ProDon:Electronic Transaction Module - PaySafe

Introduction

The "Electronic Transaction" module allows you to save, cumulate and process transactions paid with credit cards or bank transfers. 

Electronic payments can be validated in 2 ways, on every transaction (instant) or in batch (at the desired time).

If the electronic payments are validated in batch, the transactions will be kept in ProDon, until the moment the batch is sent to Optimal, which will perform verifications on it the night following the transfer.

The electronic payment entry is always done in Optimal's interface and all the information is stored is a secured vault at Optimal. No credit card or CVV number (see Lexicon for definition) will be kept in ProDon.

After entering the payment information in the Optimal interface, a token is returned to ProDon. This token is a unique reference number that is assigned to the credit card information and this token can be kept in ProDon, in order to reuse the payment information in future transactions.

Adding/Editing/Viewing Electronic Transactions

To view the electronic transactions in treatment, go to the "Instant" tab of the "Transaction management".

A: The "To send" tab contains all the transactions to be sent to Optimal. To learn how to process the transactions of this tab, view this section.	B: The "Awaiting response" tab contains all the transactions that have been sent to Optimal batch processing. To learn how to process the transactions of this tab, view this section.
C: The "Accepted" tab contains all the transactions that were processed by Optimal and that were accepted, you must then transfer them. To learn how to process the transactions of this tab, view this section.	D: The "Denied" tab contains all the transactions that were processed by Optimal that were declined. To learn how to process the transactions of this tab, view this section.
E: The "Unknown" tab contains all the transactions for which there was a problem during the treatment. If a transaction is found under this tab, contact the technical support at Logilys.	F: Click on the button in order to add a new electronic transaction. After clicking on that button, this window opens.
G: To view or modify a transaction, double-click on the right transaction. After double-clicking on the transaction, this window opens.

Entering Electronic Transactions

After clicking on the button, the following window opens.
A: Search the client for whom an electronic transaction must be added.	B: Select the desired client. If the client does not exist in ProDon, see point D.
C: After selecting the desired client at B, click on the " Add a transaction for this client" button, this window opens.	D: If the client does not exist in the database, click on the " Add client" to add the client in ProDon before creating the transaction. To learn how to complete a client file, see the section "Client File Details" of the "Client Management" document. Once the client file is completed, this window opens.

After double-clicking on transaction to modify or after adding a new transaction, the following window opens. NOTE: To learn how to fill in the fields of the transaction, see the "Adding a Transaction" of the "Transaction Logging" document.
A: Select an Optimal instant payment method. After selecting an Optimal instant payment method, a window asking to save is displayed. After clicking on "Yes" to save, this window opens.  NOTE: When a donation is paid with a credit card from another country, it is required to specify the CVV. However, the CVV payment method is not available here, but it will be be possible to specify it in the Optimal payment zone..	B: By adding a transaction, the button allows you to decide whether the entered transaction is an instant payment or a batch payment. After clicking on the transaction addition button, this window opens. When modifying a transaction, the button allows you to view the payment information of the transaction. After clicking the transaction modification button, this window opens.
C: After entering all the transaction information, click on the " Confirm" button. After clicking on the button, the transaction is sent to the "Instant" tab of the "Transaction management".

Choosing the Electronic Payment Method

After selecting an Optimal instant payment method or clicking on the button in the transaction addition window, the following window opens.
A: By selecting the "Instant payment" option, the transaction is verified immediately and can be found under the "Accepted" or "Denied" tab of the "Transaction management". CAUTION: In the case of a bank transfer, it is possible that the transaction is accepted, because all the banking information is valid. However, it can be declined a few days later on NetBanx, because of insufficient funds.	B: By selecting the "Batch payment" option, the transaction can be found under the "To send" tab of the "Transaction management", in order to process it later in a batch.
C: By clicking on the  " Cancel" button, ProDon returns to the transaction entry window.

Choosing the Registered Token

It is possible the following window opens after clicking on the "Instant payment" or "Batch payment" button. If it is indeed the case, follow these instructions.

If the window displayed, after clicking on the "Instant payment" or "Batch payment" button, is not the following, view this section.

If a token had already been registered in the client file when entering a prior transaction, the following window opens after clicking on the button or after selecting an Optimal payment method, when adding a transaction.
A: Select the right token in the list.	B: After selecting the right token, click on the " Confirm selection" button.
C: If the tokens at A do not correspond to the payment method to be used, click on the " New" button to enter the new payment information. To learn how to enter new payment information, view this section.	D: The " Cancel selection" button allows you to return to the transaction entry window.

Entering Payment Information

If a token had already been created in a prior transaction, view this section.

After clicking on the "Instant payment" or "Batch payment" button of this window, the following window opens. The information of the client making the transaction should appear automatically.
A: This information must be entered, except for the phone number and the email address.	B: This statement only appears if the "Batch payment" option has been chosen in the previous window. In that event, the amount of the transaction will not be withdrawn right away and only a few pieces of information will be validated. To learn more about payments in log, click here.
C: After entering all the information at A, click on the " Confirm" button. After clicking on the button, this window opens.	D: By clicking on the " Cancel" button, ProDon returns to the transaction addition window.

After clicking on the " Confirm" button of the previous window, the following window opens.
A: Verify the information of the transaction.	B: Enter the payment information.
C: By clicking on the "Return" button, this window opens and the operation is cancelled.	D: By clicking on the "Pay now" button, the transaction is verified. If the transaction is accepted, this window opens. If the transaction is declined, this window opens.
NOTE: If the entered transaction is in batch, the amount at A will be $1. This amount is actually an authentification that allows for the validation of the card. This amount is not debited, it is only borrowed for more or less 24 hours.

Confirming the Transaction Processing

Following the transaction entry, the transaction can be accepted or denied. Here are the instructions to follow in both cases. 

Transaction Accepted

If the transaction is accepted, the following window opens.

Click on the " Close" button then return to the transaction in ProDon.

After clicking on the " Close" button, the following window opens.

This window allows you to decide whether or not the token of the payment information should be kept in ProDon for future use. By clicking on the " Yes" button, the token is kept in the file of the transaction in progress and in the client file of the person who made the transaction, in order to be able to reuse the payment information without having to enter it again in another transaction with the same client. By clicking on the " No" button, the token is kept in the transaction file, but not in the client file. You will have to specify the payment information again for the next transactions of this client. To learn how to view the payment information in a transaction file, see this section. NOTE: It is recommended to keep a token only for commitments or if the donor is a regular one. Since the probabilty is that if a donor does not make donations frequently; therefore, his or her credit card will be expired or invalid for future transactions.

Transaction Denied

If the transaction is declined, a window similar to the following one opens.

The " Yes" button allows you to revalidate the payment information immediately. The " No" button allows you to send the transaction under the "Denied" tab to revalidate the payment information later. Click here to learn how to process denied transactions. NOTE: It is advisable to choose the " No" button to look at the problem with the client or with Optimal.

Cancelling a Transaction

After clicking on the "Return" button of this window, the following window opens.

Click on the " Cancel" button to return to the transaction in ProDon.

Processing of Instant Transactions

"To send" Tab

If the payment method chosen in this window was "Batch payment", the transaction would be found under the "To send" tab.

This tab contains all the transactions to be sent to Optimal. You need to send the transactions to Optimal, which will verify them the night following the transfer.

To send the transactions to Optimal to be processed, click on the button. If only certain transactions need to be sent, create a filter or a search on the transactions to be sent, then click on the button. NOTE: The transactions with a later date than the current date can be sent to Optimal, but will be processed only when the transaction date is equal or prior to the current date.

After clicking on the  button, the following window opens.

Click on the "Send" button at B, to send the transactions to Optimal. If the checkbox at A is not checked, the transactions will be found in the "Awaiting response" tab, so that they can be processed later.  If the checkbox at A is checked, the transactions are verified immediately and can be found under the "Accepted" or "Denied". NOTE: The checkbox at A is only available for users who have the access to force the immediate treatment. It is not recommended to check this checkbox, because if there are a lot of transactions to process, this operation can take a few minutes. It is therefore advisable to send them under the "Awaiting response" tab, so that Optimal processes them in batch, the night following the transfer.

"Awaiting Response" Tab

The "Awaiting response" tab contains all the transactions that have a date prior to the current date and all the transactions that were sent to Optimal to be processed in batch.

Optimal usually processes those transactions at 3:00pm and 11:30pm every day. 

In order to know the status of the transaction (accepted or denied), you must validate the status of the transactions.

Click on the button, to check if the transactions have been processed by Optimal. NOTE: Transactions with a later date than the current date will stay under this tab until the transaction date becomes equal or prior to the current date.

After clicking on the button, the following window opens.

A: The accepted or denied transactions have been verified by Optimal. They can then be found under the "Accepted" or "Denied" tab.

B: The pending transactions have been verified by Optimal. They can be found under the "Awaiting response" tab. NOTE: The transactions remain pending if they have been sent on the same day or if the date of the transaction is later than the current date.

"Accepted" Tab

The "Accepted" tab contains all the transactions verified by Optimal and that were accepted.

As any other transaction in ProDon (cheque, cash, in-kind gift, etc.), these transactions must be transferred.

To perform a transaction transfer, click on the button. To learn how to complete a transaction transfer, see the "Transaction transfer" section of the "Transaction Logging" document.

"Denied" Tab

The "Denied" tab contains all the transactions veirfied by Optimal and that were declined.

Each denied transaction contains an error code. To view this error code, display the "English message (InstantPay.)" in the view. 

In certain situations, you will have to contact the donor so that he or she sees with his or her issuing bank why the transaction did not go through and in other situations, the organization could have to contact Optimal.

To open a rejected transaction to be processed, double-click on the right transaction. See the "Processing the Rejects" section to learn how to process denied transactions.

Processing the Rejects

There are 2 ways to process a denied transaction:

In the case, for instance, of an error in the entry of a credit card number or of the donor's information, it is required to empty the payment information and to enter it again (after revalidating the payment information with the donor). To learn how to process this type of reject, click here.

In other cases, (e.g. insufficient funds or refusal from the issuing bank), you simply need to send the instant payment again, after making sure with the donor, that he or she indeed wants the transaction to go through again. To learn how to process this type of reject, click here. 

Emptying the Payment Information and Entering it Again

If the reject requires to empty the payment information and to enter it again, follow these instructions.

Otherwise, click here.

After double-clicking on the denied transaction, the following window opens.

To enter the right payment information, click on the button, to erase the information that was saved. After clicking on that button, the window allowing you to select the payment method (instant or in batch) opens. Select the desired method and click here to know the steps to complete the transaction entry.

Sending the Instant Payment Again

If the reject only requires to send the payment information again, follow these instructions.

Otherwise, click here.

The payment information can be sent again from 2 locations:

• "Referral of the Payment Information from the "Denied" Tab of the Transaction Management";
  
• The Transaction Edit File.
  

Referral of the Payment Information from the "Denied" Tab of the Transaction Management

From the "Denied" tab of the transaction management, it is possible to send all the payments at the same time or one at a time.

To revalidate one or more instant payment(s), filter the payment(s) to be sent and click on the button.

After clicking on the button, the following window opens.

Decide whether only the selected transaction should be returned or all the transactions from the list. After selecting the right option, click on " Confirm".

After clicking on the " Confirm" button, the following window opens.

Click on the "Send" button at B, to send the transactions to Optimal. If the checkbox at A is not checked, the transactions can be found under the "Awaiting response" tab, so they can be processed later. If the checkbox at A is checked, the transactions are verified immediately and can be found under either the "Accepted" or the "Denied" tab. NOTE: The checkbox at A is only available for users who have access to force the immediate treatment. It is not recommended to check this checkbox, because if there are many transactions to process, this operation can take a few minutes. It is therefore advisable to send them under the "Awaiting response" tab, so that Optimal can process them in batch, the night following the transfer.

Referral of the Payment Information from the Transaction Edit File

After double-clicking on the denied transaction, the following window opens.

To revalidate the payment information, click on the button. After clicking on that button, the window allowing you to select the payment method (instant or in batch) opens. Select the desired method and click here to know the steps to complete the transaction entry.

Viewing the Tokens

The entry of the electronic payment information is always done in the Optimal interface and all this information is stored in a secured vault at Optimal. No credit card or CVV number (see the lexicon for definition) is kept in ProDon. After entering the payment information in the Optimal interface, a token is returned to ProDon. This token is a unique reference number assigned to the credit card number and this token can be kept in ProDon, in order to reuse the payment information for future transactions.

It is possible to view those tokens from 2 locations in ProDon:

• In the transaction file;
  
• In the client file.
  

In the Transaction File 

The token of the transaction file can be viewed by clicking on the button of the transaction addition or modification window.

In the Client File

The tokens of the client file can be viewed under the "11-Instant payments" tab. It is possible to deactivate a token (e.g. if the credit card is expired) by clicking on the button.

NOTE: In order for the tokens to be kept in the client file, you should answer "Yes" to this question.

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Document name: ProDon:Electronic Transaction Module - PaySafe

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