Payments - Overview
You can set up your Wild Apricot account to accept online payments for various transactions on your website – membership dues, event registration, donation, and other invoice payments. For membership dues, you can set up recurring payments – automatically charge credit cards on a regular basis – depending on your payment system. You can also manually record offline payments – payments received outside of Wild Apricot (e.g. check, cash, wire transfer, or credit card payments charged outside of Wild Apricot). Every payment recorded in Wild Apricot automatically generates a receipt.
You can look up recorded payment details, run payment reports, and process refunds. A refund can be processed manually by an administrator or automatically when Wild Apricot receives a refund notification from your online payment processor.
Contacts can also view a full history of their payments and invoices (see View account history and pay invoices).
Payments can be classified by tender – the method by which payment was received. For online payments, tender is recorded automatically (e.g. Online - Authorize.Net credit card payment). For manual payments, you can select the tender when the payment is recorded (e.g. Cash or Checking account). You can customize the list of tenders as needed. For more information, see Payment tenders.
Online payments are automatically matched to appropriate invoices. For information on manually matching payments to outstanding invoices, see Record payments and settle to invoice.
Payments not yet fully allocated to invoices or not refunded are considered to have an available balance.
To display the Payment settings screen, click Finances under the Settings menu, then click Payment settings.
If you don't want to accept online payments, you can click the Payment system drop-down and select the Manual payments option.
With manual payments selected, you can only manually record offline payments. You can choose the currency to be used on your site (and in your reports), and add payment instructions to be displayed to your visitors. You can choose a predefined currency or enter your own custom currency. If you enter your own custom currency, you must specify the currency name, code, and symbol.
If you want your site to accept online payments – including online credit card payments – you must first set up an account with a supported payment provider. Then, from the Payment settings screen, click the Payment system drop-down and select your online payment system.
After you've select your online payment system, you must enter your account details. Different information is required depending on your payment system.
After entering the required account details, click Check integration to make sure your account details are valid.
If the account validation fails, check to make sure you entered the account details properly.
Supported online payment systems
Wild Apricot currently provides direct integration with the following payment processing systems:
- Global Payments*
- iATS Payments*
- PayPal Payflow Pro*
- PayPal Payments Advanced*
- PayPal Payments Standard
- PayPal Express Checkout
- PayPal Payments Pro
As well, you can use CRE Secure – which is not a payment provider but a payment service that acts as a middle man between Wild Apricot and your payment provider – to process payments through the following payment providers:
- Chase Paymentech Orbital
- First Data
- Orbital Enterprise
- TSYS Transit
- USA ePAY
- eProcessing Network
If you have already set up an account with one of the payment systems supported by Wild Apricot, you can click on the appropriate link above to jump to instructions on setting up that system on your site.
If you do not yet have an account with any of the supported payment systems, see Online payments for help selecting the best option for your organization.
Selecting country and currency
You must select the default country you want to display to customers, and the currency you want to use in your transactions (and in your reports). The currency you choose should match the currency used in your online payment system account.
Adding payment instructions
Towards the bottom of the Payment settings screen, you can enter payment instructions to be displayed to visitors to your site explaining how to use the online or offline payment methods.
You can add different kinds of instructions to be displayed on different screens.
Where do they appear?
General payment instructions
For event invoices
For all other invoices
Payments & refunds screen
To view a list of payments, donations, and refunds, click Payments & refunds under the Finances menu.
From the Payments & refunds screen, you can:
- view transaction details
- refund payments
- view payment reports
- export payment information
For each transaction, the following information is displayed:
- transaction date
- transaction description
- transaction amount
- transaction status (whether the payment or refund was settled)
If a payment has an available balance, you can click the Settle button to match the payment against an invoice. See Record payment and settle to invoice for more information.
You can filter the list to display certain types of transactions, or transactions within a certain time period. To filter the list by transaction type, click the Filter list and choose a transaction type. To filter by date, click the Date filter list, or enter your own date range in the calendar controls, then click Apply.
You can further filter the list by entering a Search string to be matched. Only records with the specified string will be displayed.
The following options are available from the Payment & refunds screen:
For more info, see...
Manually record a payment
Manually record a refund
Generate a report summarizing payments, donations, and refunds,
Export to Excel
Export the transaction list to Excel
Export to QuickBooks
Export the transaction list to QuickBooks
Viewing payment details
To view additional details for an individual payment transaction, click the transaction within the list on the Payments & refunds screen.
The identification information entered as part of a credit card transaction (name, address, and phone number) will appear in the Internal notes section.
The following options are available from the Payment details screen:
For more info, see...
Preview & print
Print or email the payment or refund details to the contact
Email the payment or refund details to the contact
Adjust the payment amount, date received, or tender type
Delete the transaction
Refund all or part of the available balance
Settle all or part of the available balance to an invoice or
Cancel a settled invoice or refund
On this page:
- Customizing invoices and receipts
- View account history and pay invoices
- Financial management overview
- Online payments