Returned Checks / ACH Rejects¶
Here’s what to do when a Check or ACH transaction is returned for NSF (Insufficient funds) or fails to process.
The process for Reversals and Corrections is a little different, so refer to the help article for Corrections/Reversals for Contributions/Registrations.
Note
The batch in which the contribution/registration was recorded will most likely be closed. If it is still open, you could delete that item and adjust the batch total. However, this method is not accurately recording the transaction, so we don’t recommend it.
- Step 1
Go to Administration > Contributions > Search.
- Step 2
Filter for the individual, date range, or check #, and then click the name of the individual in the list. This will switch the view to contributions/registrations for only that individual.
- Step 3
Find the specific contribution/registration and click the Return button, under the Actions column on the right of the page. This removes the contribution/registration from the original batch (and from the donor’s record if it’s a contribution).
Important
If a contribution was a check for multiple funds, be sure to Return all items.
Tip
If this is a contribution, you can also go to the individual’s people record, select the Giving > Statements tab, and click the contribution total beside the appropriate year. This will open the Contributions > Search page, filtered for that individual’s contributions for the selected year. At that point, just proceed with Step 3 above.
Facts about Returned Checks / ACH Rejects¶
When a check or ACH reject is flagged as Returned, the original contribution/registration will have a Status of Returned. A new contribution/registration record is created that will have a Status of Recorded. This record will have in the Notes a message like this: “Returned Check for Contribution Id = 1234567”. On the Contributions Search page, if you want to view both records, you can select the Status Returned. Notice in the screenshot below, the reference number for the returned check / ACH reject is to the Contribution ID #.
The original batch will now be reduced by the amount of the reversal (as will the total contributions for the individual if it’s a contribution). The original batch should never need to be re-opened, so it is appropriate that the total for the Batch Header no longer matches the Total Items.
Returned checks or ACH rejects do not show on a person’s Contribution Statement, nor does the original contribution for which the check or ACH payment was made.
To view both the original contribution/registration and the return, go to Administration > Contributions > Search, filter using the original donor’s name, and select Returned as the Status.
Latest Update |
11/6/2023 |
Update instructions for Batches