Home

Download this help site
(PDF 80MB)

Download

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.

Payment settings

On the Payment settings screen, you indicate how your organization accepts payments. You can choose to accept online payments as well as manual payments, or just handle all payments manually.

To display the Payment settings screen, click Finances under the Settings menu, then click Payment settings.

Manual payments

 Read more/less

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.

Online payments

 Read more/less

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:

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
  • Litle
  • NMI
  • Orbital Enterprise
  • PayLeap
  • SagePay
  • SkipJack
  • 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.

Icon

* Support for the payment systems marked by an asterisk is being provided without full testing in a live environment. During this initial implementation – the beta release – certain features such as recurring payments and automatic refunds will not be supported (with the exception of PayPal Payflow Pro, for which recurring payments are supported). For more information, see What does "beta" mean?.

Selecting country and currency

 Read more/less

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. 

Icon

Do not change the currency after recording any payments. If you change the currency, existing payment records will not be recalculated and will no longer display correct amounts.

Adding payment instructions

 Read more/less

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.

Instruction type

Where do they appear?

General payment instructions

  • On Invoices and payments page in the member profile

For event invoices

  • On Review and confirm page of the event registration form

Icon

You can override these instructions for specific events on the Registration types screen.

For all other invoices

  • On Review and confirm page of the membership application or renewal

  • On manual invoices

Payments & refunds screen

 Read more/less

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
  • contact
  • 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:

Option

Description

For more info, see...

Record payment

Manually record a payment

Record payment and settle to invoice

Add refund

Manually record a refund

Refunds

Payments report

Generate a report summarizing payments, donations, and refunds,
filtered by date range, payment type, and status

Payments report

Export to Excel

Export the transaction list to Excel

 

Export to QuickBooks

Export the transaction list to QuickBooks

QuickBooks

Viewing payment details

 Read more/less

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:

Option

Description

For more info, see...

Preview & print

Print or email the payment or refund details to the contact

Emailing or printing invoices and receipts

Email

Email the payment or refund details to the contact

Emailing or printing invoices and receipts

Edit

Adjust the payment amount, date received, or tender type

Adjusting or canceling a payment or refund

Delete

Delete the transaction

 

Refund

Refund all or part of the available balance

Refunds

Settle

Settle all or part of the available balance to an invoice or
refund associated with this contact

Record payment and settle to invoice

Cancel settlement

Cancel a settled invoice or refund

On this page: 

See also:


 

 
Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7