Credit Card Reversals not Posting Correctly

[wms7328]

I use PC 11.5 with Vanco to import credit card transactions. In the previous week, due to processing errors on Vanco's part a few credit card transactions were duplicated. Vanco refunded these extra credit card charges on the same day, which shows up as a withdrawal to the church bank account on Vanco reports. However, in each case these reversals were not recorded in the individual contributions and a bank account withdrawal was not generated by the Vanco import to show that these withdrawals were made to bank account. It appears these credit card reversals were not downloaded with the other Vanco data. What showed up on the individual contribution reports was just the two credit card payments, the initial one and the duplicate one. Going to Vanco reports, the reversal is shown on individual accounts and the bank statement verified that the withdrawals were actually made through the bank.

Please check credit card reversals or refunds made through Vanco that should show up on contributions as a reversal to a previous contribution. Don't know if the same would apply to any payment that is refunded through Vanco. This happens occasionally when someone enters an incorrect amount and doesn't catch it until later. They can request a refund through Vanco which results in a withdrawal from the church account.

Thanks, the Vanco import process is great, just found this problem in the last week.

[Zorak]

We have a tool available that will allow our developers to troubleshoot this problem for you. An e-mail has been sent to you outside the forum with instructions.

[wms7328]

Thanks for the super quick reply. I will send that data to you today.

[wms7328]

Sorry, I have been out of touch for the last couple of weeks. I sent the data set that you requested in a separate email and was wondering if you were able to recreate this problem. Thanks for your support.

[Zorak]

Yes, here is a copy of the e-mail response we sent to you on June 6:

As we suspected, there is no information about the reversals or corrections coming down from Vanco's API. The duplicate contributions that were created in PowerChurch would need to be manually reversed from under the Contributions > View Posted Contributions screen.

Unfortunately, that will still cause some havoc with your bank reconciliations, but the information that we would need to make the transactions match what happened in the real world is not available to us in what is coming down from Vanco.

A better solution to this would have to come from Vanco changing the way their API works.

[wms7328]

Thanks for info. This will show up in bank reconciliation so definitely can be corrected.