Paya Payment Solutions

Paya Payment Solutions (SPS) is the Millennium add-on component that makes it possible for your organization to electronically process credit cards and bank drafts. Millennium works in tandem with a series of web sites to store sensitive account information in a secure entity called the 'Vault', and to use this information to electronically process Gift or Dues transactions or event registration fees that are paid by credit card or by draft on a bank account. If SPS is activated, your organization can also automatically create and electronically process recurring, scheduled transactions such as pledge payments. In addition, if you use a different payment service but wish to store constituents' credit card information for historical purposes,Paya Payment Solutions offers a free Vault Only account for this purpose. (In compliance with Payment Card Industry Data Security Standards, complete credit card numbers are not stored in the Millennium database itself.)

System Options Setup

Multiple Merchant Accounts

When the SPS module is purchased, Paya Payment Solutions will give your organization an account ID and a account key for each merchant account that you will be maintaining.

Some organizations maintain only one merchant account through which all credit cards and bank drafts are processed. Others maintain more than one merchant account so that they can use different accounts to process different types of transactions (gifts, dues, or event registration fees), or transactions made for different purposes.

If your organization maintains multiple merchant accounts, you can assign different merchant accounts to different purposes as desired using the Chart of Accounts. However, there are one or two important account designations that you must make. First, one merchant account must be designated as the default. This default account will be used if a gift or dues transaction's purpose does not have a merchant account explicitly associated with it in the Chart of Accounts. Only one merchant account can be specified as the default account at any given time. Second, if your organization collects event registration fees, you must also designate a merchant account to be used for processing these. Again, only one merchant account can be used for this purpose, though it can be the same as the default account. The System Options topic includes detailed instructions on how to set up your merchant accounts.

Note: For organizations with multiple SPS accounts, when a multiple-allocation transaction is entered, the entire transaction will be processed through the SPS account that is associated with the primary allocation.

Save for Future Use

Decide whether your organization will allow users to save constituent account information to use for any donations that they may make in the future. This is a system-wide option and is set on the System Options screen. On the default merchant account, set 'Allow accounts to be saved for future use' to Yes if you want your users to be able to save a constituent's credit card or bank draft information, so that the next time that constituent makes a donation or pays an event registration fee via credit card or bank draft, a list of his or her credit card or bank account information is available from which to select. Set to No if you do not.

User Security Setup

Process Methods

Decide how your users will process credit cards and bank drafts. Available processing methods are Real Time and Vault Only, and are described in the Process Methods section of this document. An Millennium Group or an individual user can have access to one, both, or neither of the process methods. Process method access is set at the group level via Group Maintenance, and at the individual user level via User Maintenance.

Processing Tools

Decide what access your users will have to the Paya Payment Solutions Processing Tools. These tools include Pledge/Sustainer Payment Processing and Virtual Terminal, and are described in the Processing Tools section of this document. Permission to access these tools can be set at the group level via Group Maintenance, and at the individual user level via User Maintenance.

Chart of Accounts Setup

If your organization uses different merchant accounts to process transactions made for different purposes, then you must tell the system which merchant account to use for which purpose. A merchant account is assigned to a specific purpose via the Chart of Accounts. When entering a new Chart of Accounts record,use the merchant account drop list box to select the name of the merchant account that will be used to process credit card and bank draft payments linked to donations for this purpose . You may also edit an existing Chart of Accounts record (i.e., an existing donation purpose) to assign a specific merchant account to it. A specific merchant account does not have to be assigned to each and every entry in the Chart of Accounts table, however; if no merchant account is assigned, then the default account will be used to process transactions for the corresponding purpose.

If your institution maintains only one merchant account, then this is the default merchant account, and the account that will be used for processing event registration fees. Both of these options should be checked when you enter the merchant account information on the System Options screen.

Account Number Storage

The Vault is a set of web services designed to store data securely in accordance with Payment Card Industry Data Security Standards (PCI-DSS). Millennium inserts account numbers into, and retrieves account numbers from, the Vault through the EFTSecure Gateway.

When a Gift transaction, Dues transaction, or event registration fee is entered with a tender type of credit card or bank draft, Millennium uses SPS to store the credit card or bank account number in the Vault.

When the account number is stored, the Vault assigns a Global Unique Identifier (GUID) to the record. This GUID is stored in the Credit Card table. For subsequent transactions that use the credit card or bank draft record, Millennium uses the GUID to retrieve the credit card or account number from the Vault.

Secure Connection

Your institution must access Millennium through a secure connection (in the form of an SSL Certificate) if you want to store bank account numbers in the Vault (if an SPS or Vault Only account has been activated) or in the Credit Card table (if an SPS or Vault Only account has not been activated). Bank account numbers in the Credit Card table will be stored in encrypted form.

A secure connection is not needed to store credit card numbers in the SPS Vault (and remember, credit card numbers are never stored in the Millennium Credit Card table).

Process Methods

Real Time

Credit card and bank draft records entered with the Real Time process method are processed immediately upon entry, and the credit card or bank account number is stored in the Vault at the same time. This process method is available for gift and pledge payment transactions and event registration fees tendered by credit card or bank draft. Real Time processing is the default process method for all users who have access to it.

If the account number is successfully stored in the Vault, and the credit card or bank draft is successfully processed and approved by the credit card company or banking institution (in other words, verified), an approval code is generated and saved in the credit card row.

If the credit card or bank draft is successfully processed, but declined or rejected by the credit card company or banking institution (in other words, not verified), you may choose to correct the account information as it is entered into the Vault and then process again.

If Paya Payment Solutions has not been activated at your institution, the Real Time process method will not be available to your users.

Vault Only

The Vault Only process method is primarily used to store credit card and bank draft information for historical purposes. In this method, the credit card or bank draft account number is stored in the SPS Vault, but the credit card or bank draft itself is not processed (i.e., no attempt is made to withdraw funds from a bank account or to charge a credit card with the transaction amount).

Credit Card and Bank Draft Data Maintenance

The Giving Data Maintenance topic describes in detail how to enter a Gift or Dues transaction.

The Event Income topic describes in detail how to enter an event registration fee, and how to enter the Credit Card or Bank Draft information for this fee.

The Gift and Dues Tender Types, Credit Card, and Bank Draft topics describe in detail how to enter the Credit Card or Bank Draft information for a Gift or Dues transaction.

When you enter credit card or bank draft information, Paya Payment Solutions will attempt to save the credit card or bank account number in the Vault regardless of what process method you choose (unless, of course, you choose None). If this fails, you are given an error message. Click OK to return to the Credit Card or Bank Draft Insert Form. At this point you may make changes to the credit card or bank draft information and try again, or click Cancel to return to the Constituent display.

If a credit card or bank draft transaction is entered with the process method set to Real Time, Paya Payment Solutions will also try to process and verify the credit card or bank draft. If it fails, you are given an error message.

If you provide an email address (either one that you enter, or the one the system auto-populates by default) on the insert form when processing a payment, the donor (or person who pays the registration fee) will receive a confirmation email when processing is completed.

If your institution allows users to save account information for future use, and you enter credit card or bank draft information for a constituent who already has an account on file, you will be given a drop-down list of available accounts for the constituent. If you select one of these, the relevant account fields on the Insert Form will be automatically populated with the saved account's information. The Credit Card Number (or Bank Account number in the case of a bank draft) will display, masked with asterisks. You can edit any of this information from the Paya Payment Solutions secure input form. If Save for Future use is checked, and changes are made to any of the account information, the information that was previously stored in the Vault will be removed and replaced with this new account information.

If your institution does not allow users to save account information for future use, the Save for Future use and Accounts on File controls will not display on the Credit Card and Bank Draft Insert and Update forms.

Paya Payment Solutions Processing Tools

The Paya Payment Solutions Processing Tools are available via Millennium Explorer. To reach them, select Tools>SPS. The following options are available:

• Process Pledges
• Account Updater
• Virtual Terminal

If your system administrator has granted you the rights to use Pledge/Sustainer Payment Processing or Virtual Terminal, you can follow these links to the tools; otherwise you will receive a message that your user ID is not authorized to use these features. The Account Updater feature requires system administrator privileges.

Pledge Payment and Sustainer Pledge Payment Processing

If your organization has pledges and sustainer pledges tendered by credit card or bank draft, the Pledge/Sustainer Payment Processing tool determines when the next payment on these pledges is due, creates a pledge payment for the amount due, and charges or debits the appropriate credit card or bank account for the pledge payment amount.

Pledges with multiple allocations cannot be processed through the Payment Processing tool. They must be manually processed.

Instructions

1. Access the Pledge/Sustainer Payment Processing page by using Millennium Explorer, Tools > SPS > Process Pledges.

2. To process payments from a previously created worktable, click Workfiles. (For notes on how to create a payment worktable, see Creating a Payment Worktable, below.)

   1. The Load Table form displays, listing every worktable that your User ID owns.
   2. Select the name of the worktable that you want to use.

   3. Click Accept.

      Other buttons on the Load Tables form:

      Cancel closes the Load Tables form.

      Deletedeletes the selected worktable. A confirmation message will be shown before the system deletes the worktable.

3. If you want to select payments to process by using the other options shown on the page:

   1. Select Process Giving? to create payments for pledges in the gift table.

   2. Select Process Dues? to create payments for pledges in the dues table.

      Note: You can process payments from both tables at the same time.

   3. Select Process Credit Cards? to process payments for pledges that were set up with a credit card tender.

   4. Select Process Bank Account Drafts? to process payments for pledges that were set up with a bank draft tender.

      Note: You can process credit card and bank draft pledges and sustainer pledges at the same time.

   5. Select Process Pledges? to create payments for pledge transactions (p).

   6. Select Process Sustainer Pledges? to create payments for sustainer pledge (sp) transactions.

      Note: You can process both pledges and sustainer pledges at the same time.

   7. Select a specific User Group from the Process for User Group box if you want to create payments only for pledges and sustainer pledges that belong to a single User Group.

   8. Enter a Start Date and Stop Date if you want to create and process only the payments that are due within a specific range of due dates. If you want to process payments for a single due date, enter the same date in both the Start Date and Stop Date fields. Type in the dates using the proper Millennium date format, or select dates using the Calendar control. If you want to process all pledge payments that are currently due, then leave both date fields blank.

4. Click OK.
5. The Pledge/Sustainer Payment Processing Tool will select the pledges to be processed based on the options you selected above, or the timekey in your worktable (if that was the option that you selected), and will display a summary report. This summary report will list the number of transactions by bank account and credit card type, and the total dollar amount for each account and credit card type. The report will also include a grand total transaction count and dollar amount summary.
6. You may process the selected transactions without viewing the details of each one by selecting Process, or you may view the details of each payment transaction being created by selecting Show Details.
7. For each transaction, the pre-processing detail report includes the id, name, billing address, credit card or bank account type, last 4 digits of the bank account or credit card number, expiration date of the credit card, due date of the payment, and the amount to be charged to the credit card or debited from the bank account (payment amount). Select Show Summary to close this detail report, or select Process to process the transactions.
8. Once the selected transactions have been electronically processed, a summary report will display on the Pledge/Sustainer Payment Processing Results screen. This report summarizes, by bank account and credit card type, the dollar amount of the transactions that were approved (and therefore paid to your institution), the dollar amount of the transactions that were rejected, and the total dollar amount of the paid plus the rejected transactions. This report also includes a grand total of the amounts paid, amounts rejected, and the sum of both paid and rejected. Select Print to print a hard copy of the summary report, or select Show Details to view the details of each transaction processed. Note that each dollar amount in the report is a hyperlink that will open a new window to display the details of the corresponding transaction.
9. For each transaction, the post-processing detail report includes the id, name, billing address, credit card or bank account type, last 4 digits of the account or credit card number, expiration date of the credit card, effective date of the main gift or dues transaction, and the amount that was charged to the credit card or debited from the bank account. If a transaction was rejected or declined, the reason is listed as well. Select Print to print a hard copy of the detail report. Select Close to return to the Pledge/Sustainer Payment Processing Results screen.
10. Exit the Pledge/Sustainer Payment Processing Results screen by selecting your next task from Millennium Explorer.

Creating a Payment Worktable

To create a worktable for use by SPS, you will need to create and run a report from Reporting before accessing the Pledge/Sustainer Payment Processing tool. The worktable's keyfile must be either the payments or the sustainer payments data table, so the first line of criteria must select records from one of these two tables. For sustainer payments, include a line of criteria that checks that susactive is set to 'Y' to insure that deactivated sustainer payments will not be selected. When you run the report to select the specified records, you must choose the option to save the workfile.

Account Updater

Access the Account Updater tool by using Tools>SPS>Account Updater. You must be a system administrator to use this tool. This tool imports updated credit card account information from the Paya Payment Solutions Account Updater, based on the dates you specify.

To import data from the SPS Account Updater, use the following steps:

1. Choose Tools>SPS>Account Updater from the menu.
2. Set the time range for the import by selecting a Start Date and a Stop Date. The Stop Date defaults to the current date.
3. Click OK to start the import process. The system displays messages to indicate the process is running and that it has completed successfully.

Virtual Terminal

Access the Virtual Terminal tool by using Tools > SPS > Virtual Terminal.

This tool will launch a new browser window and take you to the Paya Payment Solutions Virtual Terminal outside of Millennium. Here you can process and verify, one by one, your credit card and bank draft transactions. Close this browser window to return to Millennium.

Account Services Log

The Account Services Log stores the history of failed Paya Payment Solutions account storage and processing attempts in the account_services_log system table. Errors encountered when storing the account number into the Vault or when processing the transaction are written to this table. When a credit card company or banking institution rejects or declines the transfer of funds, this error is written to the account_services_log as well. The account_services_log table is available for reporting. The system administrator should monitor this table regularly.

Reports

Millennium's Financial and Giving Standard Library of Reports includes the following Paya Payment Solutions reports.

Report	Description
Credit Card Expiration Report - Giving	This report lists any Gift pledges and Dues sustainer pledges that are linked to credit cards that are about to expire.
Credit Card Expiration Report - Dues	This report lists any Dues pledges and Dues sustainer pledges that are linked to credit cards that are about to expire.
Bank-Credit Transactions Processed - Giving	This report lists those Gift transactions that were paid by Bank Draft or Credit Card and that were successfully processed and verified through Paya Payment Solutions today (i.e., the date the report is run).
Bank-Credit Transactions Processed - Dues	This report lists those Dues transactions that were paid by Bank Draft or Credit Card and that were successfully processed and verified through Paya Payment Solutions today (i.e., the date the report is run).
Credit Card Error History Report - Giving	This report lists any Credit-Card-paid Gift transactions that failed Paya Payment Solutions processing and verification.
Credit Card Error History Report - Dues	This report lists any Credit-Card-paid Dues transactions that failed Paya Payment Solutions processing and verification.
Bank Draft Error History Report - Giving	This report lists any Bank-Draft-paid Gift transactions that failed Paya Payment Solutions processing and verification.
Bank Draft Error History Report - Dues	This report lists any Bank-Draft-paid Dues transactions that failed Paya Payment Solutions processing and verification.

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