Payments - Overview

Overview

Your Wild Apricot account can be setup to process Online Payments. To setup your payment options go to Settings > Payment settings. Click "Enable online payments" to set up your payment gateway.

• Payments are records of money inflows.
• Two main types of payments are tracked in Wild Apricot: Online and manual (aka offline) payments
  • Online payments - are recorded automatically when someone processes a self-service transaction with online payment on your website.
  • Manual (offline) payments - payments which are manually recorded in Wild Apricot by administrators, for example cash, checks or credit card payments charged outside of Wild Apricot through your own merchant processing interface. See record payments and settle to invoice
• Tender - Payments can be classified by 'tender', which is to record in what form payment was received. For online payments, tender is recorded automatically, e.g. Online - Authorize.Net credit card payment. For manual payments, tender can be selected when the payment is entered, e.g. 'Cash' or 'Checking Account'. You can customize the list of tenders as needed. See Payment Tenders
• Available Balance - Payments not yet applied / matched to any outstanding invoices or not refunded are considered to have an "available balance".
• Settling payments - Payments should be settled (matched) to outstanding invoices, see record payments and settle to invoice. This is done automatically (for successful online payments) or manually by recording a payment on a contact and then manually settling it to specific invoices.
• Refunds - Payment refunds can be entered manually by administrators - or automatically recorded when WA receives refund notification from your online payment processor about a refund related to a previously recorded payment. See refunds.
• Failed online payments - See handling failed online payments
• Summary of payments received - Available via Financial reports
• Your contacts can view full history of their payments and invoices via their profile (See View account history and pay invoices)

Payments and refunds screen

From Finances > Payments & Refunds you can get a list of all payments, donations and refunds:

• Date Range - Allows you to filter out transactions from within a specific time frame
• Filters / search options - Use to view specific types of transactions e.g with "Open Balance", "Refunds", "Online Payments", matching specific "Tender", or "No Tender"
• Details - This field describes the type of transaction (e.g. Refund, Payment, Donation, and tender)
• Status - Shows whether payment / refund was settled
• Unsettled Payments - A [Settle] button allows you to settle the payment, see record payment and settle to invoice
• Export - The transactions can be exported to an Excel file.

Payment details screen

Clicking on each transaction brings you to the payment details screen of that transaction:

• In above example a $35 payment was made by cheque, of which $20 was settled to invoice #00077 (that invoice was for $192). A refund of $5 was later given, leaving a balance of $10 from the $35 payment.
• Preview / Print or email - Lets you print / or email the payment or refund details to the contact, see resend or print invoices and receipts
• Refund - Use [Refund] button to refund all or part of the available balance, See refunds.
• Settle - Use [Settle] button to settle all or part of the available balance to an invoice or refund associated with this contact, see record payment and settle to invoice
• Adjust or cancel payment / refund - to delete or edit a payment / refund see Adjust or Cancel Payment or Refund. Editing payment allows you to adjust the payment amount, date received and tender type. If payment is deleted or becomes less than the already settled amount then all settlements are automatically canceled and all documents will have to be re-settled manually.
• [Cancel Settlement] button allows you to cancel a settled invoice or refund

Example - online payment scenario

• Let's say a person starts online event registration, proceeds to pay online, and payment is successful. This creates an invoice for the event registration, records online payment and automatically settles online payment to the invoice. A payment receipt is also automatically sent to the person (see Settings and customization of invoices and receipts).

1. Generated Event Registration Transaction:

2. Automatically Generated Invoice:

3. Payment Details:

4. Payment Receipt sent to attendee:

See also

View account history and pay invoices
Financial Management Overview
Invoices Overview
Online Payments