Sporty has partnered with VostroPay to offer debit and credit card payments for your organisation. Once set up, your members pay online through your Sporty forms and funds are paid out daily into your nominated bank account.
Not set up yet? Complete the VostroPay application here to get started.
Contents:
- Getting Started
- When VostroPay is Ready to Use
- VostroPay Merchant Portal
- Payout Reports and Payouts
- Payment Report / Transaction Report
- FAQs
Getting Started
To apply for VostroPay, visit the VostroPay page on SportsPay. This page also covers who VostroPay are, security and privacy information, and what to expect during the application process.
What to expect once you've applied:
- Initial Offer: Received within 2 business days of submitting your application.
- Approval & Verification: Takes 2-3 business days after offer submission. Upload any required documents promptly to avoid delays.
- Onboarding: Once approved, setup typically takes 3-5 business days.
- Final Configuration: Sporty will finalise your setup within 5 business hours of onboarding completion. You'll receive a confirmation email once you're ready to take payments.
VostroPay key details:
- Flat fee of 2.55% per transaction
- Daily payouts into your nominated bank account
- Payout reports include registrant name, form name, and SP reference number for easy reconciliation
- Auto-reconciliation is available if your site is integrated with Xero - this automates the matching of daily payouts to individual payments, saving your administrator significant time
Note: It is up to each organisation whether the 2.55% transaction fee is passed on to the member or absorbed by the club. See here for how to enable this on your forms.
When VostroPay is ready to use
You'll be able to take payments via VostroPay once you've received both of the following:
- An email from VostroPay confirming your merchant services are fully active.
- An email from Sporty confirming your VostroPay configuration is complete.
Important: VostroPay will also send a separate email asking you to activate your merchant account. You must complete this step before you can access the VostroPay Merchant Portal. If you haven't received this email, contact support@sportsground.com.
If you were previously connected to another credit/debit card provider, this will be automatically disabled when VostroPay is enabled. All card payments will then process through VostroPay.
If you want to pass the transaction fee on to your members, enable "Adjust price for transaction fee" in your Connections area via Dashboard > Admin Settings. See here for further information.
VostroPay Merchant Portal
To access your VostroPay Merchant Portal, go to your Dashboard, click the Admin Settings tile, then under Connections click the VostroPay Portal link.
Note: To access the portal, you must have first activated your merchant account from the email sent to you via VostroPay. If you haven't received this, please contact support@sportsground.com.
Use your login credentials to access the VostroPay dashboard.
From the Portal you can:
- View completed transactions.
- View payouts.
- Run transaction reports.
- Issue refunds.
All transactions display a unique SP reference number assigned to the registration in Sporty. Use this number to search for specific transactions in VostroPay and to reconcile payouts.
Payout Reports and Payouts
Payouts are made daily into your nominated bank account and cover all transactions processed between 8pm the previous day up until 7:59pm NZST. Payouts will appear on your bank statement from "Nuvei_MS" or "TILL_Payments" - these are VostroPay's payment processing partners, so this is expected.
To view each payout or find out which transactions make up a payout, follow the steps below.
- Log into the VostroPay portal and navigate to the Payouts tab.
2. Click the arrow beside the payout you want to view. All payments that make up the total payout value will be displayed.
Note: You must click into the individual payout to view the transactions within it.
3. If the payout view shows no specific detail per transaction, click Customise to add more columns (see step 4).
4. Click Customise against the individual payout.
5. Enable Merchant Meta Data and Merchant Transaction ID (if not already enabled). The columns will automatically appear in the background. Click Save preferences before exiting - you'll only need to do this once.
Note: SP reference numbers do not display on the overall payouts list screen. They only appear when you click into an individual payout.
6. The payout will now show each registrant's first and last name, the form name, and the SP reference number. Use the Merchant Meta Data and Merchant Transaction ID columns to match payments to the correct invoice for reconciliation.
All payments that make up the value of the payout received are displayed. Use the Merchant Meta Data and Merchant Transaction ID column to match the invoice that the payment relates to, to reconcile the payment.
If you have invoices set to raise at the time of registration in Sporty, match each invoice to the payout and mark it as paid. When marked as paid in Xero or MYOB, Sporty will update to reflect this.
See this article here for help reconciling your payout and invoices.
To download the payout report, click Download from the payout screen. This will email a CSV file link for you to download.
Viewing Refunds
If a refund has been processed, the relevant payout will show the refunded amount in red in the Refund Amount column.
1. Click the arrow beside the payout to view the individual transactions within it.
2. From the next screen where all the transactions are that make up the specific payout you've clicked into, click the arrow again beside the (each) refund line item to view more detail.
3. Scroll to the bottom of this next screen to view the Related Transactions section. Click the arrow beside the related transaction to view the SP reference number of the original transaction.
4. The SP reference number will be displayed on the following screen.
Payment Report/Transaction Report
You can run a payments report from within Sporty, or use the VostroPay portal to view individual transactions or export a full transaction report.
Sporty Payment Report
Each payment is recorded automatically against the person's record in your Sporty registrations database. Click into the database associated with a form to view payment balances at a glance.
Export a database for a specified data range to Excel showing the payment balance along with columns for each product you've added to your web form. To run a payment report, go to your Dashboard, click the Online Registrations tile, then click the Payment Report button. See this article for more information.
VostroPay Transaction Report
Run a Transaction Report
Run a Transaction Report to view what transactions were captured within a specified period.
1. Login to the VostroPay Merchant Portal.
2. Go to Transactions.
3. Set the date which you want to report on. Alternatively, view the transactions directly from this screen.
4. Click Download.
Note: Click Customise and enable Merchant Transaction ID then click Save preferences to add this field to the main transaction view. This field will display the SP reference number for each transaction.
5. Select which fields you want to include on your export by ticking and unticking options in the Customise Export list.
You MUST include Merchant Meta Data into the export to be able to view the SP reference number which each transaction relates to.
The most useful columns for reconciling payments are:
- Date & Time - when the transaction was made
- Amount - the value of the processed transaction
- Merchant Meta Data - the SP reference number; use this to match payments to the correct person
Search for an individual transaction
Go to the Transactions area of the VostroPay portal, set the date range, then click Search and Filter.
Enter the SP reference number into the Merchant ID field and click search.
Note: Click Customise to add Merchant Transaction ID to the table displayed below to easily identify the transaction.
FAQs
Q: Do I need an NZBN to be able to use VostroPay?
A: Yes. As long as you are a registered business (incorporated or unincorporated) with an NZBN, you can complete the application. To find out if you're eligible for an NZBN, visit NZBN.govt.nz.
Q: How long does it take to get VostroPay set up?
A: The process follows these stages: Application > Offer > Verification > Approval > Onboarding > Configuration complete.
- Initial Offer: Within 2 business days of submitting your application.
- Approval & Verification: 2-3 business days after offer submission. Upload documents promptly to avoid delays.
- Onboarding: Typically 3-5 business days once approved.
- Final Configuration: Sporty will complete setup within 5 business hours of onboarding. You'll receive a confirmation email when you're ready to take payments.
Q: What happens when VostroPay is ready to use?
A: Sporty will send you a confirmation email. Your existing credit/debit card provider will be disabled and VostroPay enabled so you can begin taking payments immediately.
Q: What is a Beneficial Owner, and how many owners do I need to enter?
A: A Beneficial Owner is a duly authorised officer or representative with effective control of the organisation (e.g. Chair, President, Principal). You only need to enter one, but you can add more if needed.
Q: Why is VostroPay asking for our annual turnover?
A: VostroPay asks for this information as part of their risk, compliance and AML checks.
Q: Will my members or my organisation be impacted while the switch to VostroPay takes place?
A: No. The switch happens in the background. If you're currently using Stripe, you'll continue using Stripe until VostroPay is switched on. Members won't notice any difference - they'll enter their card details as usual.
Q: How do I update my bank account details after VostroPay has been set up?
A: Contact VostroPay directly at customersupport@vostropay.com.au with the following:
- New bank account details
- Supporting documentation (bank statement or letter confirming the account belongs to your organisation)
- Written approval/request for the change
VostroPay will also need to verify that the person requesting the change is authorised to do so. You'll need to provide the following details (these can be given over the phone if preferred: 1300 867 876):
- DBA (Doing Business As) name
- Owner/Authorised Signatory full name
- Licence number
- Date of birth
- MID (Merchant Identification Number)
- TID (Terminal Identification Number)
- Last funding deposit date/month
Q: Can I use both POLi and VostroPay together?
A: Yes. VostroPay handles credit/debit card payments, while POLi handles bank-to-bank transfers. They work alongside each other.
Q: Disputes, Chargebacks and Insufficient Funds
A: If a member disputes a transaction, VostroPay will contact Sporty to provide evidence of the purchase. A non-refundable $25 dispute fee applies per dispute. If the bank rules in your favour, you may choose to pass this fee on to the member.
If the dispute is successful, the payment will be refunded to the registrant and you will be notified. VostroPay processing fees are still applicable for that transaction. You will need to follow up with the member directly to facilitate payment.
Q: Will VostroPay replace my existing card payment setup?
A: Yes. Your existing credit/debit card provider will be disabled when VostroPay is enabled.
Q: I don't have access to the Merchant Portal, help!
A: If you haven't received the initial invitation email, or need it resent, contact support@sportsground.com.
If you've forgotten your password, click Forgot my password on the login screen to receive a password reset email.
Q: How do I add another user to my Merchant Portal?
A: See this VostroPay support article for instructions on adding and managing users.
Q: I have a senior and junior site on Sporty, can I connect my VostroPay Merchant account to both?
A: Yes. Contact support@sportsground.com and we can connect both sites to the one account.
Q: Are Sporty and VostroPay one of the same?
A: No, they are separate and independent providers. Sporty has partnered with VostroPay to offer card payment processing. Learn more about VostroPay here.
Q: Who can I get in touch with if I have any questions?
A: For help within the Sporty platform, check the Online Knowledge Base first. If you can't find the answer, email support@sportsground.com. You'll receive an auto-reply with a support ticket number and our NZ-based team will get back to you during business hours.
For VostroPay-specific support, see VostroPay's contact page.