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groupable|payments: WePay Account Setup

Sylva M. (Groupable)
  • Updated

Setting up Your WePay Merchant Account

The purpose of this article is to provide step-by-step instructions to set up your local group (club/chapter/lodge/forest) for online payments.

 

This video has been newly recorded with updated instructions:

 

Written instructions have been updated as of June 2023:

 Steps in Setup:

  1. Review Merchant Account Requirements
  2. Create/log in to groupable|m2 Account as needed
  3. Signup with WePay
  4. Add WePay Account Information
    1. WePay Account Type
    2. Nonprofit Details
    3. Controller Details
    4. Local Bank Account for Payouts
  5. Final OLP Review
  6. Process First Payment
  7. After First Payment is Processed
  8. Add Treasurer as a Moderator
  9. Sign up for AutoPay
  10. When your Organization, Bank, or Personal Information cannot be verified

 

1. Review Merchant Account Requirements

  • To set up this Merchant Account you'll need a few important things:
    1. An active Secretary or Assistant Secretary role assigned in groupable|m2 - If you are not an Acting or Elected Secretary, the Elected Secretary must assign you as an AssistantSecretary in groupable|m2 before you can create the WePay Merchant Account.
    2. An OLP User Account: As part of this process, you will automatically activate your OLP User Account if you have not already done so.
    3. The Verified IRS EIN and IRS Entity Name for your local group (this is not the same as the Name and Number of your Organization). Verify your EIN and Entity Name from the IRS Tax Exempt Organization Search (https://apps.irs.gov/app/eos/)
    4. Valid Banking information for your local group: local bank name, bank routing number, and bank account number.
    5. 15-30 minutes of your time to create the WePay Account and enter verification information.

 

2. Log in to your groupable|m2 Account

 

3. Signup with WePay

To get started using groupable|payments to accept credit cards you can start from your local group's groupable|m2 > Dues/Arrears screen. Here you can click the button directly to Get Started:

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If you do not see this button, contact Groupable at support@groupable.com to inquire.

If you do not yet have an OLP account, one will automatically be generated for you at this time and you may be prompted to create a password.

This will bring you right to the Groupable Payments tab on the OLP Dashboard.

On the Groupable Payments screen click the Signup with WePay button. 

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This will take you to WePay where you create your local group's WePay Merchant Account.

Fill in:

  • first name,
  • last name,
  • your email address (we recommend a generic lodge-based email, not your personal email so that this account can be transferred smoothly to the next incoming secretary), and
  • the password field, and
  • click the "I agree..." check box. (Please review the WePay terms of service if you have questions. Of note - no payments for raffles, no gun sales, no games of chance are permitted)

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  • Now check your email and click the WePay email confirmation.

 

Congrats!

You've created a User Account with WePay.

Next you're going to use this personal User Account to create a WePay Merchant Account for your local group (chapter, club, forest, lodge) with a verified legal name and EIN tax information that belongs to your local group.

Before moving forward, make sure that you have the following information at your fingertips:

  1. The Verified IRS EIN and IRS Entity Name for your local group (this is not the same as the Name and Number of your Organization). Verify your EIN and Entity Name from the IRS Tax Exempt Organization Search (https://apps.irs.gov/app/eos/)
  2. Valid Banking information for your local group: local bank name, bank routing number, and bank account number.

All set? Let's move forward together! The rest of the setup should take you 10-20 minutes to complete.

 

4. Add WePay Account Information

Now that you have created your account, return to the OLP dashboard on the Groupable Payments tab where you will see an alert "Your WePay account requires updates to your account information and bank account before payments or transfers may be processed."

Right click the Please update your WePay account button and "open link in new window" so that you can display your information and the WePay screen at the same time:

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Now you will begin to fill in the verification information for your lodge USING THE INFORMATION THAT MATCHES THE VERIFIED IRS TAX EXEMPT ORGANIZATION SEARCH. IF THERE IS A MISMATCH DO NOT CONTINUE. PLEASE CONTACT YOUR PARENT GROUP FOR ASSISTANCE.

a) Type of WePay Account

  1. Click the Nonprofit button.
  2. Click the Unincorporated Association button (MOST LOCAL GROUPS ARE 501c(10)s or 501c(8)s - only 501c3s are incorporated).
  3. Select Organizations from the first list and
  4. Civic, Social, and Fraternal Associations from the second list.

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b) Nonprofit Details

Fill in the Nonprofit Details for your lodge.

1. Name of Your Nonprofit: When your local group is granted a charter by a Parent Organization, the Parent Organization has filed for your IRS EIN under their legal entity. THIS MEANS THAT YOUR IRS Entity Name is USUALLY the same or similar to the legal name of your Parent Organization.

Verify your Entity Name from the IRS Tax Exempt Organization Search (https://apps.irs.gov/app/eos/)

 

You may find an Entity Name that looks like "FREE & ACCEPTED MASONS OF NEW YORK" or something else entirely. 

ENTER THIS ENTITY NAME EXACTLY THE WAY IT IS SHOWN ON THE IRS SITE. INCLUDE ANY LETTERS, NUMBERS, SYMBOLS, OR SPACES EXACTLY AS ENTERED ON THE IRS DOCUMENTATION. Any discrepancy will result in a delay in WePay settlements. Contact support@groupable.com if you have any questions about your Entity Name and EIN.

2. Enter your EIN.

  1. Verify your EIN from the IRS Tax Exempt Organization Search (https://apps.irs.gov/app/eos/)

3. Now check the box "doing business as" below Name of your Nonprofit, and add your Local Group's Name, Number (if applicable), and state abbreviation.

The Legal Name of your Nonprofit is, for example,

"FREE & ACCEPTED MASONS OF NEW YORK",

doing business as "Sylva #216 NY" or "Sylva Lodge No. 216".

 

For more instructions: Finding the Name of Your Nonprofit. 

Always confirm the EIN for your local group WITH A DOCUMENT FROM THE IRS. If the EIN or Entity Name is entered incorrectly, your Merchant Account verification will be slowed down and it will take some time to receive payments in your bank account.

4. Now enter the following information:

  • Enter your OLP lodge web address for the Nonprofit Website. (format: all lowercase, "https://" required)
  • Enter Fraternal Organization for the Nonprofit Description.
  • Enter the physical address of the lodge. (PO Boxes are not permitted. Optimally this will match the address on file with the IRS)
  • Enter the controller's phone number for the phone number.
  • Enter the Country and Year of incorporation
  • check no for doing business in forbidden countries.

 

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c) Controller Details

Scroll down to the Controller Details section and fill in your personal information. The Controller is the Secretary or Assistant Secretary for the Local Group. The Treasurer should be added as a moderator later in the process, which will provide them with read-only login and email notifications for account activity.

Controller Name should match the name on your Social Security Card and your address must be your physical address.

Please note that due to Federal Anti-Money Laundering Regulations, you are required to provide items like the last four of your Social Security Number. If WePay cannot identify you using your last four digits and name as entered, you will be asked to provide all digits of your Social Security Number.

 

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When all information is completed, the Submit button will turn blue and you can click Submit.

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d) Bank Information

Next you'll Add settlement details to enable direct deposit of payments to your lodge's checking account. You will need the information from a check or a deposit slip to complete this section.

  • Routing number, which can be found on the lower left of your check between a vertical bar and two vertical dots and another vertical bar and two vertical dots. This number is always nine (9) digits. This routing number is also available on your bank's website.
  • The lodge's account number, which is typically to the right of the routing number.
  • The bank name.
  • Select the account type.

Then click the blue Add Bank button.

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5. Final OLP Review

This will bring you back to the OLP Dashboard > Groupable Payments tab. You should see that your WePay account is active and there is nothing that needs to be updated. On to accept your first payment...

 

Congrats!

You've created the Merchant Account with WePay.

Next, you're going to make/accept your First Payment!

Before moving forward, make sure that you have Set Up Dues in groupable|m2.

 

REQUIRED: Accept Your First Payment of $10 or more!


6. Make a Payment, or Invite a member or officer to make a payment:

Make sure to complete the account setup process by promptly processing a payment.

If you've already set up Dues Notices, and members owe dues, it's really straightforward from here - simply see instructions here: Pay my Dues or Make a Donation Online. If you have not set up dues owed in groupable|m2, please see instructions for Setting Up Dues.

 

If you don't have a Donation category on your dues notices, be sure to Configure Dues Notice so that members can make payments without owing dues, and the minimum payment that can be processed is $10.00!

 

6a. Email Dues Notices

Now that your local group is set up for online dues payment processing, check out how to send email Dues Notices to your membership. 

 

All Tuesday Weekly Masonic Updates will include a unique pay link and statement of membership for any member who owes Dues. 

 

7. After First Payment is Processed

Once you receive your first payment, your first bank transfer will be triggered and the Merchant Account information will be reviewed. If all information can be verified, the bank transfer will be completed in 1-3 business days, and your account will remain Active.

If there is an issue with your Merchant Verification, WePay will disable the payout. See: 10. When "Your Account Requires Action"

 

8. OPTIONAL: Add your other Assistant Secretaries and Treasurer as a WePay Account Moderator

In order to ensure that your treasurer and any other officers or assistant secretaries can review all WePay transactions and deposits, add these officers and assistants as "Moderator" by following these instructions:

Instructions for adding a moderator:

  1. After logging into your WePay Dashboard at wepay.com/login 
  2. Select "Settings" on the left
  3. Click "Members" on the top
  4. Please enter the email address of the person you wish to give access to next to where it says Add member
  5. Click "Invite"
  6. The invitee must accept the invitation (sent by email), and create their login with a password.
  7. If the moderator does not receive this email from support@wepay.com, please see instructions here to safe-list the email address.

 

 

 

Turn on AutoPay

After you have received your first WePay deposit in your bank account and your WePay Merchant Account is Active, your local group will be eligible to turn on installment payments.

For more information:

I'm Ready to Set Up AutoPay for My Local Group!

 

 

10. When "Your Account Requires Action"

This means that your Organization, Bank, or Personal Information cannot be verified

When your Organization, Bank, or Personal Information cannot be verified by WePay, the bank transfer will be cancelled, your account will be flagged Requires Action and you will be asked to verify your account information or provide proof of your IRS Entity Name.

If WePay asks you to provide proof of your LOCAL GROUP'S LEGAL NAME, please ask WePay to "reset your KYC" and search with your EIN with the IRS immediately to identify your Legal Entity Name (this is usually the legal name of your Parent Organization).

To resolve this 

➞ See WePay Account Requires Action.
➞ Review WePay: Account Setup Requirements instructions.
➞ Send us an email at support@groupable.com to get any assistance required. We can help communicate with WePay.

 

11. Set Up Dues in groupable|m2

If you have not yet set up your Dues and Arrears, Member Types, and Solicitations, now is the time to do that back in groupable|m2:

 

When you're setting up Dues for the First Time:

 

Setting Up A New Dues Year

 

 

Email Dues Notices

Now that your local group is set up for online dues payment processing, check out how to send email Dues Notices to your membership. 

 

All Tuesday Weekly Masonic Updates will include a unique pay link and statement of membership for any member who owes Dues. 

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