AplosPay Setup Guide

How to Set Up AplosPay and Manage Payment Processing

With Aplos, your organization can securely process credit, debit and ACH payments in specific areas of the software, including Online Donation Forms, Text to Give, Event Registration and Accounts Receivable.You can view all processed payments directly in your AplosPay Merchant Center. These payments are processed by our trusted partner WePay. To begin receiving donations or accepting online payments you will first apply for your Merchant account. This will create a Wepay account where you can configure your payment processing preferences. 

Below you will find instructions to make sure you are all set up and ready to process payments. Please do not hesitate to contact our award-winning support team at support@aplos.com if you have any questions.

*NOTE: To use AplosPay, your organization must be a legal entity with a valid EIN and based in US or Canada

How to Create A Merchant Account

Create a WePay User Account

Your WePay account can be created from any of the Aplos tools that processes payments or directly on the AplosPay dashboard.You can, locate the AplosPay Dashboard by clicking the Donations Tab and selecting Merchant Center. once on the dashboard you’ll see Apply For Merchant Account, click to get started.

This will prompt you to confirm the primary merchant information that will be used to create the WePay account. Enter the First Name, Last Name and Email. Once complete, click Confirm

This will follow with “You need to confirm your account” banner. You’ll soon receive a confirmation email with the email on file with Aplos.

In your email, you will find the Merchant account verification email. Click “confirm”, this will validate your email address.

If you have already created your Merchant account in Aplos, you can also access your account using the gear icon at the top right of the Merchant Center Dashboard or at www.wepay.com

I Didn’t Receive a Verification Email From Aplos to Set up My Account

If you haven’t received an email, we recommend checking your Spam folder first to locate the verification email. If not, please email us at support@aplos.com 

How to Set up Your Merchant Account

Once you login from either the verification email or within Aplos, follow the setup wizard in WePay to complete your profile. In this secure portal you will confirm your organization’s information and your information to verify your identity and reduce fraud.

Name of your organization

Organization’s Address

EIN

Social Security Number

Other Resources: Managing Users in WePay 

Why do you need my social security number?

WePay verifies the identity of each user of the WePay service in order to manage risk and to comply with anti-money laundering laws. If you are acting on behalf of an entity with an EIN, WePay requires your SSN so that WePay can verify who you are and that you are authorized to act on behalf of the entity.  

Determine Where Donations Will Be Deposited

Next, you will link the bank account where donations should be deposited. This process is automatic if you have a bank in the United States. If you wish to link a bank in Canada, please reach out to support@aplos.com for assistance.

With WePay, you have the option to decide how frequently you can have funds transferred to your account once a payment has cleared. You have a choice among:

Daily – end of every day

Weekly – Monday of every week

Monthly – 1st of the month

Once you link your bank account you will receive an email to verify this action. 

To manage the bank account that is linked in WePay, log into your WePay account using the gear icon at the top right of the Merchant Center Dashboard  or at wepay.com and go to Settings, then Settlement Details. Click Change for your Bank & Account to change your preferences.

How to Process Online Payments

How to Collect Payments:

Once your merchant account is set up, you will be ready to process payments in Aplos using Donation forms, Event Registrations, Accounts Receivable, or Text to Give.

Types of Payments Available:

You have the ability to accept ACH (bank withdrawal), debit card, and credit card payments. International credit cards can also be accepted.

How Long Do Payments Take to Clear?

To protect users and your donors, WePay reviews each payment submitted. Typically credit or debit card payments will clear in one business day. Payments using a bank account will process in 1-5 business days once the payer verifies their account. 

How Long Does It Take for Funds to Be Deposited in My Bank Account?

The date of your next settlement is shown at the top of your WePay account dashboard. You can find these options under the Settlement Details page in your WePay Settings. In general, once a settlement has been initiated it takes 1-3 business days to access the funds in your bank account, depending on your bank’s ability to process deposits. 

What Will Donors See on Their Statement?

Once the donation has been fully processed, the transaction will appear on their bank statement with the Organization’s name and the amount of the donation.

How Payment Processing Fees Work:

There is a transaction fee applied to payments by WePay at the time that a payment is processed. You can find your organization’s transactions processing rates in your Subscription under Settings. If you have questions about your rates, please contact support@aplos.com. 

Fees for international cards are typically 1% higher, but this rate may vary. A $15 chargeback may apply for disputed payments, such as insufficient funds.

How to Reduce Payment Processing Fees

Several payment areas include the option for donors to increase their gift to cover their transaction fee. If you plan to process a high volume of payments, please reach out to our team for a customized quote for rates.

How Payments are Tracked in Aplos

Donations Entry: Any online donations, event registration payments, and text to give payments that you receive will be automatically recorded as a donation for the person. 

Accounting Entry: If you linked the donation purpose, each donation will also be tracked in your accounting. The donation will be added on your Deposits page. In the deposit it will show that it is in your WePay asset account, the amount of the donation and the transaction fee.

Tracking Transfers from WePay to Your Bank

Since your online donations and payments collected through your Aplos donation tools are automatically posted in your WePay asset register, the only action that you will need to take is to record the deposits from WePay in your bank account as a bank transfer. How to post a AplosPay Withdrawal

Resource: Learn how to set up AplosPay Withdrawals

Managing Online Donations

AplosPay Merchant Center

The AplosPay Merchant Center is a centralized dashboard for managing all secured processed payments. Click, Donations in the navigation menu and select Merchant Center. Here, you can view all processed payments and their statuses. View your Last Payout, Your Next Payout and the Net Balance of your merchant account. 

Search for specific payments based on your criteria utilizing the search function. You can also filter your payments by Type using the four tabs All Types, Settlements, Disputes, Refunds. For more information on specific payments received, click on the payment to display Payment Details.

Lastly, any information presented on the dashboard can be exported. Click on the download icon on the right side of the screen and select Export. This will begin downloading an excel file onto your device. For more information about what each AplosPay status means view our resource Online Donation Statuses 

You can view all online donations and their statuses by clicking the Donations tabs and then clicking Online Donations. From there, you have your choice to view Recurring donations or all donations. 

For more information about what each AplosPay status means view our resource Online Donation Statuses 

Refund a Donation

If you have a donor who needs their donation refunded, you can issue that through your WePay account. To do this:

Log into WePay at https://www.wepay.com/login

Click the Reporting tab on the left

Select the payment you would like to refund

Click the blue Issue Refund button

Once a refund has been issued, it usually takes the payer’s bank 3-7 business days to credit the payer’s account. You will also want to be sure to delete the batch for this donation on your Deposits page.

FAQs

How Do Donors Update Their Payment Method?

Donors can manage their recurring donations through their Online Donor Portal. For more information view our Donor Portal Resource 

How to Edit the Automated Email Receipt?

When donors give online they are automatically sent an email receipt to the email they used to give. You have the power to review and add additional verbiage to those emails under the Automatic Email section in your account. View our Emailing Donors resource to help you get started! 

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