have not been stored, tokenised billing is used to re-bill. This will
be helpful for your organisation in obtaining PCI DSS compliance.
Recurring Payments Scheduler
1) Navigate to the Merchant Facility tab.
2) Select Start/Stop to activate the scheduler.
Note: If a card expires, then the new details can be entered by clicking on the
Update Card button that exists on the Recurring Payments Tab.
Card expiry dates are stored in encrypted fields for added security. The
recurring payments processor will update a flag when the card is 30 days out
for expiring and this will trigger an internal workflow to ask staff to
contact/follow-up with their customer/donor.
New Recurring Payment (Internal)
These steps show how to setup a new recurring payment internally, as
opposed to the process being initiated from the first payment.
1)
2)
3)
4)
Locate the contact record in salesforce.com.
Locate the recurring payments related list.
Select the new Recurring Payment to add a new entry.
Enter the details for: Recurring Payment Status, Payment Amount,
Frequency, Day of Month.
5) Select save.
6) Select the Update Card button and enter the payee’s card details.
Note: After confirming the card details, the system applies a dpsBillingId.
This is what is used to make tokenised recurring payments and no credit
card number details are stored within salesforce.com.
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Expired Cards
Approximately 45 days before a card is expired, an internal email notifying
staff off the upcoming expiry.
There are two options for updating the expired card details:
1) If the card holder wishes to change their card, then you must use the
Update Card Details option on the recurring payment. This will ask for the
full card number, expiry date and CCV. After entering these details, the
card will be re-authorised and a new token generated/stored for the
recurring payment.
2) For card holders using the same card, simply ask them for their new
expiry date and then use the Update Expiry Date button from the
Recurring payment. Enter the new date and save.
Credit Card Token Payment
In some cases, organisations may have a need to make an extra charge to a
persons card. This can be done when prior permission is gained and your
terms and conditions specify that you are able to do this.
The Credit Card Token Payment maybe useful for Not-for-profit organisations
that need to take a payment when say a person sponsoring a child and they
want to give an extra gift for that childs birthday. Alternatively, it may be a
rental organisation and the rental equipment is damaged or goes missing and
the card holder needs to be charged.
The Credit Card Token Payment uses the previously authorised token that is
stored and then makes a new one-off payment. To do this, locate the
Recurring Payment for the contact, then press the “Credit Card Token”
Payment button and enter a description and amount.
Payment Schedules
Payment schedules provide the ability to set up a schedule of payments
notifications for customers.
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For example, a customer may need to pay 6 monthly instalments of $100
each and they don’t want to always pay for this by credit card. To cater for
this, a Payment Schedule would be setup using the Recurring Payments tab
and then creating a new entry with a record type of Payment Schedule. On
the payment record you would enter the amount, payment frequency and
other details, such as payment method options.
The background “Recurring Payment” processor would generate a new
Payment Txn record and a new URL token on the date the next payment is
due. You can setup a new custom workflow from the Payment Txn Object that
would email details of the next payment being due and include the “Pay Now”
link.
The customer would receive this email and click on the link to make the
payment and the normal payments and receipting process would occur.
Recurring Payments Processor – Confirmation Checks
After the recurring Payment Processor runs each day, an additional process is
automatically launched that checks all online payment transactions that are at
a status of Confirmation to see if they have been successfully processed. If
they have been, then the status is updated to Payment Complete, otherwise
the status is updated to “Confirmation – Checked”
Recurring Payments Processor – Batch Processor check
After the recurring Payment Processor runs each day, a check is completed
on the batch processor to make sure that if it has been started then it is
actually running. The batch processor on vary rare occasions, may stop
during salesforce updates.
This is step is in addition to the notification workflow step as described in the
installation manual.
Payment Method Options
Organisations may wish to offer more options for receiving payment than Credit Cards.
AAkonsult Payments current supports the following payment methods:
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Credit Card (both hosted and non-hosted – PxPay)
PayPal
Checkout and Pay Later options. These include: Invoice Me, Send By Post and
Bank Transfer. For these options, the payee commits to the payment/donation on
the webform checkout and then later posts in the amount. An internal staff member
receives the payment and marks the payment as received.
The sections below provide more details of the process flows. The colour coding used in the
processes are:
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AAkonsult Payments pages are those pages using salesforce.com sites functionality
External web is a non salesforce.com page, such as Pay Pal.
Payee Actions are manual steps that a payee needs to do. These could include
sending payments.
Internal Staff are actions required by internal users of AAkonsult Payments where
they need to perform a manual step within Salesforce.
Credit Card (hosted)
The most common flow process is using the Credit Card (hosted) option. This takes the
payee through 3 simple steps. These being entering of the details, confirming of the
payment and the payment complete screen.
This option works when the Payment Gateway is set as “Payment Express” and the
payment method is set as Credit Card.
Credit Card PxPay Non-Hosted
Some organisations may already have a Payment Express PxPay account and wish to
continue with this, or for organisations that their banks require a DPS hosted payment
option.
For this option, the payee enters their core payment details. When they press continue,
they are taken to the payment express page to capture the credit card details and
confirm the transactions. They are later returned to AAkonsult Payments and shown the
payments screen.
The 3D Secure process will only occur if your merchant facility with the bank and
payment express is setup for this option and the person making the payment is enrolled
or their bank supports 3D Secure.
Credit Card PxFusion Non-Hosted
The Payment Express PxFusion option would be selected by customers where their
bank requires them to have 3D Secure facilities or their bank requires this option over
the hosted (Payment Express) option.
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From a user perspective, this option is very similar to the Hosted – Payment Express
option where they user normally only sees the AAkonsult Payments Checkout forms.
The user would only leave these forms when 3D Secure is enabled and the payees bank
also supports 3D secure. In this case, they will be taken to the appropriate 3D secure
site, such as verified by visa.
PayPal
For payee’s that wish to use their PayPal accounts to pay salesforce.com, they will need
to enter their core details in the first/capture screen, then they need to login to their
PayPal Account and confirm the transactions, followed by Confirming the payment in
salesforce.com.
This option is available when the PayPal is selected as one of the Payment Method
options.
Please see the AAkonsult Payments Installation manual for PayPal setup information.
Checkout and Pay Later
In many cases, organisations will need to provide other options from Credit Card as
methods of payments. These could include:
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Invoice Me. For this option, the payee is expecting your organisation to send an
invoice. After you have sent and invoice and received a payment, then locate the
payment transaction and click the “Payment Received” button on the Payment
Transaction or select a number of payments from the Payment Txn List view page to
mark many at once. This will mark the payment as received and will then move the
transaction into the receipt and matching processes.
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Send By Post or Pledge. After entering the details and pressing confirm, the payee
will be shown details of where and how to post in the payment. These details are
maintained on the Merchant Facility Tab – Payment Instructions section. After a
Payment is received, follow the same “Payment Received” process as in the Invoice
Me process above.
Bank Transfer. After entering the details and pressing confirm, the payee will be
shown details of how to make a bank transfer. These details are maintained on the
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Merchant Facility Tab – Payment Instructions section. After a Payment is received,
follow the same “Payment Received” process as in the Invoice Me process above.
Payment Express
Payment Express PxPay
Payment Express PxFusion
PayPal
Checkout and Pay Later
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Electronically
Regular Payments
Pre-Authorisation
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Credit Card
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Tax Calculations
There are three options available for Tax calculation:
1) No Tax or blank. This means no tax calculations will occur and the tax field will not
appear on the payment checkout form or receipts.
2) Amounts Include Tax. The total sale amount includes tax and the tax percentage of
this is calculated.
3) Amounts Exclude Tax. The amount for the product/service does not include tax and
this is to be calculated and added. If surcharges are being used then the surcharge
will also be recalculated to include tax amount for the surcharge.
If the “Foreign Transaction Tax Excluded” option is selected and the payee’s country does
not match the default country specified on the Merchant facility then the Tax Amount
calculated will be zero.
Tax is not calculated on the donation portion when using the “Donations With feature”.
Surcharges
Some countries allow the merchant to recover the fee’s charged by the credit card
companies. If this is required, then the cards that will attract a surcharge need to be
selected in the surcharge card type section on the Payment Form. The amount of the
surcharge will also need to be entered.
Two sets of card/surcharge fees exists. This allows for the scenario of Visa/Mastercard
having a different fee structure to American Express/Mastercard.
If surcharges are setup, then the surcharge amount will be shown on the payment checkout
form and will be calculated after a card type is selected.
Freight
If freight is specified for a Payment Form, then the Freight Amount will be shown on the
Payment Checkout form.
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In addition, freight can be specified at the Payment Options (Membership/Subscription level).
This is useful when a monthly magazine subscription will have more deliveries than a
quarterly subscription and hence will attract more postage/freight.
When freight is specified at the Payment Options level, the Freight Amount shown on the
payment checkout form will be updated when a new Payment Option is selected.
Multi-currency
Currency parameters are setup at the Merchant Facility level. There are three options
available.
1. None or Hide. If selected, no currency information will show on the Payment
Checkout or receipt form.
2. Show. If selected, the default currency specified on the Merchant Facility or passed
in through the URL parameter “Currency” will be shown.
3. Input. If selected and when the payment is not for a Membership (Payment Option),
then the currency type can be selected. The available options will be based on the
Merchant Facility default currency. If different currencies are required to the default
provided, then these can be added by updating the Default Currency picklist values
on the Merchant Facility custom object. Please ensure the 3 character ISO currency
code is used.
Multi-currency does not require the salesforce.com multi-currency capabilities to be turned
on. The currency selected/used will be used provided to the payment gateway to transact in
that currency and will be stored against the payment transactions. Please note that not all
banks provide merchant facilities that are multi-currency capable.
If salesforce.com multi-currency is enabled then the currency used will be applied to the
salesforce.com ISO Currency field.
CAPTCHA
A CAPTCHA is a program that can
generate and grade tests that humans can
pass but current computer programs
cannot. AAkonsult Payments uses
Google’s reCAPTCHA ™ to generate
images and validate responses.
CAPTCHA usage is useful as a tool to
help prevent automated scripts using
payment forms to automatically submit
fraudulent transactions.
CAPTCHA colour themes can be selected
from one of the choices available on the Merchant Facility entry.
To enable CAPCHA’s on your payment form, select “Enable CAPTCHA” on the Payment
Form entry.
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Pre-authorisation and Authorisation Complete
For many industries, it is useful to get an authorisation and reserve funds on a credit card
without actually taking the payment until the product/service is delivered, or the exact
amount is known. For example, an organisation may wish to take a booking for an event,
but only charge the customer once the booking/event is confirmed.
To setup the use of authorisation, on the Payment Tab form (the related list from the
Merchant Facility Tab), select “Pre-Authorisation”.
Once pre-authorisation is enabled, all transactions will come in as an “Auth” type and will
have the funds reserved on their credit card. The vendor MUST make the completion
transaction, to actual charge the card and transfer funds within 7 days.
This can be done on one of two ways.
1. On the Payment Transaction record, click on the Authorisation Complete Button
2. To do in groups (of upto 10), navigate to the Payment Txn’s Tab, then select the
“Ready for Authorisation Complete” list view filter and GO!.
Select the checkbox next to the transactions you wish to process, followed by the
“Authorisation Complete” button
It’s important to check the status of the transaction to make sure that it was completed
successfully. This may take a number of seconds before it moves from a status of
“Authorisation Start” to “Payment Complete”.
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Chatter
Salesforce.com Chatter posts are automatically generated for the options that are selected
in against the Payment Form record.
Chatter updates can only currently be generated for transactions that are created/updated by
an internal user and not from the online payment checkout form. This is due to a restriction
in place by salesforce.com. If you wish to track these updates, then it is suggested to enable
chatter feed tracking on the Payment Transaction Object – field “Chatter Posts”.
Chatter posts required Chatter feed tracking on the Payment Txn object.
The automated chatter posts can be generated based on:
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Large payment. This is where the payment amount is greater than the Large
Donation Amount field on the Payment Form record.
New Account with Payment. This post is created when a new Account is generated.
New Contact with Payment. This post is created when a new Contact is generated.
First time Subscriber. This post is generated the first time an Account level or
Contact level subscription is created.
Renewing Subscriber. When a Account or Contact Subscription is renewed.
New recurring payment. Each time a new Recurring Payment is setup.
Subscriptions/Memberships
Subscriptions/Memberships allow for a subscription/membership program to be
automatically created for an individual (Contact) or Company (Account) level.
Each membership program can have its own price, subscription length, payment frequency
and freight amounts associated with it. These Payment Options are setup against a
Payment Form. Payment Forms are setup and related to the Merchant Facility.
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If the payment type transacted is for a membership/subscription then details of the
membership type and last paid etc. are created against the Account or Contact record.
Account level subscriptions, subscription history and current status are all stored/related to
the Accounts object. For Account level subscriptions, if anyone at that account renews the
subscription then the subscription will carry on from the Account next subscription period.
Contact level subscriptions, subscription history and current status are all stored/related to
the Contacts object. For contacts, the subscription / renewal is only relevant to the individual
contact.
Time based workflows are used to send reminders that a membership is due to expire, or
has expired. For more information refer to the AAkonsult Payments Installation Guide.
When a Payment Frequency is selected on the payment form, or specified at the Payment
Options level, a recurring set of payments will be created and linked to the subscription. If
the subscription length is specified then the recurring payment will have a subscription end
date calculated as todays date, plus the number of months specified. The end date will
always be the last day in that month.
If automatic renewal is specified in conjunction with a payment frequency, then the automatic
renewal option will be copied to the recurring payment option automatic renewal. When the
Automatic renewal option is specified on a recurring payment and the end date has passed,
then the subscription will automatically be renewed by the number of months specified in the
payment options subscription length.
If a subscription payment is linked to a recurring payment and one of payment fails more
than the specified threshold number of items, then the recurring payment is suspended and
the subscription is ended.
Discounts can be applied at the Account Subscription, or Subscription levels. These are
entered as a percentage and will be applied as a discount to the current Payment Option
(Subscription Type) selected.
The Payment Option (Membership/Subscription Option) “Status” is used to indicate if the
current membership/subscription option is available online and internal (run as a normal
Salesforce CRM licensed user, vs. website visitor). If Active, then it is available both online
and internally. If Active - Active - Internal Only then it only available to internal users.
If a member or subscriber renews, the subscription’s Payment Form name is used to see if it
already exists and if it does, the renewal will be associated with that. If the Payment Form is
different and does not already exist for example, you have a different Payment Form for
each magazine then a new membership/subscription entry is created.
Membership/Subscription Approval
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Some organisations have a requirement for all new members to go through an approval
process. Often, this may involve submitting a list of new members to the Board/Board of
Management for approval.
To facilitate this process, AAkonsult Payments includes a Membership Status picklist on
both the Account Subscriptions and Subscriptions Object. For new memberships, this will
be set to New by default.
If your organisation uses approvals, then you can setup a “Welcome” or “Accepted” member
email PDF by updating the text in the Payment Form – Confirmation Text section.
Workflow rules can be activated to automatically send the Confirmation PDF / email. These
are setup under setup > create > workflows and approvals > workflows, then active
“Membership Confirmation” and/or “Account Membership Confirmation”.
To approve a membership, simply click on the Subscription objects – “Membership
Approval” button.
To mass approve memberships, you can click on the Account Subscription or Subscription
Tab, then select the listview filter “ All Waiting Approval” and the [GO] button. You can then
select the members you wish to approve and press the “Membership Approval(s)” button.
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Subscription Groups (Family Membership)
Subscription groups allows for multiple contacts to be
grouped under the one membership. This is similar to
Householding functionality where all family members are
linked under a common reference.
Subscriber Groups requires the background processor to
be used and override contact values to be setup on the
Merchant Faciltiy.
When Subscription Groups are enabled, the Checkout will
prompt users for each subscription group (family) entry.
When renewing a membership/subscription, the
Subscriber Group members will be pre-populated and can be amended.
Various (configurable) member types are supported such as “Adult”, “Child” etc. Maximum
numbers of a particular member type and number of voting rights are supported at each
member type level.
To enable Subscriber Group, Navigate to the Merchant Facility Tab, scroll down and locate
(or create a new) related Payment Form. From there scroll down to the Payment Options
related list and locate (or create a new) Payment Option.
The subscription Group Type must be “Group” in order to prompt for all members.
Voting rights are assigned on a first entered based by Member Type. Voting can be
automatically assigned to non Subscriber Group contacts by simply setting the “Member
Type 1 Votes” to “1”.
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Subscription Groups – Manual Payments
There are two options for processing manual payments for subscriptions.
Option 1) – Using the Checkout page in manual payments mode.
To enable this, navigate to the Merchant Facility Tab, click into the Merchant Facility and
change the Payment Method to include “Manual”.
Now use the “Checkout button” from within Salesforce
(Internal, vs. public website) to enter the details.
When entering the payment, a checkbox will enable
“Manual” Payment to the selected for processing.
Option 2) – Using Manual Payments Tab
For manual payments and Subscription groups, the process is:
1.
2.
Enter the manual payment
After saving the manual payment details, you will be shown the Payment
Transaction Record. Scroll down to the Payment Items Related list. From here,
add all of the Subscriber Group (eg. family) members ensuring “Subscriber”
record type is selected.
3.
Once complete, press the “Process Manual Payment” button.
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Subscriptions – Magazine/Issue No. style
For organisations the run their subscriptions by an issue numbers, such as magazine
publishing organisations, then the Subscription Issue method would be used.
When subscription issues are entered, the Subscription and Account Subscription records
will be updated with the from/to issue numbers as well as a from/to period. This allows
organisations to manage subscribers by issues numbers and to know who is due for renewal
the next issue and much more.
For this type of subscription, think of the follow object in salesforce in the contact of:
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Payment Forms would be thought of as “Publication”
Subscription Issues is the individual issue for the publication
Payment Options are the various subscription types available for purchase. Eg. 1
year subscription, 2 years subscriptions.
To setup Subscriptions of this type, the steps are:
1) Create Subscriptions Issues related to the Payment Form. I.e. Locate the Payment
Form, scroll down to the Subscription Issues related list and add current and all
future known issues.
2) On the Payment Form record, ensure the Current Subscription is set to the Current
Issue.
3) Setup each Payment Option (Subscription Offering). Payment Options can be found
by locating the Payment Form record, then scrolling down to the Payment Options
related list.
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When updating the Payment Options, ensure the Subscription Details are entered, in
particular, No. of Issues per Subscription Period and Start Subscription from fields
Managing of subscriptions life cycle is achieve through the following steps:
1) When a new publication is ready for release, update the “Current Issue” on the
Payment Form record to be the current issue. If the issue has not previously been
setup, you may need to set this update in the Payment Form – Subscription Issue
related list.
2) To prepare a list of subscribers that are ready to have their magazine sent out, press
the “Mailout Generation” from the Payment Form record, or “Mailout Generation”
from the Subscription issue. This will submit the request to a background processor
and when complete, you will be notified via email.
This process creates an entry in the Subscription Issue Items object for every
subscriber that is valid and should receive a copy. It tags each of these with a batch
run. This means that if you run this session a second time as often happens after a
magazine has been sent out, then you are able to report on the net new subscribers
that should receive their copy.
3) Generate the reports for the mail house. On the Subscription Issue, there are 4
reports that are designed to produce a file for sending to the mail house. These are:
a. Mailout Single. This produces a list of subscribers in the most recent
generation that have a single copy and are not on their final issue.
b. Mailout Final. This produces a list of subscribers in the most recent
generation that have a single copy and are on their final issue.
c. Mailout Multiple. This produces as list of subscribers in the most recent
generation that have multiple copies.
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d. Mailout all. This produces a list of subscribers for this edition and for ALL
mailout generations.
Subscriptions – Charge on Shipment
For organisations that have a membership base where products are delivered as part of their
subscription and they are only charged before the goods are sent out then the “On
Shipment” Recurring Payments is used. Examples of organisations of this type are wine
clubs where subscribers are only invoiced when the next shipment of the wine pack is ready.
To use this option, you must be using the Subscription Issues functionality and must have
selected “On Shipment” in the “Recurring Payments Type” field on the Payment Form
record.
To charge cards before shipment, select the “Payment Generation” button from the current
subscription issue. This will look at all recurring payments related to the Subscriptions
Issues Payment Form and will charge their card or create a Direct Debit entry. Should the
payment Fail, then the subscriber will not be included in any “Mailout generation’s” and will
be rescheduled for the next Payment Generation run at a future date.
All Payment Txn’s generated are associated with the current Subscription Issue.
To generate a list of persons that have been successfully charged, press the Mailout
Generation button.
Refunds
Credit Card & Paypal Refunds
Refunds can be given for credit card transactions of record type payment or events that were
paid by credit card. A button has been added to the Payment Txn Tab record to allow for
credit card refunds.
Credit card numbers do not need to be asked for as DPS billing as the tokenised details are
stored against the original transaction.
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The maximum amount that can be refunded is the amount of the original transaction. This is
the sum of all refunds for that the original transaction.
To carry out the refund the “approved” checkbox must be selected and the refund will
happen after save. This checkbox can be set as read only for certain user groups by
administrators and then workflow approval processes are envisaged for
request/approve/process (workflow field update sets the approved checkbox).
Manual payment refunds
Refunds can be given transactions types of Manual where the status is “Receipting
Complete” or “Matching Complete”.
It is the responsibility of the user to ensure the sum of all refunds do not exceed the original
transaction amount. A check exists to ensure any single transaction does not exceed to
original payment amount.
To carry out the refund the “approved” checkbox must be selected and the refund will
happen after save. This checkbox can be set as read only for certain user groups by
administrators and then workflow approval processes are envisaged for
request/approve/process (workflow field update sets the approved checkbox).
Direct Debit refunds
Direct Debit refunds are very similar to Manual Payment refunds. It is important to note that
the refund transactions are for internal purposes only and WILL NOT be included as a
reversal in future Direct Debit processing. You must get the refund to the payee by other
means.
Refunds can be given transactions types of Direct Debit where the status is “Receipting
Complete” or “Matching Complete”.
It is the responsibility of the user to ensure the sum of all refunds do not exceed the original
transaction amount. A check exists to ensure any single transaction does not exceed to
original payment amount.
To carry out the refund the “approved” checkbox must be selected and the refund will
happen after save. This checkbox can be set as read only for certain user groups by
administrators and then workflow approval processes are envisaged for
request/approve/process (workflow field update sets the approved checkbox).
Manual Payments
Manual payments can be made for all non-credit card type payments. This allows for
cheques, money orders, bank transfers etc. to be recorded in salesforce.com. Selecting the
manual payments tab allows for quick entry of these details. Upon saving the records, the
payments processing will also be performed for receipting, matching etc.
When using Manual Payments in conjunction with Subscriber Group (family members),
please ensure you read details in the “Subscription Groups (Family Membership)” section.
Non-profit Starter Pack
AAkonsult Payments has been tested and works with the Nonprofit Starter Pack with the
following notes.
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Salesforce Foundation is constantly updating the Nonprofit starter pack and we cannot
guarantee that this updates will never have an adverse affect on AAkonsult Payments.
Please ensure testing new options and updates in Sandbox before deploying to production.
When using AAkonsult Payments with the Nonprofit Starter Pack and One-to-one Contacts
(Contact Settings Tab - Account Processor), it is recommended the following settings be
used:
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Merchant Facility Setting. Set Account Matching Method to “Contacts and
Organisations For Nonprofits”.
Household settings. For households, the “DISABLE_Household_Opportunity_trigger”
must be disabled. This can be maintained by going to setup > app setup > develop >
custom settings. Click Manage next to “Household Settings” and edit/update.
Opportunity rollup calculations need to be scheduled. You can do this simply by
going in the called “Opportunity Rollups” and clicking the “Continue” button.
Alternatively, you can schedule the rollup processor to run automatically by (setup >
App Setup > Develop > Apex Classes. Schedule Button – select Apex Class
“SCHED_OppRollup”.
The reasons for this option is that the Batch Payment Processor (started on the
Merchant Facility Tab) is not compatible with this part of the Nonprofit Starter pack.
Another option is to not use the Batch Payment Processor and to keep the real time
opportunity rollups.
Soft Credits
Soft credits are when a person organising the donations gets recognition for getting other
peoples donations. For example, sponsorship for completing a fun run. The AAkonsult Soft
Credits are designed to work in conjunction with the Non-profit Stater pack.
When a person is marked to be credited with a soft credit, the processing of a Payment Txn
will Create an opportunity for the donation and will also add the person to be soft credited
with as a related contact to that opportunity. The Non profit starter pack opportunity roll-ups
then updates the Soft Credit person amounts on their contact record.
Soft Credits entry is available through the Manual Payments Screen. To enable this option,
select “Yes” for Enable Soft Credits on the Payment Form record (Under the “Donations”
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section). This option should be used in conjunction with the Create Opportunities set to Yes
on the Merchant Facility.
Once enabled, the person to Soft Credit Section will appear on the manual payment forms.
If you need to add/update the contact roles, then edit the picklist “Contact Role” on the
Payment Item Custom Object. You should also keep these contact roles aligned with the
Opportunity Contact Roles (as maintained under setup > App Setup> Customize >
Opportunities > Contact Roles.
If you need to change which fields are prompted for then edit the FieldSet
“manualSoftCredits” on the Payment Item Custom Object.
When using Soft Credits with the Non Start Profit Pack, ensure household settings have
been enabled for the soft credit Contact roles.
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Setting up Web Payment forms
AAkonsult Payments allows for an unlimited number of web forms to be set up. This might
be for memberships, donations, specific appeals, orders or whatever your needs are.
Form Layout – Merchant Facility
The format and layout can be designed according to what options are selected in the
Merchant Facility tab.
The left hand side of the screenshot shows how your web payment form will look. The right
hand side shows the Merchant Facility tab in Salesforce matching the configuration settings.
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Form Layout – Payment Forms
The screenshots below show how the online payment form attributes are matched to
configuration settings on the Payment Forms Tab.
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Form Layout – Legend
Key
A
Setup Area
Browser Title
B
Setup > Administration Setup
> Company Profile > Company
Information
Test Mode
C
Merchant Facility – Payment
Gateway UserID
Header Section Overview
D
Merchant Facility – Payments
Overview
Header Section – Campaign
Campaigns – Payment Form
Text
E
Membership Search
Payment Form – Enable
Membership Search
F
Suburb Autocomplete
Autocomplete – geonames.org
Notes
Browser Title – Shows company name from
company information.
Test Mode – This warning shows if the merchant
facility being used is a test or developer only
account.
Use the payments overview section to include
general text/graphics that you wish to have about
your organisation on all forms that relate to this
merchant facility
Use the “Payment Form Text” on the Campaigns
Tab to define specific text and graphics that may
related to the campaign. This will show if the camid
URL parameter is used, or a default campaign on
Payment Forms is assigned.
When “Enable Membership Search” is enabled, the
membership field will appear on the payment form.
If the user specifies their correct Last Name and
Membership No. combination then the rest of the
known details on file will be automatically
completed.
When the user starts typing a few characters for a
suburb, a list of cities containing those suburb
names is shown. This allows the user to enter data
quickly and provides your organisation with more
accurate details.
If a valid suburb is entered, then the same
autocomplete facility is provided for postcodes. The
postcodes shown are those located geographically
closest to the suburb.
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Key
G
H
Setup Area
Shipping Address
Payment Forms Orders/Supplies/Payments
section
Custom Sections
Payment Form – Appeals
Section
Also – Custom Objects >
Payment_Txn > FieldSets checkoutCustomFields
I
Appeals
Payment Form – Appeals
Section
J
Membership Types
Payment Form – Payment
Options related list
Notes
Enables the payee to specify a shipping address if
this is different from the mailing address
Custom section allows for administrator to capture
custom fields on the payment form. Use this for
agreeing to Terms and Conditions, quick surveys
etc.
To add fields, add new custom fields to the
Payment_Txn custom object, then add those fields
to the checkoutCustomFields FieldSet.
Keep in mind that the sites profile for object
payment_txn must have update to these fields.
Three lots of custom sections are possible. The
Field sets checkoutCustomFields,
checkoutCustomFields2 and
checkoutCustomFields3 are used for the 3 different
sections.
When the “Enable Appeals” checkbox is selected on
the Payments Type form, the web form will show a
list of all Campaigns, that are active, have “publish
on web” enabled and are within the current date
range.
Some organisations may choose to use have one
form for each Appeal. Please see point “D” above.
When “Enable Payment Options” is enabled on the
Payment Forms form, the web form will display a
picklist of values for “Membership”. These values
are returned from the Payment Forms – Payment
Options related list.
When a payee changes the Membership Type, the
pricing amounts will also change.
NB: Whilst membership is given as an example
above, this option could be used for any
product/service that have a value.
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Key
K
Setup Area
Suggested Donations
Payment Form – Donations
Notes
Suggested Amounts can be enabled. If the type of
payment is Not Donation, then the choice of “Not at
this stage” will appear.
Suggested Donations amounts can be used in
conjunction with “Donation With”. For example,
someone might be paying for supplies or training
and you would also like to prompt them to make a
donation at the same time.
If “Enabled Suggested Donations” is not selected,
then the payee will be prompted with an amount
field.
L
Recurring Payments
Payment Form – Donations
The second suggested donation will be used as a
default value.
When “Enable Recurring” Payments is selected, the
options selected for “Payment Frequency Options”
is displayed. If a user selects a non “One-off”
frequency type, then a recurring payment record will
be created for that contact.
To show/allow selection of the day of the week then
the “Enable Day of Month Selection”.
M
Donation By
Payment Form – Payment
Detail
N
Freight
O
Payment Form –
Orders/Supplies/Payments
Surcharge
P
Payment Form – Payment
Details
Tax Amounts
Merchant Facility – Tax
Calculation Section
User Manual
The picklist value on the payment_txn object for day
of month can be used for defaulting a preferred day.
Donations By can have the field label changed
using the Donation By Label in the Payment Forms
setup.
If the payment is not by an “Individual”, then this will
display another screen and ask the name, for
example “Company Name”.
If the freight amount for the Payment Form is not
blank then the freight amount will be shown on the
screen and included as part of the total (card
charged amount).
Surcharges are calculated once a credit card type is
selected.
The surcharge field will only appear if one or more
types has a surcharge.
If the Tax option “Amounts Include Tax” or “Amount
Excludes Tax” is selected then the tax amount will
be calculated and shown on the screen.
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Key
Q
Setup Area
Multi-currency
Merchant Facility - Account,
Contact, Opportunity Matching
section
R
Payment Method
Merchant facility – Main
section on detail part of tab
S
Credit Card Types
Payment Form - Credit Card
Type
T
User Interface Theme
Merchant Facility – User
interface
Notes
When multi-currency handling is “Input” then the
web site visitor will be able to select the currency
they are making their payments in.
When multi-currency handling is “show” then the
web site visitor will be shown the currency that the
transaction will be in. This will be the Default
Currency entered for the Merchant Facility or the
URL parameter Currency.
Payment Method allows the payee to select how
they will pay for this transactions. Options are:
- Credit Card
- PayPal
- Invoice Me. If selected, your organisation will
post/email and invoice to the Payee.
- Bank Transfer. If selected, after pressing
the confirm button, the payee will be shown
the bank transfer instructions as entered on
the Merchant Facility “Bank Transfer
Instructions”
- Pledge or Send By Post. If selected, after
pressing the confirm button, the payee will
be shown the postal instructions as entered
in the “Postal Instructions” section on the
Merchant Facility.
List of Card Types shown match those selected on
the Payment Forms – credit card form. Please note
that your Merchant Facility provided by your bank or
Amex/Dinners must be set up before you can
capture these types of cards.
The user interface section allows you to select the
form styling attributes, such as width, background
colour or form colours from a list of 22 different
themes.
To see examples of the different themes, visit:
http://jqueryui.com/themeroller/ - then Gallery Tab.
Note, Custom themes are only available in as an
extra license option. The license option needs to be
entered on the Merchant Facility tab, along with a
valid expiry and license key.
U
Captcha
Payment Form – Payment
Form Details Section
User Manual
Please see the section on “Custom Themes” in this
manual for more information.
Use CAPTCHA to ensure a human is processing
this transaction and not an automatic process.
Enabling CAPTCHA’s will ask the payee to
complete the word text section. This process uses
googles “ReCaptcha” product.
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Key
V
Setup Area
Pay Now Button Text
Payment Forms – Payment
Type detail.
Notes
When the Payment Form, Payment Type field is
“Donation” then this field defaults to “Donate Now”,
otherwise it defaults to “Pay Now”.
If some text is entered on the Payment Type “Pay
Now Label” field then this value will be used.
W
Footer Notes
Merchant Facility – Payment
Notes
User Manual
Note, this text only appears on the second page of
the checkout (confirmation page).
Use Payment Notes to show details/further
instructions on all forms that relate to this merchant
facility. This might include details of office phone
numbers etc.
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Customising Sections and Fields
To provide the best possible flexibility, AAkonsult
Payments makes extensive use of the Salesforce CRM
fieldset capabilities. This enables administrators to easily
add custom fields or move/hide existing fields used on
the forms. The hiding of fields should only be used if
there is not a standard Payment Form configuration
setting as described in the previous section of this
manual.
To maintain fieldsets, navigate to setup > Create >
Objects > Payment Txn. Scroll down the screen to the
“FieldSets” related area. The diagram of the form to the
right shows the various fieldsets names used as they
related to various sections on the form.
A special fieldset called “checkoutOrderSections”
enables entire sections on the form to be updated. This
could be useful if you wish to have the transaction
amount at the top of the screen.
The checkoutCustom(nn)Field sections enable for you to
create your own custom sections and add your own
fields. To show/hide or change these sections details
then please update the related checkbox and text fields
on the Payment Form screen.
Please keep in mind that should you wish to add your
own custom field to the form, you first need to add it to
the Payment Txn object, then add it to the related fieldset
and also ensure that public facing sites profile also has
visibility/edit access (setup > develop > sites. Click into
your site, then press the Public Access Settings button
and update the field level security on the Payment Txn
object).
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Custom Themes (Custom UI)
In addition to the standard themes that are available, you can define our own custom theme.
This is available as an additional license option. Please contact info@aakonsult.com for
more info.
Once you have your additional license details, you need to enter them on all Merchant
Facility records that you wish to apply a custom theme. You must enter the License Options
(to include “Custom Themes”), along with License Expiry Date and License Key in the
additional License Options section.
To create your own themes, navigate to: http://jqueryui.com/themeroller/ and configure your
new theme.
Click download to download your theme, only select the UI core options and save to your
hard drive.
Open up the downloaded zip file and locate a file ending with .css. This should be under a
folder name similar to ..\jquery-ui-1.9.2.custom.zip\jquery-ui-1.9.2.custom\css\custom-theme
and would have a name similar to jquery-ui-1.9.2.custom.min.css (if there are two files,
choose the one with “.min” in the name. Copy this file to a saved folder and then rename it
to “jquery-ui.custom.css”. The file name must be exact.
In addition, also copy the images folder and all of its contents. Now zip both the “jqueryui.custom.css” and “images” folder into a single file.
In salesforce.com, navigate to setup {click on your name top right} > Develop > Static
Resources. Click “New” to add a new resource and give it a name (eg. customUI) and
browse/upload the zip file created above. Mark the Cache as Public and save.
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Navigate back to the Merchant Facility Tab and now select “Custom theme” as the theme
type and your forms will have the new theme. You will also need to enter the Static
Resource name created above (eg. customUI) into the
Please note, AAkonsult Payments is currently compatible with jquery themes 1.9.2.
This may change as new releases of AAkonsult Payments comes out or JQuery
updates their themeroller. AAkonsult does not warrant forward/backward
compatibility, so please check new themes out thoroughly before deploying.
Publishing Payment Forms
Before making payment forms visible externally, the installation of AAkonsult Payments and
post implementation configurations need to be completed as detailed in the AAkonsult
Payments Installation guide.
After installation and post installation configuration, at least one Merchant Facility and one
Payment Form for the Merchant account should be setup.
The form is now ready to be released online.
1) Go to the salesforce.com sites page.
Note: This was set up in the Installation Guide.
2) Navigate to {your name (top right corner)} > setup > app setup > develop > sites.
3) Select your site label.
Note: In the site detail, there are two URLs shown. For AAkonsult Payment, the secure one
is required.
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4) Copy this URL and paste it into your web browser.
5) Add “/checkout” at the end of the URL.
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Direct Debits
Direct Debits Overview
The Direct Debit option allows your customers/members/donors to pay regular payments or
membership/subscriptions directly from their bank account as an alternative option to paying
by credit card.
Currently, AAkonsult Payments supports direct debits in the following countries:
-
Australia
Before you can use a direct debit with AAkonsult Payments, you will need to contact your
bank and arrange to have a Direct Debit facility setup. You will need to ask for the option
where you can upload a direct debit file for processing. This option is normally add to your
internet banking.
Once you have setup the Merchant Facility with the required Direct Debit fields and licensing
options, the direct debit process overview is as follows:
1. When a new persons want to pay by direct debit, setup their details in the Recurring
Payments Tab with a new entry of type “Direct Debit”.
2. The recurring Payments processor runs everyday. It looks for payments that are due
that day and creates a Payment Txn entry for the payment with a status of “Direct
Debit Start”.
3. When you are ready to process Direct Debit transactions, you create a new “Direct
Debit Batch” and add all Payments Txn generated in step 2 above.
4. The “Direct Debit Extract” process is run to create a text file containing all
transactions in the correct format for uploading. This file is then uploaded into your
Internet Banking Direct Debit upload facility and the transactions are processed
through that.
5. Should any transactions fail during bank processing (eg. Insufficient funds), then you
need to locate the transaction(s) in Salesforce and Mark these as being in error.
Should the errors happen more than the allowed retry count, then the transaction
Recurring Payment will be marked as being in a suspended status and any related
subscriptions/memberships will be cancelled.
6. Once all updates have been completed, the
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Initial Facilities Setup
The Direct Debits option is available as an additional license option. Please contact
info@aakonsult.com for more info.
Once you have your additional license details, you need to enter them on all Merchant
Facility records that you wish to use Direct Debits with. You must enter the License Options
(to include “Direct Debits”), along with License Expiry Date and License Key in the additional
License Options section.
You need to contact your bank to create a Direct Debit facility. Your bank will provide you
with a number of items that must be setup in Salesforce under the Merchant Facility Tab –
Direct Debits section. All fields in the Direct Debit/ACH section must be completed, with the
exception of the Statement Text. Please confirm with your bank if a Self-balancing
transaction is required or not.
Manual setup new Payee for Direct Debit
When a new person wishes to pay regular payments by Direct Debit, you will need to setup
their details in Salesforce.
To do this, locate their contact record in Salesforce, scroll down to the “Recurring Payments”
related list and then click the New button to create a new payment. Select the Record Type
of Direct Debit.
Alternatively, you can go to the “Recurring Payments” tab, then click new to create a new
entry.
The date shown in the next payment date is the day the payment will be generated and
available for adding to a batch for processing.
Online Sign up for Direct Debit
As an option to manually setting up a new payee, customers can sign-up online. To enable
this, add Direct Debit to the Payment Methods on the Merchant Facility Tab. Also ensure
you have Terms and Conditions entered on the Merchant Facility Tab as these will be shown
to the payee for agreement before signing on.
Once a payee has signed up, the workflow “Send Client Direct Debit Signup forms” will send
an email to the payee with details they need to do to complete their verification. Your
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organisation will need to update the email template used and adjust the wording and
attachments as required.
All Direct Debits that are signed up online are recorded in Recurring Payments and
Subscriptions/Account Subscriptions with a status of “Awaiting Account Verification”. Once
you have verified the payee, change the status to “Active” and it will then be included in
future Direct Debit runs.
Transactions Generated on due date
A nightly process looks for all recurring payments that due for processing. To do this, it
checks to see if the “Next Payment” date is on or before today, has a status of Active and
has is not already being considered for processing.
The processor creates a new “Payment Txn” record with a status of “Direct Debit Started”.
To start the recurring payment processor, navigate to the Merchant facility Tab, then press
the Start button for the “Recurring Payments Processor” if it has not already been started.
Add to Batch
Each bank processing updates should be in its own Direct Debit Batch file. You need to
create a new Batch Header record in order to add the generated payment transactions to the
batch. To do this, simply navigate to the “Direct Debit Batch” tab and create a new batch.
After creating a batch, you need to add the generated batch records to the batch. This can
be done either selectively or in bulk.
-
To selectively add payment transactions to the batch, click on the “Add to Batch”
button available on the Direct Debit Batch – detail screen. This will take you to a new
screen where you will be shown a list of Payment Txn’s records that you can
include/exclude.
This option is suitable for adding upto 2,000 records at a time to a batch.
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-
To add in payment transactions in bulk to a batch, click the “Bulk Add to Batch”
button. After confirming your actions, a background process will look for all
generated transactions that match the batch Merchant Facility and Payment Form
and will add these to the batch.
When the processing is complete, you will be sent an email advising you of this.
This option will allow upto 30,000 transactions to be added to the batch at once.
After transactions are added to a Direct Debit Batch, their status is changed to “Direct Debit
Assigned Batch”.
Extract for Bank upload
Clicking the “Extract for Processing” button on the batch will generate a text file in a format
enabling the transactions to be uploaded by your banks Direct Debit facility.
After confirming your required to Extract the Batch, a background process runs to generate
the file. When this has been completed, you will be sent an email notification.
The generated file is stored in the notes and attachments related list area.
All transactions that are extracted have their status updated to “Direct Debit Processing”
Update Errors
Should your bank report any errors with any of the transactions, for example, insufficient
funds, you need to locate the Payment Txn record and flag it as being in error. This can be
done one of three ways.
1) On the Direct Debit Batch record, click on the “Mark Error” button. This will put you
into a screen that shows all payment transactions for the batch. Simply select the
items you wish to mark as error and then “Mark As Error” button.
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2) Do a search for the Payment Transaction record, click into it and then press the
“Mark Error” button.
3) From the Direct Debit Batch Screen, scroll down to the Payment Txn’s related list,
select those lines you wish to mark as error and then press the “Mark Error(s)”
button.
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When a Payment Transaction is Marked in error, the status is updated to “Direct Debit
Error”.
Each time a recurring payment has a transaction in error, this increments the number of
retries and if the number of retries should exceed the Payment Form - Maximum retries then
the Recurring Payment status is changed to “Suspended – Max retries exceeded” and the
transaction will not be considered for future processing. If the suspended recurring payment
is associated with a membership/subscription then the membership/subscription is also
cancelled.
Payment Complete
After all errors have been updated, the transactions should be marked as complete. This
can be done on a transaction by transaction basis by clicking the “Mark Complete” button or
in bulk by pressing the “Bulk Mark Complete”.
If using the Bulk Mark Complete option, the updates will happen in the background and you
will be notified by email when the updates are complete.
Upto 2,000 transactions at a time can be processed with the interactive “Mark Complete”
option or 30,000 at a time using the background “Bulk Mark Complete”.
Marking transactions as complete is a necessary step and allows. Failing to do this will
mean the recurring payment will not be considered for future processing/generation.
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When a transaction is Marked as complete, the Payment Txn status is updated to
“Receipting Start”.
More information
Australian Direct Debits
Australian Payments Clearing Association (APCA) was established in February 1992 to
oversee and manage the development and operation of the Australian payments clearing
system.
Most Australian bank use the Australian Banking Association (ABA) format for direct debit
transactions. The following links provide more information about this.



Direct Entry fact sheet: http://www.apca.com.au/docs/aboutpayments/direct_entry_fact_sheet.pdf
For information about the ABA Text file format generated, please see:
http://www.cemtexaba.com/aba-format/cemtex-aba-file-format-details.html
Westpac upload guide: http://www.westpac.com.au/docs/pdf/bb/BOLStepbyStepAug2006.pdf
New Zealand Direct Debits
When setting up direct debits in New Zealand, you’ll need to ensure the following:




The “Direct Debit Authority Number” assigned by your bank is entered into the “User
Identification Number Field”.
The Bank and Branch number are entered into the “BSB No.” field. These are in the
format of 99-9999
The Account number and suffix are entered into the “Account No.” field. These are in
the format of 9999999-999
Enter your company name or account name into “User Preferred Specification” on
the Merchant Facility.
You can see more information on the extracted file standards at:




User Manual
ANZ: http://www.anz.com/Documents/AU/corporate/clientfileformatsH2H.pdf
BNZ: https://www.bnz.co.nz/static/www/docs/online-banking/ib4b-file-formatguide.pdf
Westpac NZ: http://www.westpac.co.nz/assets/Business/Accounts-andOnline-Services/Business_Online_download_help.pdf
http://help.westpac.com.au/help/content/col/documents/pdfs/olpimportnzde
ASB Bank:
https://fnb.asb.co.nz/content/fnb_help/pdf/fnb_import_export_guide.pdf
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Payment Schedule
Payment Schedules Overview
Payment schedules provide a way of regularly sending payment requests (invoices) to
persons that are on a recurring payment schedule, such as subscribers, members or regular
donors.
The diagram below shows an overview of the process with details of each step described in
the following sections.
Setup Payment Schedule
A payment schedule needs to be first setup to indicate that a particular account or contact
will be invoiced on a regular basis.
There are two ways of setting up a Payment Schedule. They are:
1) On the Recurring Payments Tab, or from a Contacts Recurring Payment Related list,
simply press the new Recurring Payment Button and select Record Type of Payment
Schedule.
2) Or use the manual payment entry to record the first payment. Should the payment
be of type recurring (eg. Monthly, Quarterly) payment frequency or related to a
Membership/Subscription that has recurring frequency then a Payment Schedule will
automatically be created.
Recurring Payment Processor
The Recurring Payment Processor will check for all Recurring Payments, including
Payments schedules that are due to be charged on or before todays date. For Recurring
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Payments of record type Payment Schedule, a Payment Txn record will be created with a
status of “Payment Schedule Start”.
The Recurring Payment Processor only needs to be started the once. This can be done by
pressing the Start button the Merchant Facility Tab. Once started, it will run every day at
1am. You can press the “run now” link if you wish to run it straight away.
Batch Processor
The Batch Processor is an automated process that runs every 10 minutes once started. To
start, press the Start Button next to the “Batch Payments Processor on the Merchant
Facility”.
The Batch Processor changes the status from “Payment Schedule Start” to “Awaiting
Payment”. This will trigger a workflow to email out an invoice to the payee.
Invoice sent
A PDF Invoice is emailed to the payee. Should the Payee not have an email address on file,
then the invoice will be sent to the default receipt address as setup on the Merchant Facility.
This will enable staff to print the invoice out and mail it.
The body text of the invoice is maintained on the Payment Form record in the “Membership
Renewal Text”.
The workflow that sends the invoice can be maintained at: setup > Create > Workflow &
Approvals > workflows. Then click into “Send Payment Schedule Invoice”.
The actual email template sent can be maintained under setup > administration setup >
Communication templates > email templates. Then click into the email template “Payment
Schedule Invoice” under the AAkonsult Payments folder.
Receiving Payments
There are a few different ways that payees can choose to Pay. These are detailed below.
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Online Credit Cards
The invoice link being sent out includes a “Pay Now” link. This link will take the payee to an
online credit card payment form where their details and amounts will be pre-populated and
they can pay by credit card.
Payment Marked as received and payment process complete
Should the Payee send cash, cheque or money order type payments, then you’ll need to
locate the Payment Txn record, update details of the payment method, for example cheque
number, date bank etc. and then press the “Payment Received” button.
Importing
The import file process allows for Payments to be uploaded into AAkonsult Payments from a
CSV file. For Payment Schedules / Invoicing process, the import file (BPAY) has some
special processing to matching imported details with Payment Txns created as part of the
Recurring Payments – Payment Schedules Process.
Please review the Import Files section for more details on this process.
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Import Files
Import files enables organisations to import payment transactions from virtually any system
that can generate a comma separated value (CSV) file.
Import files are capable of handling CSV files with more than 40,000 rows. The main
exception to this is GiveNow file format where headers and totals are left making the limit
around 10,000 rows.
The import file process consist of the following broad steps:
1)
2)
3)
4)
5)
Select the import file
Match the column Headings from the spreadsheet with fields in AAkonsult Payments
Upload the CSV file
Review the imported data and make sure all is OK
Process the Imported details. This creates Payment Txn records which are then
processed by the Batch Processor as normal Credit Card or Manual Payments would
be processed.
For some import files, they may bring in values for Fundraiser first name, Fundraiser last
name and Fundraiser ID. For these import types, the Payment Txn Generated will have a
related Payment Item created of type “Soft Credit”. It is recommended that the following
settings be enabled:
1) The Merchant Facility Tab has Matching rules that include “Fundraiser ID”, eg. First
Name + Last Name + Fundraiser ID
2) The Payment Form has “Enable Soft Credits” set to Yes
3) You are using the Non-profit starter pack as this has special functionality for Soft
Credits
Should the import line item be matched to a Campaign Name and there is a value in this
data, then the line will be linked to an active Campaign with the same name. If an active
campaign does not exist then the line item will be marked as being in error.
Whilst the import process is generic, it has built in templates to make the process much
simpler for:
-
Australia GiveNow
Australia GoFundraise
Australia Everyday Hero
Australia BPAY CBA
Paypal
Please see related sections for details on items where specific logic exists for each of the
above import types.
How to import CSV files
Importing for all types go through the following steps
Create a new import batch. From the Import Files Tab, press the “New” button.
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The Merchant Facility and Payment Form will default to the Primary Merchant Facility and
Primary Payment Form.
Select the appropriate import type or the one that is closest to the format you need. This will
default the column headings matches to database fields on the next screen in the wizard.
Entering a campaign here is optional. If you enter a campaign at this level, all line items
imported will be associated with that campaign.
If you wish to default other values to all line items, then you can create a custom field on the
Object “Import File” and if it has the same API name as the field on the line item then it will
atomically be copied across on import.
After selecting the CSV file, press Next.
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The next screen maps the columns on the import file with database fields in AAkonsult
Payments. The template selected in the first section will default the field mappings.
The “Receiving Field” Exists, means that a field on the Import File Line Item has a
corresponding field on the Payment Txn field. This is where the data will ultimately end up.
After mapping fields, press import.
This starts of a processor to import the details. You will be sent an email when the import
process has been completed.
Alternatively, you can see the progress of the import from the progress bar that is shown
towards the bottom of the screen.
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After the import is complete. Close the screen and that returns to you back to the Main
Import File Screen. From here you can see the total value of all transactions, the number of
lines and the number of lines in error.
Review the line items, the error lines and update. If you are sure the line is no longer in
error, change the status to “New”.
When details are confirmed all OK, press the Process button to start the processing of the
imported line items.
Press “Process Transactions” button to confirm you are OK to start the processing stage.
This will start the background process to process the imported line items and creates the
related Payment Txn’s records. You will receive an emailed when the processing is
complete or you can view the progress bar shown towards the bottom of the screen.
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Australia BPAY
The import file process allows for a CSV file to be uploaded and to have those payment
details automatically matched with existing Payment Transactions that were generated by
the Payment Schedule processor (invoices).
Before starting this process, ensure the “Biller Code” is updated on the Contact record. For
BPAY transactions, this will be the unique BPAY code allocated to each contact. This needs
to be setup before the first Recurring Payment Processor is run.
The CSV file will often be generated by downloading transactions from an organisations
internet banking facilities.
The supported formats currently supported are:
-
BPAY from Commonwealth Bank of Australia (CBA)
The matching process will go through the following steps to allocate the payment:
1) It searches for Payment Txns with a status of “Awaiting Payment” that have the same
Biller Code as the line item and are for the same amount. It will start with the oldest
transaction on file first.
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2) If there are no Payment Txns with the Same Amount for that biller code, then it will
look for other transactions and will start applying the amount from the oldest to the
newest.
If it able to allocate all the funds and have some left over, then it will apply the
remainder to the oldest invoice.
If it the Payment Txn amount is greater than the founds amount, then the Payment
Txn will be made to the same amount as the funds amount and a new Payment will
be generated for the shortfall and will have a status of “Awaiting Payment”
3) If there are no Payment Txn’s on file, then a new Payment Txn will be generated
using the contact details that have the biller code allocated.
4) If there are no contacts with the biller code on file, then the payment will be uploaded
with as much details as possible from the imported file. This will need to be manually
edited before it can be processed.
Give Now
The standard CSV file provided by GiveNow includes some details before the first heading
line and also some totals after the last line.
The AAkonsult Payments supports either having the header and total information in the file,
or having this removed prior to the import. If the heading information is left in, the value after
“Appeal Name:” will be read and the associated campaign will be found and applied to every
line on the import file. In addition, the header and total sections will be removed before the
CSV file is saved and attached to the main “Import File” batch object in salesforce.
The GiveNow CSV file has two rows of data for each donor. The first line contains donor
details and the second line contains the GiveNow merchant fee. These lines contain the text
“Bank Fee for XXXX” where XXXX is a reference for the row that has the fee.
Events Management
Events Management Overview
AAkonsult Payments Events Module allows organisations to create events such as training,
seminars, marketing activities etc. where person(s) can acquire tickets and register for these
events.
The events module utilises the Salesforce CRM Campaign modules to define core event
details such as name, location and information about the event. The Campaign can be
marked as “Publish on the web” and this will show the event on a public facing calendar
where attendees can view details register and pay.
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Events Setup
There are two core components that need to be setup before running an event.
1) Payment Form and related Payment Options (tickets)
2) Campaign
Sections following provide more details on these two core setup steps.
Events Fields
AAkonsult Payments Events has made extensive use of FieldSets. This provides
organisations with a lot of flexibility into the information captured or displayed. For more
information on Fieldsets, please see Salesforce CRM online help. Some key Fieldsets that
used are:
Campaigns
-
(A) eventCalendarPopup01. This is shows the fields on the calendar when clicking
on an event or overing over it.
(B) eventWhenWhere01. Shown on the sidebar section – “When and Where”
(C) eventContactUs01. Shown on the sidebar section – “Contact Us”
Payment Txn
-
(D) eventPrimaryContactRegistration01. Shown on the first (primary) ticket
purchaser/registration screen.
Payment Items
-
(E) eventAttendeeContactRegistration01. When shown, used on the second
registration page where the individual attendees register.
(F) eventAttendeeSummaryHeading01. When shown, used on the second
registration page to show a summary table of persons that have been entered.
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Ticket Details
The ticket information that is shown to a user is setup and maintained in the Payment Form
– related Payment Options.
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To locate these, navigate to the Merchant Facility Tab, scroll down to the related Payment
Forms section and click into (or create a new Payment Form).
On the Payment Form record, make sure you update details in the “Events” section. Of
particular importance is the Ticket Type. In the Events Overview Section, you will notice in
the process flow diagram that the event attendee can be taken through a flow where they
need to register details of very body’s name or simply purchase the ticket for a number of
people (e.g. Like a movie ticket) and not have to enter all attendees full details. The ticket
type selected controls this flow.
The different types of tickets supported are:
 Free tickets
 Individual Tickets
 Groups. Group tickets are useful for events where you sell a table of ten tickets, or
you have a golf day were you tickets in teams of four
Tickets can be sold in one of the following styles:
 Movie ticket style. Ie. You purchase say 2 tickets and don’t need to note each
individual. To use this option, set the Event Type to “Tickets Only”
 Conference style. This is where you need to know the contact details for all
attendees. To do this, set the Event Type to “Tickets and Specify Attendees”.
In some scenarios, special contact details are only captured on the second
registration screen. As this screen is skipped if only one attendee, then you can set
the Event Type to “Tickets and Specify All Attendees”.
 Group/Team style. In this option, a person booking the team/table might not know
all of the members. In this scenario, set the Event Type to “Tickets and Optionally
Specify Attendees”.
Please note if using this option, you must enter the details for at least one attendee
for each ticket type used.
After entering details of the Payment Form – Events Section, it is required that one or more
Payment Option(s) is created. These are the “Ticket” types that will be shown to user for
selection to acquire/purchase.
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When creating the Payment Option, be sure to select the record type of “Event”.
Campaign Details
The standard Salesforce CRM Campaign Object is used to define the specific Event Detail.
The Campaign is link to the Payment Form for ticketing and general event details.
For a campaign to appear on the public Calendar, it must be Active, have a start date on or
before today and an end date on or after today. It must also have the “Publish on Web”
checkbox set.
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Events Calendar
The Events Calendar shows details of all upcoming events where the start date is on or
before today, the end date is on or after today, the Campaign is Active and Publish on Web
is checked.
The URL for the Events Calendar can be seen on the Merchant Facility. It requires
Salesforce Sites to be setup and the Site URL to be entered on the Merchant Facility first.
Please see the Installation Manual for more details.
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The screenshot below shows a sample Events Calendar.
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Upcoming Events
As an alternative to the calendar or in
conjunction with the calendar, you can use the
Upcoming Events widget.
The Upcoming Events widget can be embedded
in your website as shows a list of Campaigns that
have a start date in the future, are active and
have the publish on web checkbox selected.
To locate the URL for the widget, navigate to the Merchant Facility Tab, then click on the
upcoming events link.
To configure the fields shown about the upcoming event, navigate to setup > customize >
campaigns > fieldsets. Click edit on “eventsUpcomingDetail” or “evensUpcomingHeader”.
There are a number of URL parameters that allow you to control the behaviour of the
Upcoming Events Widgets. For example, https://paym-developeredition.na7.force.com/AAkPay EventsUpcoming?width=350&campaignType=Conference
sets the width to 350 pixels wide and only shows upcoming conferences.
The table below shows available URL parameters for the Upcoming Events Widget.
Parameter
pageSize
Width
showMore
campaignType
payMType
startDate
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Description
Controls the number of items shown on the page
Width of the widget
If more Campaigns exist than can fit on the page, setting this to true will
show next/previous and first/last buttons for navigation. Defaults to true
Filters the campaigns shown based on the “Type” field on the campaign.
You can select multiple campaigns by separating them with semi-column,
eg ?campaignType=conference;training
Filters the campaigns shown based on the Payment Form record id
associated with the Campaign
Filters campaigns with a start date on or after this date – defaults to
today.
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endDate
hideWhenAndW
here
Filters campaigns with a start date on or before this date – defaults to
today + 2 years.
When set to true, this will hide the component on the right hand side
that has details on when and where the event will run.
hideContactUs
When set to true, this will hide the component on the right hand side
that has details on how to contact us.
hideRightSideBa When set to true, this will hide both the When & Where and Contact
r
Us components.
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Running Events
As attendees book and pay for events, their details are recorded as Campaign Members.
For some ticket types, its likely that one person may purchase more than one ticket. To
cater for this, a field on the Campaign Members object contains the number of booked
tickets. In addition, another field called “No. of booked tickets” is automatically populated
when the Campaign Member status matches the Payment Form – Campaign Member Paid
Status. If the attendee cancels, the simply changing the status to a different value will free
up the tickets and make more available.
It is important to ensure the status setup on the Payment Form entry exists as a valid
Campaign Member Status. AAkonsult recommends installing the free “AAkonsult Campaign
Member Status” program from the AppExchange for easy management of status’s.
On the Campaign Object, the “No. of Booked Tickets” field contains a count of the Campaign
Member – “No. of booked tickets” (ie, the total number of tickets allocated/sold).
Events – Manual Payments
Should persons wish to pay for an event using cash, check money order etc., then this can
be achieved by using the checkout form in manual mode.
To enable this, navigate to the Merchant Facility Tab, click into the Merchant Facility and
change the Payment Method to include “Manual”.
Now use the “Checkout button” from within Salesforce
(Internal, vs. public website) to enter the details.
To enter a manual payment for the Event, locate the
Campaign in Salesforce.com and then press the “Add
Event Attending button. Should this button not be
visible on campaigns, ask your administrator to edit the
page layout and add this button on.
When entering the payment, a checkbox will enable
“Manual” Payments to the selected for processing.
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Enhanced form controls
There may be occasions where organisations have multiple merchant accounts, multiple
appeals or require a different look and feel for different forms on their website.
Different characteristics require a different Merchant Facility and/or Payment Form to be
setup. Setting the form to use particular options is controlled by one of two methods.
1) URL Tokens. Parameters are setup under the URL Tokens tab. This is the
recommended and preferred options.
2) URL Parameters. Various options are passed in a URL parameters. These are
visible by the web site visitor as they navigate to the payment form.
Both options are described in some more detail in the following sections.
URL Tokens
URL Tokens are the recommended option for passing in defaults to the payment forms.
Before using this option, it is recommended that the “Site URL” field be entered on the
Merchant Facility Tab. The Site URL represents the core salesforce.com website address
for where the core payment for will be publically visible.
To locate the Site URL, navigate to {your name (top right)} > setup > App Setup > Develop >
Sites. Locate the site name you are using for Payments and then copy. The Secure Web
URL and paste this in the Merchant Facility – Site URL.
You will also need to add “AAkPay checkout/” to the URL parameter. For the example site
show below, the URL that would be entered would be “https://paym-developeredition.na7.force.com/AAkPay checkout/”
When using URL Tokens, it is recommended that the “Enable URL Tokens” checkbox is
selected on the Payment Forms record. This ensures that only URL Tokens can be used
and that other parameters cannot be passed through via the URL.
To setup URL Tokens, navigate to the URL Tokens Tab. If this is not visible, you may need
to click the
at the end of the list of tabs, then select URL Tokens.
Enter the details on the URL Token screen and then after saving the record, you will be able
to get a unique “Full URL” that is used for these pre-set options.
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Emailing URL Tokens
It is often useful to be able to send a link to a payee asking them to make payments and to
have these payments automatically linked in with the Salesforce CRM related object just
case Case, Opportunity, Campaign etc.
This functionality is setup by default for memberships/subscriptions and the renewals
process.
It can also be enabled for Accounts, Contact, Campaigns, Campaign Members,
Opportunities and Cases. Each of the objects includes a checkbox field called “Create URL
Token”. If this is check and the record is saved then a URL Token is created and linked to
the object. You can then define your own workflow emails to send this link to the payee for
payment.
As an option to the selecting of the checkbox field “Create URL Token”, some sample emails
have been setup for you to do this automatically. These can be activated by turning these
workflows on. To do this, navigate to setup > create > workflow & approvals > workflows.
Then activate the appropriate workflow. These workflows rules have names like “Create
{Object name} URL Token”, eg. “Create Account URL Token”
Custom Fields/Defaults
To use custom fields with URL Tokens, create a custom field of the same type and same
internal/developer name on both the URL_Tokens Object and Payment_Txn object.
For example, if you create a lookup field on the URL_Tokens to the contacts object with a
name of “Trainer”, you also need to create a field with the same type/name on Payment
Transactions. This would then allow entry of “Trainer” on the URL Token and when this URL
Token record is used to make a payment, the Trainer entered will appear on the Payment
Txn record created.
URL Parameters
The recommended option is to use the URL Tokens and NOT the URL Parameters option.
The URL Parameter options parameters in the URL to control the defaults and behaviour of
the online checkout form. This can include which Merchant Facility and Payment Form are
being used.
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For example: The web address: https://paym-developeredition.na7.force.com/checkout?payMSetting= a00A0000007LeYO tells the payment
form to use. The Merchant Facility record ID is “a00A0000007LeYO”.
To get a record ID go to the Object (eg. Merchant Facility) and view the record details. From
the URL, then copy the 15 digit encrypted number.
There are a number of parameters that can be passed to the payment form through the
URL. The table below lists these parameters
Key shows which screen these options are available in:
-
MP: Manual Payments
UT: URL Tokens are available. The option is available in manual payments or
checkout when MP or CO parameter’s are available.
CO: Available in Checkout
R: Refund
* Custom fields are available in URL Tokens. Create a custom field with the same
name using the standard salesforce custom fields functionality.
URL Parameter
Notes
MP
UT
CO
payMSetting=yyy
Where yyy is the record id for the
Merchant Facility (if not specified, then
first Merchant Facility that is primary and
active is used)
Y
Y
Y
payMType=yyy
Where yyy is the record id for the
Payment Form (if not specified, then
primary for the Merchant Facility is
used)
Y
Y
Y
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If using this option, you must also
specify the payMSetting=yyy option as
well.
cId=yyy
Where yyy is the Contact Record Id.
This is used to default in payment
contact details.
Y
Y
Y
Y
Y
Y
If specified, will default name, address,
phone, fax and email details.
aId=yyy
Where yyy is the Account Record Id.
Used to link the payment with an
account.
If specified, will default
Donation_By_Name, address details
and phone/fax details from the account
values.
oppId=yyy
Where yyy is Opportunity Id. Used to
link the payment with an existing
Opportunity.
Y
Y
Y
camId=yyy
Where yyy is Campaign Id. Used to link
the payment with an existing Campaign.
Y
Y
Y
Note, the default campaign on the
Payment Form will be assigned to the
transaction if appeals are enabled.
paymentOptionId=yyyy
Id of a particular payment option, eg.
Family membership, or perhaps a
product.
Y
Y
Y
paymentOptionIdReadOnly=true
Normally used in conjunction with
PaymentOptionId. Using this parameter
allows for the payment option to be preselected and shown, but does not allow
the user to change the defaulted
parameter
Y
Y
Y
HidePayFrequency=true
Hides the Payment Frequency selection
on the screen. This is useful when only
one payment frequency is selected and
therefore the user only has one option.
Y
Y
PayFrequency=yyyyy
Defaults/specifies the payment
frequency
Y
Y
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Amount=yyy
Where yyy is a payment amount. This is
normally used if the payment form is
access as a “checkout” or linked to
another object/function. If specified, the
amount is shown as is read only.
Y
Y
Y
Y
Amount value is ignored if used in
conjunction with paymentOptionId.
defaultAmount=yyyy
Where yyyy is the payment amount.
This varies from amount in that the user
can then override the defaulted amount
Y
Y
Y
FreightAmount=yyyy
The amount to be used for Freight.
Y
Y
Y
customRefFieldName=yyy
Used in conjunction with
customRefFieldId. Allows for a new
custom lookup field to be added to
payment transactions and to be linked to
this object. Ie. Making payments for
custom object.
Y
Y
*
Y
Y
*
Y
Y
*
This is a lookup field on the
Payment_Txn__c object to the custom
object, eg. Mycustomobject c (if this
was
Payment_Txn__c.Mycustomobject c).
customRefFieldId=yyy
Used in conjunction with
customRefFieldName.
This is the record id of the custom
object.
Eg. customRefFieldName=
Mycustomobject c&
customRefFieldId= a04A000000Ctj9g
customField[1,2,3]Name
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Used in conjunction with
customField[1,2,3]Value. Allows for 3
different custom fields to be updated by
URL value passed in a URL parameter.
For the name specify a non-managed
custom field as setup in salesforce.com.
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Eg. customField 1Name=My_field__c
customField[1,2,3]Value
Used in conjunction with
customField[1,2,3]Name. Allows for 3
different custom fields to be updated by
URL value passed in a URL parameter.
Y
Y
*
Y
Y
Y
Y
Y
Eg. customField1Value=Sydney
HideContactDetails=true
Hide's the Contact Name and Address
section. Normally used when all
name/address info are passed as URL
parameters.
HideTransDetails=true
If “true” then the "Transaction Details"
on the payment form will be hidden.
Normally used in conjunction with
Amount parameter, or if the only field
shown in this section is the amount.
paymentFor=yyy
Description of what the payment is for.
Normally used if passed to gateway, eg.
short description of goods or service. If
not specified will be defaulted from
campaign or payment method.
Y
Y
Y
PaymentBy=yyy
This will set the payment by on the form.
The value entered must equal one of the
options on the Payment Form Donation by options, for example,
Individual, Company etc.
Y
Y
Y
PaymentByName=yyy
Normally used in conjunction with
PaymentBy. Would mainly be used to
pass company name information in.
Y
Y
Y
Currency=yyy
Where yyy is an ISO currency. The
currency needs to be setup in the
Merchant Facility Currency options
before using.
Y
Y
Y
lang=yyyy
Where yyy is the ISO Language, eg.
fr,de (for French, German)
Y
N
Y
Y
retURL=yyy
Where yyy is the URL location to be
returned too after save
Y
N
N
N
Salutation=yyy
All of these fields can be defaulted a
value.
Y
Y
Y
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FirstName=yyy
LastName=yyy
MailingStreet=yyy
MailingState=yyy
MailingCity=yyy
MailingPostalCode=yyy
MailingCountry=yyy
Phone=yyy
MobilePhone=yyy
Email=yyy
MembershipId=yyy
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Receipts
Receipt Layout
The table below shows the receipt layout and the corresponding setup fields that show how
to configure the output.
Receipt Layout – Legend
Key Setup Area
A
Merchant Facility > Notes and attachments
Related List
Notes
Upload a logo/graphic against the Merchant Facility. The attachment
with the most recent date will be used.
Logo’s will be shown as a height of 50px
B
Merchant Facility : Receipting Section
Website address, contact email, ABN etc. are maintained on the
Merchant Tab
C
Setup > Administration Setup > Company
Profile > Company Information
Organisation details such as address and phone number are derived
from the salesforce.com organisation company information.
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D
Merchant Facility : Receipting Section
The label “Receipt” as shown can be defined to be your choice of
wording.
E
Campaign : Receipt Text
The text shown here will use any of the below text if specified.
Payment Form : Receipt Text
Merchant Facility : Receipt Text
F
Payment For
-
Related Campaign : Receipt Text
Payment Form : Receipt Text
Merchant Facility : Receipt Text
The item value is defined as one of the following:
If the URL Token or URL Parameters “PaymentFor” are
specified, then these values will be used.
If Payment Form – Receipting Item has a value then that wil
be used.
If payment Options are used, then Payment Option Type Option selected, eg “Membership – Family”
If a campaign is associated with the payment then Appeals
Label – Campaign Name, eg. “Appeals – End of Financial
Year”
If none of the above are specified, then the Payment Form,
Type will be used, eg. “Orders”
-
-
G
Merchant Facility : Receipt Text
Receipt footer information is maintained on the Merchant Facility,
Receipting Section – Receipt Footer.
To update the receipt totals sections, navigate to setup > Create > Objects > Payment Txn.
Scroll down to fieldsets and edit “receiptPaymentInfo”. This will all you to add/move/delete
fields shown in this section.
Receipt Colours
The colours used in the main body of the receipts area can be changed from the default
colours. To do this, edit the values on the Merchant Facility Tab.
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The legend above for the fields entered on the Merchant Facility related to the corresponding
receipt components. These same values are also used on the Membership Renewal and
Membership Confirmation forms.
Sending out receipt options
There are a number sending of receipt options included with the standard package. These
can be set in the “Send Receipt” option on the Payment Form entry.
The options available are:
Option
Yes - PDF Version
Yes - Interim
No - Skip Receipting
No - Manually mark as Receipted
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Description
An email receipt is sent out and includes the PDF
attachment as described in the section above “Receipt
Layout”.
If no “Send Receipt” option is selected, the this option
will be assumed.
An email receipt is automatically sent out. The default
template does not include a PDF attachment and
simply notifies the payer that a formal receipt will be
sent later.
No receipts will be sent out. However, the Payment
Txn status will be updated so that Matching process is
performed.
Receipts are not automatically sent out. However, if
the user presses the “Generate Receipts” list view filter
button then the PDF receipt version will be sent.
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Receipt Body Mail merge fields
Like a MS Word document, the receipt body component can have the text mail merged with
details from Salesforce CRM. The details merged are vary for the different PDFs being
generated.
All templates will allow for mail merge of Salesforce User details and Organization details.
-
For receipts, details are merged from the Payment Txn object
For Membership Renewals notices or Membership Confirmations, these details are
merged from the Subscription or Account Subscriptions that is related to the
membership.
For receipts, the text for the body is stored in the Campaign – Receipt Text, Payment Form –
receipt text or the Merchant Facility Receipt Text.
For membership confirmations and membership renewal notices, the body text is maintained
on the Payment Form.
The simplest way to create the mail merge fields is to use the standard Salesforce Email
template maintenance and then copy/paste that text as shown in the screenshot below. For
more information on email templates, please consult the Salesforce online user guide.
At this stage, text type fields are supported and other data times, such as dates or date/time
are not. If you wish to use these fields types, then create a formula of type text to format the
values as text.
Receipt & Membership email template updates
The receipts, Membership Renewal and Membership Confirmation forms use a special type
of email type called a visualforce Emails. This enables for the email to be generated and the
corresponding PDF to be attached.
Should the need arise to have multiple email templates, for example having a different email
for donations, memberships and events, then you can do this by:
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1. Create a new Email Template from setup > administration setup > Communication
templates > Email Templates. Select the type of template as being Visualforce, make
it active, give it a suitable name and related it to a contact.
2. In a separate window, locate the existing email template being used, eg. navigate to
setup > communication templates > email templates. Select Folder AAkonsult
Payments, then Payment Receipt. Click into this template, then edit template.
Select all of the text details and copy.
3. Now, go back to the email being created in step one and paste the text back into the
body. Now edit the <c:PDFReceiptComponent PT="{!RelatedTo}"/> and change the
c:…. To aakpay: , eg. <aakpay:PDFReceiptComponent PT="{!RelatedTo}"/> Then
press save.
Receipt & Membership email template options
The following options are currently supported for email template options:
-
AddressType. This enables for the specification of which address will be used on the
form. Options are “Mailing” (Default) or “Other”. For example, in the visualforce
email template add this option to the PDF component section, eg.
<c:PDFReceiptComponent PT="{!RelatedTo}" AddressType=”Other”/>
Annual Statement
Often organisations are required to produce a statement or summary of transactions. For
Non-profit organisations, this could be a summary of all donations given during the financial
year so the donor can claim the tax deduction. For corporates, this could simply be a list of
transactions that a customer’s finance has asked for so they can reconcile their books.
Bulk Sending of Annual Statements
The following steps guide you through producing Annual Statements on bulk.
Setup Campaign and Statement Text
To bulk generation and sending of statements is driven from the Campaign Object.
Before starting the generation process you need to:
1. Before you have completed the Annual Statement Setup steps as detailed in
the Installation Manual.
2. Create a campaign. If your contacts are already associated with a campaign
you can use this one. If you need more information on Campaign Creation,
please check the Salesforce CRM online help guides
3. Add Contacts to Campaign. You need to associate the contacts that will be
receiving the Annual Statement with the Campaign Created. You can check
the Salesforce online help guides for information on this, but the basic options
are:
 Run a contacts report and then press Add to Campaign button
 From the Contacts Tab – list view, select Contacts and add
 From the Campaign Tab, select the manage members button to
import or search and add
 From the Contact record – Campaigns related list, select Add to
Campaign button
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o
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The layout of the Statement has a number of areas that are configurable.
Please review the receipts area for details on header information such as
member/supporter number, address options etc.
The main differences are highlighted on the picture of the statement below:
1) The title defaults to Annual Statement {from date} – {to date}. A custom
value can be keyed in as part of the Statement Generation options
2) The letter text used comes from the “Statement Text” Rich Text Field on
the Campaign. This has similar mail merge capabilities to the Receipt,
but is primarily merging with the Contacts, Campaign Member and
Campaign Object. It also has two special mail merge fields
{!numberOfPayments} and {!totalAmount} that total the number of related
Payment Transactions and total amount of all Payment Txns’
3) The columns shown in the Payment Txn Summary area are fields form the
Payment Txn that is related to the Contact or Account the statement is for.
These columns are configurable through a fieldset called
“statementTable”. The statementTable fieldset can be maintained in
setup > Create > Objects – then click into Payment Txn and scroll down
the to the fieldsets section.
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Statement Generation
The generation phase provides a bulk way to generate statements and to preview
them before they are sent out.
This process will also store the PDF against the Contacts in the related notes and
attachments section. A task saying the annual statement has been generated will
also be created and stored against each contact.
To start the Statement generation, press the “Statement Generation” button from the
Campaign.
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Select the appropriate options and filters for the generation.
After the “Generate” button is pressed, a background process will process the
Statement Generation request and you’ll receive an email when it is completed. At
which time, you can then continue with the next step of sending out the Annual
Statements
Sending Statements out
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The Statement Send process will email the statement out to the Contact. If the
contact does not have an email address on file, then the generate receipt address on
the Merchant Facility will be used.
Statements will only be sent to contacts that were previously generated and had a
balance of more than $0.
The Statements are regenerated as they are sent. This means any new transactions
completed since the generate will be picked up, however, these statements are not
stored against the contact.
This process triggers a workflow “Send Annual Statement” to perform the emailing
out of the Statement.
To run, press the “Statement Send”
Then Press the Process button to send. You will receive an email notification when
the send process is complete.
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Sending of a Single Statement
To send a single statement, simple locate the contact, then scroll down to the related
“Activity History” list. Select Send and Email button, then Select Template button, select
folder “AAkonsult Payments”, the Select Template button and select the email template
“Single Annual Statement w/ PDF”. Review and send.
Data Model Overview
The data model shown below is not a comprehensive data model, but is designed to give
a high level overview.
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Object
Notes
Merchant Facility [Payment_Setting
c]
The merchant account object contains
details on a particular facility. AAkonsult
Payment customers need to arrange with
their bank a Merchant Facility that works with
Direct Payment Solutions (DPS).
Most organisations would just have one
merchant facility, but some organisations
need to have multiples as they may have
donation payments go into one bank account
and then training, supplies etc. into another
bank account.
Payment Form [Payment_Type
c]
For each form on the website, a new
Payment Form is setup. You may have one
Payment Form for say training payments,
another for memberships and another for
donations.
Payment Forms provides a number of
configurable options that will drive the
options and behaviour of what appears on
the web payment form.
Payment Options
Payment Options represent products or
services. They could be used for example
for a memberships and have values such as
Family, Concessions, Single, Corporate etc.
In addition, Payment Forms could be used
for subscriptions. Eg. A magazine
publication with say 3 month subscription, 1
year and 2 years.
For Payment Forms that have payment
options, any payments that are processed for
this Payment Form, a subscription and
subscription payment record will be created
for the contact as part of the matching
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process.
Payment Txn
The Payment Transaction file stores all
payments, including credit cards, manual
payments, refunds and card authorisation.
This object should be in read only view for
most users as it is created as a result of one
of the transactions types.
Record types are used to differentiate the
transaction types. For Credit Card
payments, refunds can be created from a
button on the Payment Transaction detail
screen.
Payment Items
This stores details about the payment
transaction line items. The type of data
stored, depends on the transaction type.
There are three record types used to
differentiate the item items:
1) Shopping Cart. This contains details
of items purchased through the
shopping cart integration.
2) Event. Contains details of the tickets
and persons that have registered for
the event.
3) Subscriber. Contains the persons
that make up the subscriber group
(Eg. Family Members).
Payment Item Group
Used with the Events functionality to group
payment items by ticket type.
For example, the payment items may have 3
entries for 3 different contacts. This may be
two ticket types of “Member” with 2 people
and “Non Member” with one person. There
would be two payment groups in the above
example for “Members” and “Non Members”
Recurring Payments
User Manual
For credit card payments that have a “regular
payment frequency” that is NOT one-off then
a recurring entry will be created.
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A Direct Payment Solution billing token is
stored on the recurring payments record.
This allows for recurring billings to be made
without the need to store credit card details.
Direct Debit Batch
Creates a unique batch to link all
transactions that are to be processed as part
of the Direct Debit Extract/Upload/Process
Subscriber Group
Subscriber Groups are similar to the
“household” concept where groups of
members, for example Family Members are
grouped together.
Subscriptions
Subscriptions are created as a result of a
payment that has a payment option.
Subscriptions could be for membership, or
for magazine publications.
Subscription payments
For subscriptions that are renewed, a new
subscription payment record is created.
If the “subscription” was memberships that
lasted annually, the “subscription payment”
would have a record for each year the payee
renewed their membership.
Account Subscriptions
Account level subscriptions are created as a
result of a payment that has a payment
option. Subscriptions could be for
membership, or for magazine publications.
The Payment Option – Subscription Level
must be set as “Account” to have account
level subscriptions.
Account Subscription payments
For Account subscriptions that are renewed,
a new subscription payment record is
created.
If the “Account Subscription” was
memberships that lasted annually, the
“subscription payment” would have a record
for each year the payee renewed their
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membership.
The Payment Option – Subscription Level
must be set as “Account” to have account
level subscriptions.
Subscription Issue
Subscriptions issues are used for
magazine/publication type of subscriptions.
For this, the subscription term is driven more
from the “issue” number, vs. other types of
subscriptions that work off the length (e.g.
months) of the contract.
Subscription Issue Item
For subscriptions that are used for
magazine/publication type of subscriptions, a
subscription Issue item is generated when
the “Mailout Generation” button is presed on
the Subscription Issue object.
The Subscription Issue object is used for
reporting of those subscribers that are due to
get this particular issue of the subscription.
The report can be set to the mail house for
names/address details for who the
magazines/publications should be mailed to.
URL Tokens
Used to generate a unique reference and to
default options and behaviour for the online
payment and manual payment forms.
For Account Subscription and Subscription
records, a URL Token is automatically
generated for each record created. This is
so that it can be used in emails for renewal
payments.
Import File
Used to upload CSV files for processing.
Once imported, the Import File Line Items
will be created
Import File Line Items
Contains a line for each row in the Imported
file CSV
Import File Line Item Payment Txn
When an Import file is processed, the Import
File line items are allocated open Payment
Txn records
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Release Updates
3.19 August 2014
1) Events enhancements
a. Added options to hide components on side bar. These can be set in the Payment form
or via URL Parameters
b. For upcoming events and calendar, enable the option to go to a specified web page
instead of going directly to the ticket booking page.
c. Enhanced URL Parameter for upcoming events to be able to select multiple Campaign
Types
d. Support for Group/Team event types where one ticket represents multiple people
e. Added new Event Type “Tickets and Optionally Specify Attendees”. This is useful when
using with groups or teams and not all members of the group or team are known at the
time of ticket purchase
2) Memberships
a. Added links from URL Tokens related to Account Subscriptions and Subscriptions back
to the Subscription report. This provides enhanced workflow alert and update options
b. For Family/Group membership, fixed issue with Payer Name and Group member name
being in a different upper/lower case combination creating a duplicate
c. For Family/Group membership, fixed issue with a payment being made after a
membership causing the subscription group to be unlinked.
d. Fixed issue where error could occur if Payment Option deleted from Account
Subscription or Subscription
3) Statements and Receipts
a. Added option for text colours
b. Added component option to suppress setting of receipt status
c. Fixed issue where long “Receipt” title would cause address to print in incorrect location
d. Annual Statement, used banking amount so refunds will be shown in negative
4) Token Charges
a. Now only allows one attempt per entry
b. Added retry logic should the payment processing timeout
3.16 July 2014
1) Annual Statements have been added. These can be generated and stored against a
contact record, along with mass emailing. Annual statements are flexible with mail
merged text and fieldsets to control which transactions details are printed. Please
see the Annual Statement part of this manual for more information
2) Payment Forms object has been renamed to Payment Form. This more accurately
reflects the roll of this object.
3) About AAkonsult Payments. Provides better description if the user does not have
Marketing User checkbox selected when attempting to create sample campaigns.
4) Added workflow notification for Recurring Payments that are placed on to
“Suspended - Max retries exceeded”
3.15 June 2014
1. Enhancements to Import files to allow for much larger number of imported rows, to
provide for generic CSV file imports and templates to manage Imports for:
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



Australia GiveNow
Australia GoFundraise
Australia Everyday Hero
Paypal
Please see the Import File sections of this manual for more information.
2. Fundraiser Id. New Fundraiser Id field added to contact, along with new Matching
Rule criteria to check for existing fundraisers with that id. This is particularly useful
with some of the new import file types now available.
3. Batch Processor check and restart if not running. On rare occasions and normally
during a Salesforce upgrade, the batch processor can hang or stop. The daily
recurring payment processor now check to see if this processor should be running
and restarts if there appears to be an issue.
4. An extra check to see if a Payment has been processed or not is not has been
added. After the daily recurring payment processor run, all Payment Txns that are at
a Confirmation stage are re-checked to see if they should have actually had the card
successfully charge. If the check does not locate anything, then the status is
updated to “Confirmation – Checked”, otherwise, its updated to “Payment Complete”.
5. PDF generated documents such as receipts, renewals, invoices, confirmation etc.
now have currency fields always formatted to 2 decimal places, eg. 59.7 now shows
as 59.70
6. Checkout form for day of month selection for recurring payments now has single digit
dates zero filed. Ie. 6 (for 6th day of the month) now shows as 06. This is more
consistent with list of options available.
7. Allow for bulk updates of Account Subscriptions when Payment Option is blank.
8. Correctly rendering of PDF previews for Confirmation and Renewal notices.
3.14 May 2014
1. Events module now allows for upto 10 different layouts. Payment Form specifies
which layout (fieldset) to use.
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2. Added new URL parameter to Manual Payments and Credit Card Payments to
default in the amount to be paid. Also added new “defaultAmount” to URL Token
3. New Mobile Responsive Option – “Yes - iFrame Breakout” allowing for payment
forms embedded within an iframe to come to the top when displayed on a mobile
device. This enables mobile responsiveness.
4. Manual payments update opportunities with total amount. Previously, amount did not
include donation amount.
5. Creation of URL token for Campaign and Campaign Member will use the Payment
Form linked at the Campaign level. If not present, uses default merchant facility and
Payment Form.
6. Default Receipt Email assignment groups error messages now, so if a validation rule
causes many contacts to fail then warning emails are greatly reduced.
7. Subscriptions batch processor status submit – checks for salesforce limits before
submitting
8. For group memberships, primary contact and voter correctly set if primary contact is
an existing contact.
9. Shopify Integration – Now updates discount and stores voucher codes used.
3.13 March 2014
1. Make Payments. Add new button and publisher actions that makes it easier to make
a payment from an Account, Contact or Opportunity where multiple merchant
facilities or Payment Forms are being used.
2. Direct Debits for NZ. Added support for ANZ/BNZ, Westpac and ASB
3. Subscription Group Updates:
 Membership was set to default to a non subscriber group, then a subscriber
group type option select the screen was not refreshing correctly.
 When checkout was run in internal mode and the first membership was free, then
a non free membership was selected, an error message was appearing.
 Checkout associating with incorrect primary contact on occasions. This was often
the first created contact, vs. primary contact.
 Checkout form – Now defaults in country code correctly for renewals
4. Membership updates:
 If someone leaves the group, their membership number is cleared out. We
recommend turning on audit history on the membership number field for audit
purposes.
 When using templates for accounts and contacts – does not include the template
membership no
5. Upcoming Events – no only uses field sets for section values and does not require
the Campaign Name to be included.
6. Batch processor status now correctly set on all Merchant Facilities when
starting/stopping.
3.12 February 2014
1. Opportunities now have a new field called “Total Paid” that is automatically updated from
payments and refunds. Allows for deposits and payment in full processes to be setup.
2. Added new Payment Form option “Send Receipt By”. This provides an easy way of setting
which Payment Forms receive full receipts, vs. those that only receive partial receipts. For
more information, please see the “Sending out receipt options” section of this manual.
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3. Progress bars added for almost all batch processing jobs. This provides a near real-time
update on where the job is upto.
4. Memberships - If renewing from link and change last name then used to give an error
message regardless of membership number/search by being enabled. No will only give error
if membership search by enabled.
5. Corrections when a very long payment option were used in conjunction with subscriber
groups that resulted in an error being reported – names are now truncated to 80 characters.
6. Correction of job title not updating to Contact on processing. Now updates are applied.
3.10 January 2014
1. Added upcoming events widget. Please see the Upcoming Events section of this
manual for more details.
2. Added ability to have social media likes available on payment forms
3. Added mobile responsive support for payment forms
4. Enabled configurable fields for Receipt date section on receipt and membership
confirmation/renewal forms. This field can be maintained through “receiptDate”
fieldset.
5. Credit Card Expiry dates are now stored in full format making managing of upcoming
expiries easier
6. Events registration updates to allow “Once-off Authorise” and to update ticket
numbers for “Auth” type transactions.
7. Correctly to false positive reporting of security access to Subscriptions and Account
Subscriptions.
3.9 December 2013
1. Support for Internet Explorer 11
2. Further enhancement for language translations
3. FieldSets for Receipt and Membership Confirmation/Renewals address fields
3.8 December 2013
1. Added opportunity line item/products to opportunities for Shopify integration where
“Create Opportunity Line” checkbox is selected on the Merchant Facility
2. Stronger enforcement of profile security when doing database updates
3. Corrections to Member Type selection on Family (Subscriber Group) type
memberships
3.7 November 2013
1. Added Soft Credits to Manual Payments – See Non Profit Section – Soft Credits in
this user manual for more info
2. URL Parameter ?lang=xxx defaults to sites locale if none specified.
3. Updates to recurring payments, including direct debits with last payment dates. Now
uses the transaction date, vs. the date batches are closed off.
4. Sites Sub domains now supported with custom UI.
3.6 November 2013
1. Checkout and manual payment now populate all fields in the Payment Txn from
similar field names on the related contact record. This include custom fields on the
form.
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2. Invoice, Confirmation, Renewal Notices, Receipts. Changed address format to
Uppercase. All forms now use fieldsets for address section. Invoicing long format
available.
Account Subscription – Membership No. is now correctly printing.
3. Recurring Payments. If payment day is blank, then uses last payment date (day).
Previously always made this the first day of the month.
4. Subscription Issues. Added new tab to make easier management, updated to have
warning if not current issue on payment generation and mailout generation, plus
provided button to quickly set.
Cloning of subscription issue resets system maintained fields, such as last batch
number.
Added charts to subscription issue page.
5. Direct Debits. Cloning of Direct Debit batches resets system maintained fields, such
as Status, Number in Batch etc.
Status is marked as completed if all transactions are marked as complete or error.
Counters for number of transactions completed or in error added.
3.5 November 2013
1. Refunds. Allows for entry of number of days subscription to refund.
2. About AAkonsult Payments – View training courses now shows the training course
registration screen.
3. Merchant Facility Tab – Run now for batch processor, recurring processor now have
hover warning not to click multiple times and display a warning message.
4. URL Tokens for Opportunity Create now assigns Opportunity Contact role – related
contact.
5. Added Invoice Text to Payment Form and updated Payment Schedule Invoice Email
template to use this text. Also Allowed option on invoice body to use the full layout
(layoutType = FULL)
3.3 November 2013
1.
Added “lang” URL parameter so translation workbench can have multiple
languages for different sites.
3.1/3.2 October 2013
1. Direct Debit sign up from public facing online form. New Direct Debits can be
accepted online and after internal approval will end up being included in future Direct
Debit runs.
2. Membership updates
a. Prorated fees on signing up. Allows for fees to be adjusted by the number of
days to a configurable option to one of: End of Month, End of Quarter, End of
Year, End of Fiscal Year
b. Memberships/Subscriptions now include a count of number of days a person
has been a subscriber, total amount charged to subscriber/paid and
outstanding, number of days between the last break and re-joining.
c. Membership Amounts of $0 now catered for on checkout when used in
“Manual” Mode.
3. Payment Schedules
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4.
5.
6.
7.
a. Now allows for invoices to be sent. Pre-defined workflows and email/invoice
template included.
b. New status introduced “Payment Schedule Start” and is updated to “Awaiting
Payment” by batch processor. This allows for “Pay Now” links to be included
with invoice.
For more information, please see the “Payment Schedule” section of this
manual.
Import files. This new feature is introduced with this release. It currently allows for
Payment Schedule invoices to be paid for by BPAY. Uploaded files are automatically
matched with outstanding payment schedule invoices.
For more information, please see the Importing Files in the “Payment Schedule”
section of this manual.
Receipts now allows for a user defined name to be included. This is useful when a
purchase or donation is donated and organisations want to adjust who’s name is
shown on the receipt.
URL Token creations for Accounts, Contacts, Opportunity, Campaign, Campaign
Members and Cases. Simply check the “Create URL Token” and a URL Token will
be created. Sample workflows included to set automatically. Please see the section
in this manual called “Emailing URL Tokens” for more information.
Disable Custom Indexes checkbox added to Payment Txn. This enables
organisations an option whilst waiting for Salesforce.com to add custom indexes
when more than 100k contacts or accounts reached.
3.1 September 2013
1. Introduction of new PxFusion Payment Gateway offering. This enables support by
more banks, in particular those in New Zealand. Also offers a 3D Secure option for
those organisations that need this.
2. New recurring option “On Shipment”. This is useful for organisations such as wine
clubs etc. that have members that only need to be charged when deliveries are
ready.
3. Added support for date formats and currency formats to mail merged PDF
documents such as receipts and renewal notices.
2.11 August 2013
4. Receipting enhancements. There have been quite a number of changes made to
receipts and membership renewal/confirmation notes, these include:
a) Ability to specify receipt colours (on the Merchant Facility)
b) Ability to embed mail merge fields in receipt body. For example, “Dear
{!AAkPay_Payment_Txn__c.AAkPay firstName c}”… The existing “Dear
{firstname}” has now been removed.
c) Provide ability to configure transaction summary sections. New fieldset
(receiptPaymentInfo) on Payment Txn.
d) Receipt and membership renewals/confirmations emails are now able to be
cloned and the body of the email updated.
e) The address shown can be user specified with either Mailing or Other.
f) Updates to Account/Organisation Name print under more conditions.
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For more information on these updates, please consult the receipting section of this
manual.
5. More configurations options for checkout user layout. These include:
a) Ability to re-order sections on the screen. The fieldset “checkoutOrderSections”
is used to re-order sections
b) Ability to configure/update all sections, including transactions details and
Payment Details. Fore new fieldsets (checkoutPaymentDetails,
checkoutPaymentCCDetails, checkoutPaymentComments,
checkoutTransactionDetails) added to Payment Txn Object to enable this.
c) More custom / user defined sections have been added, bringing the number up to
6.
d) Message added after confirming details to guide users into pressing the “Pay
Now” button.
e) Membership Search by Membership number now updates City and Country when
IP Defaulting being used.
For more information on customising the checkout layout, please see the
“Customising Sections and Fields” section of this manual.
6. Checkout Manual Mode. The checkout User Interface can be used in manual mode
when used internally (as Salesforce CRM user). The enables easy manual
payments for Event attendances and for Subscriber Group memberships (Eg. family
members).
For more information on this option, please read the “Events – Manual Payments” or
the “Subscriber Groups – Manual Payments” sections of this manual.
7. Large Donation Workflow. If the total amount paid is greater than the large donation
amount specified on the related Payment Form, then the related donor care person is
send a notification email. This option now changes the Payment Form owernship to
the donor care person
8. Token charge now works with/without contact being specified. Special handling for
Accounts only being specified.
2.10 July 2013
1. Run now option added to Merchant Facility – Recurring Payment Processor and
Background Payment Processor
2. Correction to Subscriber Group memberships where members were getting mixed up
between payment transactions
3. Memberships/Subscriptions – A new membership/subscription will get created if the
related Payment Form name is different.
2.8 July 2013
4. Added new Recurring Payment Record Type “Payment Schedules” which enables for
a schedule to be setup to notify payees that a new payment is due. For more
information, see the “Recurring Payments” – “Payment Schedule” section in this user
manual.
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5. Subscription renewals will now use the correct Person Account address.
6. Events/tickets minor updates to better manage all attendees being required to
register their individual details
7. Subscriptions/membership refunds – Updates to show payments and negative value
and to not increment subscription by another period.
8. Individual/bucket contacts are automatically udated to Accounts and Contacts should
the payee make a payment related to a Company.
2.7 June 2013
9. Added Event Type “Tickets and Specify All Attendees”. Also minor UI updates to
Events, including help text for ticket types, position of ticket information on
registration screen.
10. Update to family memberships to correctly process memberships where non primary
person ends up being the person renewing
11. Update banking report to use a new “Banked Payment” field to differentiate
transactions that are successful, vs. those that are in Error, but will be credited to
bank account.
12. Time based workflow templates setup to allow for exception emails on Batch
Payments Processor should it stop working or not be restarted.
13. Add a validation rule on Site URL to have “/” at the end.
2.5/2.6 June 2013
1. Print email receipt updates to cater for Person Accounts and related Subscriptions
and Account Subscriptions.
2. Updates to ensure AAkonsult Payments work better with other installed
AppExchange Packages
2.4 – June 2013
1. For subscription issues, mailout address details are now generated and related to the
particular issue. Four new reports have been created for mailout management.
These are all subscribers that have purchased as single issue, all subscribers where
this is their last issue to receive, all subscribers with multiple copies and all
subscribers for this issue regardless of number of copies or final issue.
2. Subscription issues now support multiple copies. The number of copies requires a
manual update and is not currently driven from the online checkout.
3. Free memberships support for memberships processed through the manual
payments option. This is useful for gifted membership or life membership types.
4. For new members, they can now go through an approval process. New buttons have
been added to the Account Subscriptions and Subscriptions list views and page
details to allow for quick and simple approval or one or multiple members at once.
5. For new approved members and renewing members, a membership confirmation
PDF can document be generated and emailed to subscribers.
6. For contacts, account subscribers and subscribers, a “Print Email Receipt” field is
maintained automatically. This will have the “Merchant Facility” Receipt email value
if the contacts email address is blank, or will have the contacts email if it is available.
This is used for workflows to either send details directly to the contact or if no email
address is on file, these emails can go to an internal staff member. This is
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particularly useful for membership renewal notices so that staff can print and mail out
renewal notices if an email address is not on file.
7. Membership/Subscriber renewals now generate a PDF attachment providing a more
professional and better looking renewal document
8. Receipts have been updated to not print bucket account names (eg. “Individual”) or
account names if they are the same contact name. Some other minor were made to
styling.
9. Minor User interface updates. Save button no longer appears twice on family
memberships, removal of flicker for family memberships, membership No. defaults in
with renewal URL token
10. Special processing and handling when more than 100,000 contacts are on file.
Updates to installation manual for specific instructions for organisations that have or
are likely to have more than 100k of contacts or accounts.
2.3 – May 2013
1. Introduction of Subscription Issues management. Added ability to support
subscription types of style magazine/publication where the subscription is based on
issue number, vs. the length in months of the subscription. For more details, please
see the “Subscriptions – Magazine/Issue No. style” section.
2. Refunds for Manual Payments. Refunds have been updated to also work with
Manual Payments.
2.2 – April 2013
1. Recurring Payments. Added frequency option of “Bi-Monthly”, user defined options
for No. of days and “One-off Authorise”. To use user defined option number of days,
simply add new picklist values that are numeric into the frequency, eg. “5” for 5 day
increments.
2. CCV is not required for internal (Salesforce CRM users). This allows for postal
pledges/payments where no CCV is provided. Issuing banks may/may not allow
these transactions though.
3. Manual Payments now support “Donations With” payment option.
4. Memberships types (aka Payment Options) now support a status that enables
membership options to be offered online, internal only or made inactive.
2.1 – March 2013
1. Receipt Item Text updates. The section at the bottom of the receipt has the Payment
Txn “Payment For” value. The following enhancements have been made to provide
more flexibility and options for Payment For. These are:
o Added “Receipt Item” field on the Payment Form record. This will be used if
no URL Token or URL parameter field for “PaymentFor” is used.
o Added URL Parameter “paymentFor” to Manual Payments.
2. Opportunity Name. The name is now made up of the text from the Payment Form
Tab – “Payment Form” field, concatenated with payees name and date of the
transaction.
3. Opportunity Record Type. You can now specify the Opportunity Record Type on the
Payment Form entry. If specified, the opportunity created will use this record type.
4. Checkout Appeal Items for Internal Users. For internal users (checkout accessed
from within salesforce), the options available in the picklist will be for all Campaigns
that are Active and have a start date before today and an end date after today. For
internal users there used to be the requirement of making the campaign “Published
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on Web” set to true. For external users (public website), the Campaign “Publish on
web” checkbox must still be selected.
5. When using Account Matching of “Contacts and Organisations for Non-profits” in
conjunction with Create Opportunities, “npe01__Contact_Id_for_Role__c” is now
updated with the primary Contact Id. This enables the Non Profit Starter pack to
operate better with AAkonsult Payments.
6. Donation With enhancements. Tax is no longer calculated on the “donation” part of
the transaction. In addition, if a donation is given with a payment then the receipt
now has a note detailing the donation amount.
2.1 – February 2013
1. Events Management Option. Including multiple tickets types, Events Calendar,
registration of single or multiple persons, add-to-calendar and more.
2. Direct Debits Option. For Australian banks. Setup of recurring Direct Debits from
within Salesforce.com, Extract for processing, Updates of exceptions and posting.
3. Shopify Integration Option. After an order has been paid for in Shopify, Salesforce is
updated with the order header and line items details.
4. Roll your own theme – Custom UI Option. Users have always been able to select
from 22 different themes, now they can create their own colours and styles through
jquery themeroller (http://jqueryui.com/themeroller/).
5. License Manager. Events Management, Direct Debits, Shopify and Custom UI are
additionally licensed options. These require a license key and expiry date from
AAkonsult.
6. Family Memberships (Subscription Groups). This enables for entry of all subscriber
members (eg. Members of a family) at the time of subscribing to a membership and
updating during renewal. This feature also allows for allocating (manual or
automatic) of voting rights and primary contacts.
7. Batch Processor. A background processor runs every 10 minutes to start the
matching/reconciliation process. As this is run by an internal user, this means that
details of Contacts can now be updated if the appropriate settings are enabled on the
Merchant Facility Tab. This also means that if a person making a payment updates
phone or address details then the Contact will now reflect the latest details.
8. Matching/Reconciliation enhancements. A new matching criteria for “Phone” has
been added. In addition matching has been improved by removing spaces and nonnumeric characters in phone numbers when comparing.
9. Suggested Donation buckets has been increased from 3 to 5.
10. The ability to specify a Campaign for Subscribe to Email is now available.
11. If a subscription/membership payment is linked to a recurring payment and one of
payment fails more than the specified threshold number of items, then the recurring
payment is suspended and the subscription is ended.
12. Payment Options can now be ordered in the checkout picklist.
13. When using Account Matching of “Contacts and Organisations for Non-profits” in
conjunction with Create Opportunities, then the Primary Contact Role is no longer
created as this doubles up with the default settings in the Nonprofit Starter Pack.
14. Manual Payments – retURL. A new URL parameter has been added to enable
organisations to specify where the user will be taken to after a manual payment has
been made.
1.15 – October 2012
1. Added PayPal Support to enable more options for collecting payments. Works with
PayPal accounts that support Express Checkout.
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2. New Payment Method options provided. This includes the ability for a payee to
select to be invoiced, or to post in payment (eg. Cheque/Money Order), to pledge a
payment or to nominate they will pay by direct bank transfer.
3. Added Payment Express PxPay support. This enables customers to use a Direct
Payment Solutions hosted offering enabling customers of AAkonsult Payments to
have much simpler payment industry compliance, or for customers that banks require
a hosted only option.
4. For recurring payments, a new option to update expiry date has been added. This
simplifies expired card update processing as the payee only needs to provide the
new expiry date and all of the card and CCV details.
1.13 – July 2012
1. Number of Card Retries is now user definable. If the card fails more than the retry
count then the recurring payment goes into a suspended status.
2. Credit Card Type field is no longer required. The type is determined from the Card
Number. In addition, card number validation is done within salesforce.com before it
is submitted to the payment gateway saving transaction costs and improving speed.
3. Memberships start dates can be set to round up/down to 1st/last day of month, or
based on payment date
4. The Pay Now button will default to “Donate Now” if Payment Form is of type
donation. This field will also be able to be user defined. The message on the
confirmation page has changed if the Payment Form is of type donation as well.
5. Object. This allows you to use the recurring token to make an additional payment.
This could be useful when a person is sponsoring a child and they want to give an
extra donation for a birthday, or a rental organisation and the equipment is damaged
so they need to charge for the excess.
6. Credit Card Masking is updated to have selectable format, including 4X….4X
7. URL parameters on Amount for Refunds. This allows for custom visualforce pages
to be written in front of the payments process and then to pass the value to
AAkonsult Payments to transact the refund.
8. You can now make “Credit Card Token” payments from the Recurring Payment
9. Showheader and sidebar can be passed into all internal forms allowing for the
header/sidebar to be hidden.
1.12 – June 2012
1. URL Tokens feature added for added security and simplification of URL parameters.
This feature also allows for a simple way of sending membership/subscription
renewals for a link to pay, or for sending invoices with a pay now link.
2. Multi-currency on checkout form now allows for different currency symbols. EUR - € ,
GBP - £, Others - $.
3. Discounts are now supported. These can assigned in the Account Subscription,
Subscriptions or URL Parameters.
4. Regular Payment Processor update to enable more than transactions per day. A new
Payment Form option “Recurring Payments Type” of Regular created to cater for
this option.
5. Added Weekly, Fortnightly options to Regular Payment Frequency.
6. When selecting a new Payment Form or Payment Setting as Primary then previous
primaries are deselected.
7. Added option to allow going back to (user defined) previous page before checkout
form
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8. Updated manual payments to share more of the checkout URL Parameter/URL
Token options.
1.11 – May 2012
1.
2.
3.
4.
5.
Updated styling for help tooltips to be more aligned with theme selected
Added pre-authorisation and authorisation complete functionality
For Tax Included Amounts, now show value of checkout screen
Added CAPTCHA functionality
Added Campaign Member Status and associated payments with Campaign if
specified
6. Updated About AAkonsult Tab to generate sample data and forms.
7. Added Dashboards and more Reports.
1.10 - April 2012
1. User interface change to section headings on payments and confirmation form
2. Tax Calculations added. This includes calculations as additional to amount charged,
or tax is included in amount charge or tax is not calculated/shown.
3. Surcharge percentage used is now stored on payment transaction
4. Matching updates on Company Name search. Now excludes parts of the name such
as “Pty”, “Limited” etc. so as better locate two companies that are the same.
5. Added new matching run “Account Name + Last Name”.
6. Chatter updates. This is available for internal transactions as this stage due to
salesforce.com restrictions. Chatter updates can be automatically generated for a
Payment made, Large payment, First payment by Contact, First payment by Account,
First Payment Form by Account, First time Subscriber, Renewing Subscriber or New
recurring payment
7. New URL parameters added for payment form:
a. HidePayFrequency - URL parameter so that monthly payments can be setup
requiring the option of showing selection on the screen.
b. PayFrequency – new URL parameter to default payment frequency.
c. paymentOptionIdReadOnly. This URL parameter is normally used in
conjunction with PaymentOptionId. Using this parameter allows for the
payment option to be pre-selected and shown, but does not allow the user to
change the defaulted parameter
d. customField[1,2,3]Name, customField[1,2,3] allows for 3 different custom
fields to be updated by URL value passed in a URL parameter.
8. Payment Options now allow for Payment Frequency and Freight Amounts to be
specified at this level.
9. Subscription/Membership updates. Subscriptions are now tied more closely with
recurring payments. This allows for example, a 12 month magazine subscription to
have 12 equal monthly payments.
Subscriptions also have the ability to allow for automatic renewals.
10. Recurring Payments have an optional end date. If an end date is specified and the
end date has passed, the subscription status will be automatically changed to
“Expired” (unless automatic renewal is specified).
11. Refund payments. A separate workflow and email template is now setup for refunds
so that the person refunded gets a different message to that of making a payment.
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1.9 – February 2012
1. Simple freight capabilities added, allowing administrators to setup a default freight
rate and to have that added to all transactions.
2. Changes to the way defaults managed for picklists/multi-picklists on checkout giving
more flexibility and administrator control over what is shown/defaulted.
3. Added ability to enable/disable day of month selection for recurring transactions.
4. Enable/Disable day of month selected added for payment frequency.
1.8 – January 2012
1. Account Level Memberships added enabling organisations to have a membership
and all of their staff to be considered as part of that membership.
2. Multi-currency support added. Allows for different currencies to be processed, as
well as the ability to show and/or user select payment currency. Support for
organisations with/without salesforce.com multi-currency enabled.
3. Two levels of credit card surcharge by card types added allowing organisations to
recover the credit card fees charged.
4. Custom Sections added allowing administrators to create their own salesforce.com
custom fields and add them to the checkout page. This enables for items such as
agreeing to terms and conditions, short surveys etc.
5. Now using geonames premium giving better response and better security.
6. Error Log added in the event of any unexpected errors, system administrators can be
notified and details of the error store for further analysis.
7. FieldSets used for checkout, manual payments, credit card updates. This allows for
drag/drop page layout changes and also allows for user configurable required field
settings
8. Custom labels now used for all text and messages. This enables custom language
translations to be setup
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