Setting up Your WePay Merchant Account

The purpose of this article is to provide step-by-step instructions to set up your club/chapter/lodge for online payments. Instructions have changed over time as WePay makes changes to their setup process.

This VIDEO will be updated with most current 2021 setup steps. The written instructions are the most up to date.

Steps in Setup:

Review Requirements
Gather Documentation
Create groupable:m2 and OLP Accounts
Signup with WePay
Add WePay Account Information
After First Payment is Processed
When your Organization, Bank, or Personal Information cannot be verified

Review Requirements

Role and Logins: groupable:m2: You must already have a groupable:m2 account with the Secretary or AssistantSecretary role. If you are not an Elected Secretary, the Elected Secretary must assign you as AssistantSecretary in groupable:m2 before you can create this account.
Who: The Secretary or Assistant Secretary is to be named as the WePay Account Admin, as they are the Controller for the local group. The Treasurer's email can be added as a moderator on the WePay account so that they receive notifications of payments and electronic bank deposits.
Role and Logins: OLP: You must activate your OLP User Account.
Access to information: You must have access to verify your Organization's IRS EIN and IRS Entity Name (this is not the Name and Number of your Organization) from the Groupable Payments Dashboard, your organization's bank name, bank routing number, and bank account number.

Gather Documentation

You must have access to the following:

Your organization's Bank Name, Bank Routing Number, and Bank Account Number.
Groupable Payments screen in OLP which provides your Nonprofit Legal Name (as filed with the IRS) and your IRS EIN.

Create groupable:m2 Account

Creating Your groupable:m2 Account

Signup with WePay

To get started using Groupable Online Payments to accept credit cards you can start from your local group's Groupable:m2 > Dues/Arrears screen. Here you can click directly to Get Started:

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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 Online Payments tab on the OLP Dashboard.

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

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 it can be transferred smoothly to the next incoming secretary), and
the password field, and
click the "I agree..." check box. (Please review the terms of service if you have questions.)

Now hop to your email inbox and click the WePay email confirmation.

Add WePay Account Information

Now that you have created your account you will return to the OLP dashboard on the Merchant Account tab. Click the green Update WePay Account button.

This will bring you to the page where you will fill in the verification information for your lodge.

Type of WePay Account

Click the Nonprofit button.

Click the Unincorporated Association button. The select Associations from the first list and Civic, Social, and Fraternal Associations from the second list.

Nonprofit Details

Fill in the Nonprofit Details for your lodge.

Legal 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 the same as the legal name of your Parent Organization.

Select your Parent Organization's name from the list and enter this name in the

Legal Name of Your Nonprofit field:

CO: ANCIENT FREE & ACCEPTED MASONS OF COLORADO

HI: MOST WORSHIPFUL LODGE OF FREE AND ACCEPTED MASONS OF HAWAII

IL: ANCIENT FREE & ACCEPTED MASONS OF ILLINOIS

KS: ANCIENT FREE & ACCEPTED MASONS OF KANSAS

MA: MASTER WARDENS & MEMBERS OF THE GRAND LODGE OF MASONS IN MASS

ME: ANCIENT FREE & ACCEPTED MASONS OF MAINE

MI: FREE & ACCEPTED MASONS OF MICHIGAN

NE: FREE & ACCEPTED MASONS OF NEBRASKA MAHF

NC: ANCIENT FREE & ACCEPTED MASONS OF NORTH CAROLINA

NM: ANCIENT FREE & ACCEPTED MASONS OF NEW MEXICO

NY: FREE & ACCEPTED MASONS OF NEW YORK

OESTX: ORDER OF EASTERN STAR OF TEXAS

RAPA: ROYAL ARCH CHAPTER OF PENNSYLVANIA

SD: ANCIENT FREE & ACCEPTED MASONS OF SOUTH DAKOTA

WI: FREE & ACCEPTED MASONS OF WISCONSIN

Now check the box "doing business as" 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 NORTH CAROLINA",

doing business as "Sylva #216 NC".

For more instructions: Finding the Name of Your Nonprofit.

Always confirm the EIN for your lodge in groupable:m2 at Home > Info/Officers. 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.

Now enter the following information:

Enter your OLP lodge web address for the Nonprofit Website.
Enter Fraternal Organization for the Nonprofit Description.
Enter the physical address of the lodge.
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.

Controller Details

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

Please note that due to Federal Anti-Money Laundering Regulations, you are required to provide items like your Social Security Number, though WePay will try to confirm your identity with only the last four of your SSN.

Now click the blue Submit button.

Bank Information

This will bring you to the page for filling out your bank's information to enable direct deposit of payments to your lodge's checking account. You will need a check or an image of a cancelled check to complete this section.

Fill in:

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.
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.

Final OLP Review

This will bring you back to the OLP Dashboard > Merchant Account tab. You should see that your WePay account is active and there is nothing that needs to be updated.

You're All Set!

After First Payment is Processed

Once you receive your first payment, your first bank transfer will be triggered and this 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.

When "Your Account Requires Action"

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

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 at charitynavigator.org 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.

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

Review Member Types and Dues Rates

Scrolling down the Dues & Arrears Screen, you'll see your existing Member Types listed on the right hand side. Please add any Member Types and Dues Rates, or update any existing Member Types. If you have any Parent Organization Assessments or increases, now is the time to add these to the total Dues Rate.

Add or Change Member Types Instructions

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Check Dues Owed and Member Types in Bulk Edit Dues Screen

To reach the Bulk Edit Dues screen, use the Dues Management Menu (click here to manage your dues).

The Bulk Edit Dues Screen allows you to confirm and edit existing Dues Owed (up to four years historically), and change Member Types quickly. The green flash on a member's line tells you that a change was auto-saved. Only use this to enter any arrears or the last handful of current year's dues. Once this is set up you will Add a New Dues Year to create a receivable for all applicable members.

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Configure Dues Notice

Now be sure to Configure Dues Notice. This is where you will add any solicitations for donations, including the "cover my debit card fee" from the setup video.

To configure your dues notice, log in to groupable:m2 and navigate to the Dues/Arrears screen. Watch the groupable:m2 New Dues System video or simply click the Click here to manage your dues > Configure Dues Notice

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Here you will Add Solicitations and double check your Title, Due Date, Instructions, and Return Address. Screen_Shot_2020-11-24_at_7.52.07_PM.png

If your local group has not made additional Income Categories, be sure to watch the instructions at minute 7 in the WePay setup video. You'll add the Income Category named FEES in the Budget.

Setting Up A New Dues Year

If you're setting up for a New Dues Year, move to that process next, and then you can move to Emailing and Printing Dues Notices.

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. When you email the dues notices, each email will include the member's Dues Notice by PDF plus a unique pay link. Emailing Dues Notices is found in the Dues & Arrears menu > Email/Print Dues Notices. You can alsways email a single member by clicking the email icon next to their Dues Owed dollar amount in the Dues & Arrears Table or from their Member Payments screen.

All Weekly Masonic Updates will include a unique pay link and dues reminder for any member who owes Dues. OLP may also send automated Dues Reminders by email.

After First Payment is Processed

When 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 IRS Entity Name, please ask WePay to "reset your KYC" and look up your EIN at charitynavigator.org immediately to identify your Legal Entity Name.