IN BRIEF
Returned or declined Check payments require manual adjustment in the family ledger. Because iClassPro does not integrate directly with your bank, all Check payments are initially recorded as successful, even if the bank later reports an issue such as insufficient funds or a closed account.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Best Practice for Returned Check Fees
  • If You Do Not Charge a Returned Check Fee
• Troubleshooting & FAQs
• Related Articles

Overview

Since iClassPro does not have a direct connection to your bank, the System cannot automatically detect whether a Check payment ultimately clears. All Check payments are treated as successful at the time they are entered.

If a Check is later returned or declined, you will typically receive a notification from your bank (such as an email or mailed notice). At that point, you must manually update the family’s ledger so the account balance accurately reflects the failed payment.

To maintain accurate financial records, iClassPro retains a history of deleted payments:

• Deleted payments remain visible on financial reports for the day they were deleted.
• Historical reports for the original payment date will reference that the payment was deleted.

For this reason, it is important to record key details from the original Check payment before deleting it.

Note: This document references handling returned/declined physical checks. For details on handling returned/declined eChecks, see How Do I Process eCheck Payments?.

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Accessing the Feature

Returned or declined Check payments are managed directly from the family ledger.

1. From the main navigation menu, go to FAMILIES.
2. Use the search/filter options to locate the appropriate family account.
3. Click the currency symbol icon to expand the family ledger details.
4. Click the Full Ledger button.
5. Locate the Check payment that was reported as returned or declined.

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Step-by-Step Instructions

Follow the steps below after receiving notification from your bank that a Check payment has failed.

1. In the family ledger, locate the Check payment that needs to be removed.
2. Select the pencil/edit icon next to the payment to open the payment details.
3. Before deleting the payment, record the following information:
   • Reference/check number (if one was assigned)
   • Payment date
   • Payment amount
4. Determine how you want to document the returned Check:
   • If you charge a Returned Check Fee, include the recorded information in the charge title.
   • If you do not charge a Returned Check Fee, plan to add a family note with this information.
5. Select the red DELETE button at the bottom of the payment window to delete the payment.

After the payment is deleted:

• The payment is removed from any charges to which it was applied.
• The affected charge(s) will show an outstanding balance until a new payment or credit is applied.

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Best Practice for Returned Check Fees

• When adding a Returned Check Fee charge, include identifying details directly in the charge title.
• A recommended format is:
  • NSF Fee – Check [reference/check number] on [date] for [amount]
• This ensures the reason for the fee is clearly documented in the ledger and financial reports.

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If You Do Not Charge a Returned Check Fee

• After deleting the payment, create a family note that includes:
  • Reference/check number
  • Original payment date
  • Original payment amount
• This keeps the information available for future reference if questions arise.

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Troubleshooting & FAQs

• Why does iClassPro allow a Check payment to be recorded as successful if it later fails?
  • iClassPro does not integrate directly with banks. Because of this, the System cannot verify whether a Check clears and must treat all Check payments as successful at the time they are entered.
• Will deleting a Check payment remove it from all reports?
  • No. Deleted payments remain visible on financial reports for the day they were deleted, and historical reports for the original payment date will reference that the payment was deleted.
• What happens to charges that were paid with a deleted Check payment?
  • Deleting the payment removes its application from any charges. Those charges will show an outstanding balance until a new payment or credit is applied.
  • Deleted payments that were previously applied to charges will remain visible on financial reports for the day they were deleted, and historical reports for the original payment date will reference that the payment was deleted.
• Is adding a Returned Check Fee required?
  • No. If you do not charge a Returned Check Fee, it is recommended that you add a family note with the Check details so the information is retained for reference.

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Related Articles

• What Do I Need to Know about Payments?
• What Do I Need to Know About Charges?
• How Do I Apply Payments/Credits in Family Ledgers?
• What is the Bank Deposit Report (FIN-2)?
• How Does the Bank Deposit Report (FIN-2) Reflect Payment Information?
• What is the Program Deposit Split Report (FIN-4)?
• How Does the Program Deposit Split Report (FIN-4) Reflect Applied Payments/Credits?
• How Do I Process eCheck Payments?

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