In this article, we will address what you need to do if you receive an e-mail stating that some checks were declined or adjusted. By default, these notification emails will go to the person who scanned the batch. If additional people should also receive these notifications, please email us at email@example.com.
- The deposit was approved with adjustments
- The deposit was rejected
- An item needs rescanning
- There are duplicate items in the deposit
- There are rejected items in the deposit
A deposit will be reopened if there are items that need to be rescanned. When this occurs, you will need to correct the deposit and resubmit it for processing.
The following table describes the status of any, one deposit in the system.
|Status||Definition||What to do|
|Deleted||The entire deposit has been deleted by someone in your organization prior to closing it. The deposit may not be deleted once it has been closed. None of the items will be sent to transaction processing.||If you have not already, you will need to rescan the checks in this batch.|
|Deposited||All items have been processed successfully, and the deposit is in balance with no discrepancies or errors. These items are now in the Approved status, and an email notification has been sent.||Ensure the checks in this batch are allocated in Pushpay.|
|One or more of the items within this deposit caused an adjustment to the total deposit amount. The transactions have been sent to transaction processing with the adjusted deposit amount. An email notification has been sent.||Ensure the adjustment is accounted for correctly in Pushpay and your general ledger. See the Adjustments and Rejections section below for more information.|
|Open for Scanning||
A deposit has been created and is open to scan. Items can be scanned into this deposit until it is closed.
Complete all your check scans in ProfitStars and close the batch.
|Partial Deposit||One or more of the items was removed from the deposit due to a duplicate or rejected item. The deposit has been sent to transaction processing with the deposit total minus the items that will not be processed. An email notification has been sent.||Ensure the rejected check is accounted for correctly in Pushpay and your general ledger. See the Adjustments and Rejections section below for more information. Rescan the rejected check(s), if necessary.|
|Rejected||This deposit status indicates the entire deposit has been rejected. A deposit is rejected when the adjustment amount exceeds the adjustment limit assigned by the bank or when all items within the deposit are rejected possibly due to all being duplicates.||Ensure the rejected batch is accounted for correctly in Pushpay and your general ledger. See the Adjustments and Rejections section below for more information. Rescan the rejected check(s), if necessary.|
|Submitted||This deposit status indicates the deposit has been closed and the items are being reviewed for accuracy and errors. Once finished, the status of the items will change to one of the statuses defined previously.||Monitor in Pushpay and ensure the checks in this batch are allocated in Pushpay once the status is changed to Ready to Allocate. During this time, items may be rejected or adjusted by the ProfitStars balancing team.|
Adjustments and Rejections
Check is rejected
If a check is marked as Rejected, it went through processing and was denied. To find out why, follow the steps below:
- Open ProfitStars.
- On the overview screen, click Declined and generate a report.
- Scroll down and click on each check to see the reason for denial.
Please Note: If you have reached your velocity limit, contact us at firstname.lastname@example.org.
If all items within a batch were rejected, you will see the batch in Rejected state
If there is an adjustment in the total amount from the batch, you don't need to do anything. The ProfitStars balancing team will correct these errors and an e-mail will be sent to you with the correct amount. This generally happens within one business hour.
Note: If the check amount cannot be automatically read during the scanning process, the amount will show as To be keyed. These items are all reviewed and keyed by the balancing team. These items will be reviewed in real time during business hours, so you may keep the deposit open until an amount is keyed. However, you are also welcome to close the deposit. There is no action needed on your part.
Check needs to be rescanned
If there is a check that needs to be rescanned, the batch will be moved back into an Open state. This means that the batch wasn't entered for processing. You will need to return to ProfitStars to rescan the item and continue through the process.
Duplicate check in the batch
If there is a duplicate check in the batch, this check will not be available to allocate and will not show up on the allocation screen. You will receive an automated email about all duplicate checks.