How to setup and process Standing Orders.

In BBEC Standing Orders are implemented as a Recurring Gift payments. A recurring gift is a donation with a specific amount that is processed at a specified intervals of time. In addition to Standing Orders, the recurring gift payment process can also handle Credit Card and Direct Debit payments.

This document covers instruction on:

-Ongoing changes

  • Adding a new Standing Order to a constituent record.

This section also includes instruction on how to add a new Financial Institution.

  • Updating an existing Standing Order which includes updating:
  • Status, such as, active, completed, or terminated.
  • Designation
  • Amount and
  • Bank account.

-Monthly Process:Processing Standing Orders after receiving Bank Statement.

Standing order ongoing changes: add/edit/delete

Adding a new Standing Order to a constituent record.

  1. Open the constituent record to add a Standing Order.
  2. From the left side of the screen, under tasks, click on Add recurring gift.

This will open up the Add a recurring gift form.

  1. Fill in the following information (and leave other fields blank):

  1. Constituent: this comes already set to the constituent you are adding the recurring payment.
  2. Date: Current date.
  3. Amount: The amount of the recurring gift.
  4. Appeal: Type the default appeal for recurring gifts. UKSO
  5. Designations: Type the lookup id of the designation this recurring gift will be for.
  6. NOTE: To give to their Missionary Code, enter DEFAULT
  7. NOTE: If the donor would like to give to multiple designations, click on the word: “Designations”. This will open the split designations form to let you type the list of designations and the amount to apply to each designation.
  1. Revenue category: Select “Mail Income” from the drop down list.
  2. Frequency: Select which applies from the drop down list.
  1. Starting on: Type the date where the donor would like the Recurring Payment to start on.

Note: The starting on date cannot be prior to the Recurring Payment setup date (the date you typed at the top right of the form).

  1. Ending on: type the date where the donor would like the Recurring Payment to be terminated.

Note: If the donor does not specify an end date, just leave this blank.

  1. Check the “Pay instalments automatically by:” box and select Standing order from the drop down list.
  1. Account: Select the Financial Institution that will process the Standing order.

Note: If there is no Financial institution listed or to add a new Financial institution, click on the add button next to the drop down list button (see below). Otherwise, skip to the step (L).

This will open the “Add financial account” form.

  1. Financial institution: field, click on the search button.

This will open the search financial institution search form.

  1. From the Financial institution search form, Click on the Add button.
  2. Fill in the highlighted bank information below.

  1. Click on save. This will put the new Financial Institution in the search form result.
  2. From the Financial Institution select the new financial institution you just added and click on Select. This will take you back to the Add financial account form.
  3. On the Add financial account form, fill in the Name on the account, account number, select the Account type (usually Checking), and set the EFT status to prenotify.
  4. Click on save. This will bring you back to the Add recurring gift form. It will also fill the Account: field with the name of the new Bank account you just finished setting up.
  1. Standing order has been setup: If the SO is already setup with the bank, check this box.
  2. Setup on: Type the date where the SO is was set with the bank.
  3. Note: leave the “Automatically generate reference number” and “Send reminders” boxes checked.
  1. Click on Save.

Updating an existing Standing Order

  1. Search for the constituent you’ll be terminating the recurring gift.
  2. Click on the Revenue and Recognition task.
  3. Click on the Recurring gifts tab.

This will show you a list of all recurring gifts setup for this constituent.

  1. Select the recurring gift setup you’d like to work on.
  2. Click on Go to recurring donation.
  1. To terminate a recurring gift:
  2. Click on Edit Status task and select the desired status. To terminate, select the Terminated status.

  1. Enter an end date – the last payment made
  2. Click on Save.
  1. To update the amount, date, designation, and frequency:
  2. Click on the Edit recurring gift task.

This will open the Edit recurring gift form.

  1. Update the desired fields and click on Save.
  1. To update payment information, such as Account number:
  2. Scroll down to the “Payment information” section and click on Edit.

This will open the Edit payment information form.

  1. Update the desired fields and click on Save.

Processing Standing Orders after receiving Bank Statement.

Compare expected payments with bank statement
  1. From the Analysis functional area, click on Query.
  2. Search for “UK active Standing Orders” query.
  3. Select the query.

You can also add this to your Shortcuts on the left Explorer bar of BBEC for easy access in future

Click on Edit Definition at the top left

This will open the query editor window.

  1. Click on the Preview results tab.
  1. Compare the result from the query against the statement you got from the bank.

Note: if there is a need to terminate, update, or add a new recurring gift setup, use the above instruction to update the Recurring Donations on Constituent records.

  1. To go to a specific record hit ‘Browse’
  1. Choose ‘Revenue Transaction Page’

You will see the Query results at the bottom of the page, and the recurring payment records at the top, so you can scroll through them one by one, or jump to a specific record by double clicking it in the list.

  1. Repeat the above steps until all discrepancies between the query result and the bank statement are fixed (by editing the individual recurring payment records as needed, for situations where the donor did not just contact you directly).
  1. Compare the total amount expected in the query with the total received in the bank statement to verify they match:
  2. From the Analysis functional area, click on Query.
  3. Search for “UK active Standing Orders TOTAL” query.
  4. Select the query.
  5. Click on ‘Click here to process the query and view the results”
  6. Verify that the amount displays matches the total received on the bank statement

The results of the query should now perfectly match your bank statement!

Create payments: Export query into Excel and Reimport into BBEC
  1. Once you all discrepancies are fixed, from the bottom of the Query editor window, click on Export to Excel button.

This will open the Save As windows dialog box.

  1. Click on Save.

Note: You can also update the name and/or folder where the file is to be saved.

  1. Open the Excel file you just saved.
  2. Delete the duplicate “Base currency ID” column.
  3. Remove any currency symbols from the “Amount” and “Applied Amount 1” fields. These fields need to only carry numeric values.
  4. At the end of all columns (usually after the QUERYRECID column), type “TypeCode 1” as a new column header.
  5. Fill 0 on all rows for the TypeCode 1 column.
  6. Click on File, Save As and type a name for the file.
  7. From the Save as type: drop down list, select CSV Comma Separated Value.
  1. Once the file is saved, you’ll need to import the content of this file back to BBEC as a Revenue batch.
  2. On BBEC, go to the Administration functional area and click on Import.
  3. Click on UK Standing Order import.

This will take you to the main export page for the UK Standing Order import process.

  1. Click on the Edit process task.

This will open the Edit import process form.

  1. Set the Import source drop down list to “Local file”.
  2. For the File: field, click on the upload button.

This will open the “Open” file dialog box.

  1. Select the CSV file you created and click on Open.

This will attach the file into the import process.

  1. Click on the Map fields tab.
  2. Click on Auto-map.

This should map the following fields:

-Lookup ID

-Constituent

-Amount and

-Date

-Standing order account

  1. Scroll down to locate the, Revenue streams row.
  2. Click on the Map collection field button.

This will open the Collection field column map form.

  1. Click on the Auto-map column.

This should map the following fields:

-Constituent ID 1

-Constituent Name 1

-Applied Amount 1

-TypeCode 1

-Application lookup ID 1

  1. Click on OK.
  2. Click on Save.

If you are prompted to overwrite an existing file with the same file name, click on Yes.

  1. Click on Start process.

-The process will start to import the records from the CSV file into an actual Standing Order batch. Note: the Batch created: field will display the Batch Number that is assigned to the imported gifts.

-Depending on the number of gifts you’ve in the file, this process may take a few minutes.

-Once complete, the status will update to ‘Completed’ with a green checkmark.

  1. When the process is completed, click on the Go to batch entry task.

This will take you to the batch list page.

  1. Locate the new batch that is created by the import process.
  2. Open the batch and check all records. Validate and update projected totals.
  3. Once you are okay with the records in the batch. And also all validation issues are resolved, save and close the batch.
  4. Commit the batch.

All the payments for this month’s standing orders are now on the appropriate constituent records. Have a cuppa!