Record a payment by check

Pour :Administrateur

Preview: Record a payment by check

The check remains one of the most used donation methods by senior congregants and large-amount donors. This page details the entry in Unisoft, the preservation of the check number for bank reconciliation, and the management of possible rejections.

Why properly record your checks

A poorly recorded check can lead to:

• An incorrect tax receipt sent to the donor
• A loss of the check if you no longer reconcile it with the entry
• An accounting duplicate if you enter the same check twice
• Difficulty identifying the donor in case of rejection

Systematic entry in Unisoft, with the check number and the issuing bank, eliminates all these risks.

Entry procedure

1. 1

   Receive and examine the check

   Check: amount in figures = amount in words, signature present, date not post-dated, made out to the organization.

2. 2

   Click Add a payment

   Payments list → Add a payment button at the top right. Admin route /app/paiements/list.

3. 3

   Choose Method = Check

   The form displays the fields specific to the check.

4. 4

   Select the donor

   Type the name of the contact in the Contact field. If the person doesn't exist, click on Create a new contact.

5. 5

   Enter the amount

   In euros (or currency). Unisoft accepts cents: 180.50 €.

6. 6

   Indicate the payment reason

   Campaign, donation pledge, fund, main cash register, booklet… See Understanding a payment.

7. 7

   Fill in the check number

   Mandatory field in the Check details block. This is the number that will allow bank reconciliation.

8. 8

   Indicate the issuing bank (optional but advised)

   Crédit Mutuel, BNP, La Banque Postale, etc. Useful in case of rejection.

9. 9

   Date of the payment

   By default, today's date. Modify if the check is earlier (date written on the check).

10. 10

    Check Issue a tax receipt if applicable

    The receipt will be generated and sent by email to the donor if their email address is filled in.

11. 11

    Save

    The payment appears in the list with the Validated status and the Manual source.

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The check number, your best ally

Systematically entering the check number is the 5-second investment best amortized. During bank reconciliation, the statement import will contain this number — Unisoft will automatically link to the entered payment.

Keep the physical check

As long as the check is not deposited at the bank, file it in a dedicated pouch identified by:

• The current month ("Checks to deposit — May 2026")
• The booklet number targeted accounting if you have multiple bank accounts

Do not mix entered and non-entered checks. Once entered in Unisoft, discreetly mark the check (pencil cross on the back) to avoid double entry.

Prepare the bank deposit

1. 1

   Filter checks not yet deposited

   Payments module → Method = Check filter + Date filter for the period.

2. 2

   Export in XLSX

   Export button at the top right. You get the list with check numbers and banks.

3. 3

   Prepare the check deposit slip

   Copy the amounts and numbers from the export to the bank slip (paper or online).

4. 4

   Deposit at the bank

   All at once if possible — this facilitates the reconciliation afterwards.

Tracking the bank collection

Step	Typical delay	Visible in Unisoft
Entry	Immediate	Validated status
Bank deposit	Day D	No change
Credit on statement	D+2 to D+5 business days	Visible in bank reconciliation
Reconciliation	At statement import	The payment appears as "reconciled" in Management

Manage a check rejection

If the bank notifies you of a rejection (insufficient funds, non-compliant signature, check without provision after deposit), proceed as follows:

1. 1

   Find the payment in Unisoft

   Search by contact or use the check number as marker.

2. 2

   Document the rejection in comment

   Open the detail panel → Edit → update the comment ("Bank rejection on 05/15/2026 — reason: insufficient funds").

3. 3

   Delete the payment

   Delete action available since the source is Manual. See Delete a payment.

4. 4

   If a tax receipt has been issued: warn the donor

   The receipt must be canceled. Contact the donor so they don't declare it.

5. 5

   Recontact the donor

   Propose a new check, a transfer, or an online payment by card.

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Don't mechanically follow up

A check rejection is often an involuntary bank incident (forgetfulness, temporary cap). A discreet phone call is always more effective than a stigmatizing written follow-up.

Operational best practices

Practice	Benefit
Enter within the hour after reception	Avoids omissions and losses
Always fill in the check number	Facilitated automatic reconciliation
Indicate the issuing bank	Quick diagnosis in case of rejection
Mark the check with a pencil once entered	Avoids duplicates
Deposit in weekly batches	Limits trips to the bank
Keep a scanned copy of large checks	Proof in case of dispute

Special cases

Post-dated check

Enter on the date of the check (not today's date). Indicate in comment "Post-dated check to be presented on DD/MM/YYYY". Keep it separately from checks to deposit immediately.

Check for multiple reasons

A donor writes a 500 € check with a note: "300 € for my pledge, 200 € for the renovation fund". Use Add a multi-reason payment.

Check made out to a different order

If the check is made out to a different accounting association (for example your cultural subsidiary rather than the religious one), enter it on the corresponding accounting association. See Filter my payments.

Unsigned check received

Do not enter it. Return to the donor with a courteous accompanying note and a prepaid envelope.

Go further

• Add a payment — general procedure
• Payment by transfer
• Payment in cash
• Understanding sources
• Best entry practices