The virtual terminal is a complete PCI compliant [See certification] and certified payment processing system. Patrons' credit card and eCheck transactions may be processed through the terminal within any Salesforce user's account.
In this article we will cover:
Virtual Terminal
Click & Pledge Account Information: If you have only one Click & Pledge Account, the account number will not be displayed when you are in Virtual Terminal. If you have more than one Click & Pledge Account, select the appropriate account from the drop-down menu. You may also process zero-dollar transactions to preauthorize credit cards.
Billing Information: Billing information can be entered manually or by entering the name of an Existing patron in the lookup field. You may search by First Name, Last Name, Email, or ContactID. If a match is returned, a dropdown menu will show patron details. Click on the patron’s name and their billing information will be populated.
NOTE: If the C&P Account Number Match is enabled in Settings > Contacts & Accounts, then the system will search the patron details of the existing patron only in the Account Number that has been selected for this transaction. If the C&P Account Number Match is disabled, then the Existing Patron will search the patron details in all the Account Numbers which are integrated to that Salesforce instance.
Shipping Information: By enabling the checkbox for “Use same address as Billing,” the same Billing Information can be considered for Shipping Information also. If it is not enabled, the information may be added manually. Shipping Information will be mandatory only when Shipping or Convenience fee are charged.
Payment Description: Enter the details of the payment, including information such as Item Name, Item SKU, GAU, Quantity, Unit Price, Unit Discount, Unit Tax, Unit Tax Deductible, and Unit FMV. As you fill in these values, the system will automatically calculate the Subtotal, Total Discount, Total Tax, Shipping, and the Grand Total based on the information entered. Item Campaign (Lookup field) will help to segregate the entire item amount under the desired campaign. You may add additional items by clicking on “Add Item” button.
Recurring: Recurring option will be visible only after giving the unit price (more than zero dollars) in the Payment Description section. Check the “Is this a recurring payment” box to set this transaction up as a Recurring payment.
Recurring Type
- Subscription: When Subscription is selected, the amount entered will be charged on an ongoing basis according to the selected periodicity.
- Installments: When Installment is selected, the amount entered will be equally divided based upon the number of installments given, e.g., $120 over twelve months will process as $10 per month for twelve months. The user can either give “# of installments” or “End Date” details.
Periodicity: Select how often the transaction will process. Available options are Week, 2 Weeks, Month, 2 Months, Quarter, 6 Months, Year.
Indefinite Recurring: If you enable Indefinite Recurring, the payment will continue to process until the Patron contacts you to end the recurring series.
Tracker & Campaign:
Tracker: The Tracker field allows you to pass a tracking parameter when processing a transaction through the Virtual Terminal. This parameter is saved with each transaction and can be used for internal reference, reporting, or identifying the source or purpose of the transaction. You can enter any custom value in the Tracker field during processing, and it will be stored with the transaction record in Salesforce for future tracking and analysis.
CONNECT Campaign: If applicable, select the CONNECT Campaign associated with this transaction. If the same C&P Account Number is associated with both Salesforce & Connect platforms, then the connect campaigns will be displayed as a picklist.
Form Name: If applicable, select the CONNECT form you would like to associate with this transaction. The list of Form Builders available under the selected Connect Campaign will be displayed as a picklist. After processing a transaction, instead of generic receipt, the selected form receipt will be sent to the email.
Transaction Campaign (Lookup field): The patron will become the member of the transaction campaign which is entered. If the entered campaign name does not exist, it will be created dynamically.
NOTE: The button used in the Campaign Tab to open the Virtual Terminal will add the campaign automatically to the Transaction Campaign field.
Additional Questions: Additional Questions can be created directly in the Virtual Terminal for a specific transaction, and if you want to reuse them across multiple transactions, you can create them under Settings > Virtual Terminal > Additional Questions. These questions are created and managed per C&P Account. The characters < and > are not supported, and each answer can contain up to 500 characters. All mandatory questions must be completed. To add a new question, simply click the “Add Question” button.
Receipt Customization: Check the “Send Email to Patron” box to send the CONNECT Receipt to the Patron. Enter the Receipt Header, Terms & Conditions, and internal notification. These will appear only when the checkbox is enabled for “Send Email to Patron”.
Payment Method: Payments can be made using Credit Card or Other payment types. Future-dated and recurring transactions can also be processed, except when using Custom Payment types.
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Credit Card: Only Present and Future date transactions are allowed while no past date transaction may be processed.
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Entry Mode: There are three entry modes for credit card payments - Manual, Card Reader, and Swiper 1
- Manual - type credit card number, expiration date, and CVV manually.
- Card Reader - Use any 3-track card reader with a USB connection to swipe credit cards. When this is selected, this required field opens "Place the mouse pointer here & swipe the credit card." Place the cursor in this field and swipe. The data will populate the field. Then the field will close and the name on the card, the credit card number, and the expiration will populate. The CVV field is not required and will be removed.
- Swiper1 - if you have purchased the Swiper1 docking station you may use it to read credit cards in the Salesforce Virtual Terminal. Note: Chrome is the preferred browser. Neither Firefox nor Safari accept this feature. The Swiper1 card reader must be plugged directly into a computer USB port, not an extension bar. The Swiper1 card reader will beep when it is ready to use.
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Entry Mode: There are three entry modes for credit card payments - Manual, Card Reader, and Swiper 1
- Custom Payment Type: Only past and present transactions are allowed while no future date transaction may be processed.
After entering all the details, click on “Process Payment” button.
Batch Upload Options
Within the Virtual Terminal you have options to process transactions en masse. You can choose from Batch Upload, Report Batch, or Manual Batch Entry. Those instructions are listed below.
Batch Upload
Using an Excel template provided in Vault > Virtual Terminal > Batch Upload, you can process multiple transactions using the Virtual Terminal. Transactions are created in your C&P Account and brought into Salesforce
Navigation
In Click & Pay Suite > Vault > Virtual Terminal click Batch Upload in the menu on the left, then click the Batch Upload button on the right.
Download the Instructions & Batch Upload Template
Find details for the template (CnP_VT_BatchUpload_Template_v25) and formatting instructions at https://cnp.ooo/sf-vt-batchupload
Populate spreadsheet with transactions
Use the ""CnP_VT_BatchUpload_Template_v25" downloaded from the Virtual Terminal as your template to create a spreadsheet with no more than 50 lines in the file. Format the spreadsheet as instructed in the link above.
Upload your completed csv
Drag and drop your completed .csv file to the area labeled "Drop File Here". The batch upload file name should be unique each time. You will then see a preview of the data to review—make sure the data is falling into the correct columns.
If you are satisfied with the fields in the preview, click the "Process" button.
Troubleshooting C&P Batch Uploads
Online forms submit data with a specific, required format. Spreadsheets do not have this kind of protection for the way data is formatted, so it is critical that you adhere to the guidelines in the "VirtualTerminal-BatchUpload" documentation.
You may get a success message, but the transactions do not seem to go through.
In this case, you will want to click back to the Batch Upload tab and select the Batch Id for the file you just uploaded to review for errors.
The "Processed Data" area will offer clues as to which record caused an issue. Review the data in the row where an error showed up. Go through that record in your upload file for any special characters or improper formatting that may have blocked the file from processing.
Custom Questions with multi-line answers
The text of your custom question should be in the column title after the CQ: and should match the exact text used in payment forms or in your mapping rules in C&P Settings.
Custom Questions are especially tricky if you want to import answers with multiple lines, e.g., the address of the 'Notifyee' of a tribute gift.
The text in your answer cell should be written as a single line. Use the character code "
" to place a line return in the final Salesforce record.
Example: Peter Smith
Research Dept. 763
Denver CO
 creates the Custom Question record in Salesforce as:
If you are not able to find the formatting error, please contact Support.
Report Batch
Report Batch Processing offers an easy method to process transactions based on a previous order number through a Salesforce report. The processor will use the payment information from the referenced Order Number and process the new request. The referenced information includes the payment method, contact, billing address, and the C&P account number.
Reports may be created in Salesforce Reports and used for this purpose. The selected report must contain ContactID and Order Number. Processing is limited to 100 records.
Example of a use case: Processing an application fee based on a previously pre-authorized transaction.
Manual Batch Entry
Manual Batch Entry allows you to manually enter multiple card transactions and then process them as a batch.
Enter the Details, Payment Method, and Basket ID, then click the ADD button. The transaction will be added to the list of transactions to be processed.
If multiple lines share the same Basket ID, they will be treated as part of the same transaction and will use the same contact.
If the Basket ID is different, each entry will be treated as a separate transaction with its own contact. Once all transactions have been added, click the Process button.