You will need the Limited Write Contributions permission to perform this action.
When a check bounces due to insufficient funds or an account is closed, it's important to record the incident in One Church Software to ensure the donation records are accurate. The process of recording the returned check is simple.
Find the Original Check
Locate the original transaction by going to Contributions > Transactions via the left-hand navigation menu. If needed, click on the filter button to reduce the transactions listed.
Once you find the desired transaction, note the details: Person's name, check number, and amount.
Add a New Batch
Follow the instructions in How do I create a batch?
Title the Name as "ACH Return" or "Returned check or something similar. Once satisfied with all the details, select the "Create" button.
A pop-up will display two options; choose "Add Transactions."
A pop-up will display several fields. The relevant data to include:
Received On: Date the check was returned.
Name: Original Donor's name.
Designation Amount: Negative amount of the orginal check.
Designation: Same as the orginal transaction
Method: Input payment method, check.
Check Number: Input the original check number.
Notes: Input ACH Return and checkmark. Check the box to include notes on the giving statement.
Select Save to finish.
Note: This process outlined above is how One Church Giving handles ACH Returns for online processed transactions (i.e. the return is a new contribution record since technically it is a separate transaction).
In version 6
Find the Original Check
Locate the original check by going to Contributions > Transactions via the left-hand navigation menu and selecting the Filtered button. Using the "Filtered" button, you can quickly search for the transaction you need.
Once you find the desired transaction, note the details: Person's name, check number, and amount.
Add a New Batch
Go to "Add New" beside the Transactions header and select "Create New Batch" to add a new contribution for the same donor and designation but for the negative amount.
A pop up displays details for adding a transaction. Title the Batch Name as ACH Return or something similar. Once satisfied with all the details, select the "Create" button.
A pop up will display two options; choose "Add Transactions."
A pop up will display several fields. The important ones to input data into include:
Received On: Date the check was returned.
Name: Donor's name.
Designation Amount: Negative amount of the check.
Designation: Name of the designation of the check.
Method: Input payment method, check.
Check Number: Input the original check number.
Notes: Input ACH Return and checkmark Include notes on giving statement.
After all of the information is input into the "Add Transaction" pop-up, select the "Add" button. This will cancel out the original contribution, and a note can indicate it was due to an ACH Return.
Comparison of the Positive and Negative Transactions
This is a comparison of transactions: Nov. 8, 2023, is the revised transaction, and Sept. 12, 2023, is the original transaction. The first transaction listed cancels out the second transaction.
Note: This process outlined above is how One Church Giving handles ACH Returns for online processed transactions (i.e. the return is a new contribution record since technically it is a separate transaction).