AdminTeam Payments (Payments and Finances features, Wild Apricot)

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  1. 94 votes
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      Collecting comments  ·  44 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

      Yes, sure. Just use export function on Invoices or Payments lists. You can export both to Excel/CSV

      Oleg from Payments crew

      @Lynn,

      The only option I can suggest is trying out updated invoice exports. No news other than this

      Oleg, Product designer @ Payments team

      Thanks for posting, Scott.
      I completely understand your frustration, this is one of the hottest topics for our crew.
      But this year we are focusing on some other things (major one is Online Store), so no progress here. We'll keep posted as soon as we have any progress here.

      Oleg, Product designer @ Payments team

    • 49 votes
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        Collecting comments  ·  22 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

        No updates by this moment.
        The only thing I can suggest as a workaround is using Word Mail Merge feature, based on invoice export, but it has some limitations (e.g. line-items not available in export).

        Oleg from Payments team

      • 32 votes
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          Collecting comments  ·  28 comments  ·  Wishlist » Online payments  ·  Flag idea as inappropriate…  ·  Admin →

          @Gregory,

          1. We always have to balance between different features to work on having limited resources. Right now we are just focused on another stuff.

          2. Techincally, we're not ready to accept ACH payments. These are different beasts than credit card payments (the main difference is that payment confirmation comes in several days, not seconds). We have to prepare our payments architecture for such types of payments first. This is something that is still in works right now.

          Oleg, Product owner @ Payments team

          Michael,

          No progress here yet, neither is anticipated in nearest future.

          Oleg, Product owner @ Payments team

          Thanks for posting this, Alex

          a) We plan to finish architectural updates of WA payments system by the end of this year. This will allow us to release a number of requested payment method updates, including ACH payment (but no promises here - it's still a bunch of work).

          b) Until then, you can record ACH payments manually in WA using approach you suggested. You will still need to create a manual payment record for such payment though, and there's no need to turn off online payments.

          Oleg, Product Designer @ Wild Apricot

          I understand your frustration, Charlotte, but no estimates at the moment - I don't want to give any false promises.

          Oleg, Product Designer @ Payments team

          Thanks for sharing, Ed.
          This looks reasonable, however, we'll collect more comments before going on.

          Oleg @ Payments team

        • 192 votes
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            Collecting comments  ·  80 comments  ·  Wishlist » Donations / Fundraising  ·  Flag idea as inappropriate…  ·  Admin →

            Hi, Stephen!

            That's a good idea, however we don't have anything ready at the moment.

            Oleg, Product owner @ Payments team

            Thanks for comments, Brandon!

            Oleg, Product Designer @ Payments team

            Currently our system doesn't have any direct ways of collecting gratuity/tips during event registration. You can use a workaround by adding extra charges fields, but these are included into overall invoice and taxed.
            Here is what one of our users wrote on this:

            1. There is no way to apply a set, specific gratuity to parties, which is problematic when folks make large reservations or reserve for events and are able to pay via this system. If they've already paid, there's no guarantee that they will one, assume they need to leave gratuity, two, bring cash for gratuity. In essence, this hurts the service staff.

            2. If we apply a set rate on the fixed price for gratuity, we can't allocate the tax not to be charged on the amount of gratuity. Legally, gratuity can not be taxed, but your system is unable to separate the two.

            Do you collect gratuity for your events? Do you use/plan to use Wild Apricot for this? How would you prefer this organized?
            Any ideas welcomed!

          • 2 votes
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              1 comment  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

              You can add {User_ID} macro explicitly to the invoice template, this way it will be always shown.
              This will affect only invoice emails though.
              System will still show names instead of User ID on invoices in public profile or in admin backend.

              Oleg, Product Owner @ Payments team

            • 7 votes
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                Collecting comments  ·  8 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

                Thanks for such an elaborate comment. Completely agree with you, that in your complex setup, shutting down WA finances makes sense. At least until we start handling Installment Payments correctly.
                Actually I think we will use your setup for analysis of this issue :)

                Oleg, Product Owner @ Payments team

              • 9 votes
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                  Collecting comments  ·  9 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

                  Walt, you can turn off automatic invoice sending in Invoice and receipt settings. To do so, just uncheck "Send invoices for pending payments" option.

                  Oleg, Payments team @ Wild Apricot

                  Harley, could you please elaborate what's the problem with invoices in your scenario?
                  If I got you right, you don't want to keep unpaid invoices for registrations. Do you want to keep registrations then? May be this idea is more relevant: https://forums.wildapricot.com/forums/308932/suggestions/8826850 ?

                  Thanks,
                  Oleg, Payments Crew

                  Not generating invoices means that you won't be able to track payments in Wild Apricot - neither for events, not for anything else - otherwise you will get weird over-payment situations, etc.
                  I'd be grateful, if you elaborate why you want to track event payments the way yo want. Is there something missing in WA for this?

                  We also have a related thread https://forums.wildapricot.com/forums/308932-wishlist/suggestions/8826691-do-not-mark-as-free-events-which-involve-expense, which suggests some workarounds - may be this will be helpful as well.

                  Oleg aka ONe Apricot @ Payments team

                • 94 votes
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                    54 comments  ·  Wishlist » Donations / Fundraising  ·  Flag idea as inappropriate…  ·  Admin →

                    @Carole,

                    No exact date at the moment, however it is already clear that we won't be able to deliver this in 2017.
                    We are late delivering new architecture for payment services (a must for recurring donations), not saying that recent acquisition might mix out our roadmap.

                    Sorry for bad news.

                    Oleg, Product Designer @ Payments team

                    Hi, @Carol!

                    UX testing for Recurring donations is over now, but I will share the final designs/changes a bit later, when we settle them.
                    Hope this helps and sorry that you missed this testing.

                    Oleg, Product designer @ Payments team

                    Hi!

                    There were so many false promises in this thread, that I'm afraid to give another one :)
                    But we have plans to release it by the end of this year and at the moment we hope to keep up to this date.

                    Oleg,
                    Product Designer @ Payments team

                    @Nancy, @ Becky, thanks for adding your comments.

                    Indeed, Donations module is something that lacked improvements recently, and we are going to change the situation soon. This includes adding recurring donations during this year.

                    We'll keep you posted on updates in this thread.

                    Thanks,
                    Oleg, Product Designer @ Wild Apricot.

                  • 269 votes
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                      144 comments  ·  Wishlist » Online payments  ·  Flag idea as inappropriate…  ·  Admin →

                      @Nathan, could you please elaborate your comment? How is this related to Online Store?

                      Oleg, Product Designer @ Payments team

                      @Lyman

                      This is still in works - Online store is quite a big feature.
                      We will post any news here, so you will get notified on them.

                      Oleg, Product designer @ WIld Apricot

                      Hi, Jeanne!

                      Thanks for posting this. We will definately add upsales together with applications and registrations, but not right away. In our first public version we will add only most basic online store capabilities for selling products from catalog.

                      Oleg, Product designer @ Payments Team

                    • 4 votes
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                        Collecting comments  ·  8 comments  ·  Wishlist » Online payments  ·  Flag idea as inappropriate…  ·  Admin →

                        @Harris,
                        Address verification is performed by 3rd party Payment gateway, and it's a part of standard fraud-protection procedures. WA is not involved here. The only thing I can suggest is for you to can contact your WA site administrator to find out which payment gateway is used.

                        Oleg, Payments team

                      • 143 votes
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                          Collecting comments  ·  107 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →

                          @Paul,

                          This is one of the nearest features in our stack, and we have started some preliminary analysis here. No decision on scope and timeline yet, but we will post it to this thread as we have something to share.

                          Oleg, Product designer @ Payments team

                        • 36 votes
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                            Collecting comments  ·  21 comments  ·  Wishlist » Integration  ·  Flag idea as inappropriate…  ·  Admin →

                            Hi, @Pamela!

                            Any activity here will be after integrating with QuickBooks Online first, but at the moment we have no progress planned for both.

                            Oleg, Product Designer @ Payments Team

                            Hi, Calum!

                            In the feature you mentioned we cover more scenarios, like proper accounting for different events. However, it's still a general spreadsheet that you need to manually import to Xero. I'm not sure if export improvements will help you here - need to check your problems in more details

                            Oleg, Product designer @ Wild Apricot

                            @Robert, If you want to integrate with Zipbooks, it's better start a new thread, so that other users could find and vote for it.
                            And you are right about using CSV export as starting method of transferring data from WA.

                            Oleg, Product designer @ Payments team

                            Jon, thanks for reaching us out.

                            Currently, we don't support Xero, neither we have any exact plans on this.
                            As a workaround I can suggest export/import of contacts and invoices using CSV format as described in Xero articles here: https://help.xero.com/ImportExport and our help here: https://help.wildapricot.com/display/DOC/Invoices#Invoices-Exportinginvoices

                            Hope this helps

                            Thanks,
                            Oleg, Product designer @ Payments team

                          • 6 votes
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                              Collecting comments  ·  7 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

                              @Lynn,

                              No progress planned here for at least a year. We will post any updates right to the thread as we start any activity here.

                              However could you please elaborate you last comment? Do you want several accounting codes in a single invoice? Or just want to have Accounting codes/Classes in WA? What kind of incomes do you want to account differently for?

                              Oleg, Product designer @ Payments team

                            • 7 votes
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                                Collecting comments  ·  11 comments  ·  Wishlist » Donations / Fundraising  ·  Flag idea as inappropriate…  ·  Admin →

                                @Paul,

                                You will be able to find all donations, say, for Saving the bears - right in donations list (when 5.12 release will be fully rolled out). You can also use export donations and filter export files for donations for Saving the bears.

                                But there's no way to find such donors (as opposed to donations) or send them an email from WA at the moment.

                                Oleg
                                Product designer @ Wild Apricot

                                @Nabeel,

                                At the moment there's no way to search custom donation fields except export.

                                Oleg, Product designer @ Payments team

                              • 29 votes
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                                  Collecting comments  ·  17 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

                                  @Robert,
                                  What information would you miss if we export invoice line-items (Option 2)?

                                  During analysis of related thread on improving financial exports (https://forums.wildapricot.com/forums/308932/suggestions/8826166), we have also investigated some of the options to report on extra charges. We explored several solution options and want to verify them with you before making any further moves.

                                  We see at least 3 options to break out extra charges:

                                  Option 1: further improve invoice export and add dedicated column for each extra charge. E.g. one column for shipping, another - for certificate option, etc. See example: https://docs.google.com/spreadsheets/d/1ekz1xSkvhTs8pE_ZS7ctmVY9QOreLcs3BmSsXh3TFdM/pubhtml?gid=1372848087&single=true

                                  Cons:
                                  - might be too many columns to export, especially when invoices for events and membership mixed
                                  - hard to implement at the moment, requires deep architectural changes

                                  Option 2: make an invoice line-item export, where each row represents single invoice item. Common invoice fields, like number, date, etc are duplicated in each row. See example:
                                  https://docs.google.com/spreadsheets/d/1ekz1xSkvhTs8pE_ZS7ctmVY9QOreLcs3BmSsXh3TFdM/pubhtml?gid=656302130&single=true

                                  Pros:
                                  - no architectural problems for implementing
                                  - format is digestable by QuickBooks (probably with some extra plug-ins/adaptors)

                                  Option 3 is not to bother with individual extra charge export and report consolidated numbers. I've added some more details in this thread: https://forums.wildapricot.com/forums/308932/suggestions/10198449

                                  Any comments on which option is better are appreciated. Or suggest your own one :)

                                  Oleg, Product designer @ Payments team

                                • 12 votes
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                                    2 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

                                    Teri, thanks for posting this.

                                    No good news here - it is very unlikely we will get here this year. The only workaround I can suggest is using our API to get invoices (by number, contact or daterange) - but it requires some development on your side.

                                    More information is in this help article: https://help.wildapricot.com/display/DOC/API+Version+2

                                    Oleg, Product Designer @ Payments team

                                  • 67 votes
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                                      Collecting comments  ·  41 comments  ·  Wishlist » Online payments  ·  Flag idea as inappropriate…  ·  Admin →

                                      Camille, you can use this article for reference to work with widgets: https://help.wildapricot.com/display/DOC/Adding+Wild+Apricot+functionality+to+other+websites?from=5oblB

                                      However, it requires opening 2 paid WA accounts just for this. If one of your payment providers is PayPal, it will be simpler to add "Pay by PayPal" button on some pages and use PayPal as secondary payment provider, and setup another one in WA itself.

                                      Thanks,
                                      Oleg, Product designer @ Payments team

                                    • 4 votes
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                                        3 comments  ·  Wishlist  ·  Flag idea as inappropriate…  ·  Admin →

                                        @George, you can setup membership level renewal policy so that invoice will be automatically voided along with suspendning memberhip. See more in this help article: https://help.wildapricot.com/display/DOC/Membership+renewal+settings#Membershiprenewalsettings-Automaticallydeletingmembershiprenewalinvoices

                                        Do you actually need voiding invoice instead of deleting it?

                                        Oleg, Product designer @ Payments team

                                      • 29 votes
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                                          Collecting comments  ·  20 comments  ·  Wishlist » Finances  ·  Flag idea as inappropriate…  ·  Admin →

                                          Thanks for elaborate comment, Crystal!

                                          So, if using bulk invoicing, do you see it as sending exactly the same invoice (same line-items, amounts) for each team (so only billing person will be different)?

                                          Hi, Crystal!

                                          Could you please elaborate what kind of invoices do you want to issue in bulk? It seems that you could use some of our automations (e.g. membership renewla), but to give a proper suggestion I need more details.

                                          Oleg, Product designer @ Payments team

                                        • 4 votes
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                                            Collecting comments  ·  2 comments  ·  Wishlist » Reporting  ·  Flag idea as inappropriate…  ·  Admin →

                                            Thanks for sharing, this looks reasonable. Are you meaning Income report?

                                            Oleg, Product designer @ Wild Apricot

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