Stop a Payment in Payment Assistant

If you’ve processed a payment using Payment Assistant but need to stop it — for example, if a check was lost in the mail, you can request a stop payment. A stop payment refunds the original payment and doesn't reissue it. To reissue a payment, contact the Financial Edge NXT team within Blackbaud Customer Support.

Note: Stop payments can only be initiated for open payments. If the vendor has already cleared the funds, the stop payment can’t be processed. In that case, contact the vendor directly to resolve the issue.

You can request a stop payment from three locations:

  • From Payables, go to Payment Assistant, then select the Payments tab. On the Payments tab, use the context menu for the payment to request a stop payment.

  • From the payment's bank draft record.

  • From the Payments tab of a Payment run record, use the context menu for the payment to request a stop payment.

How to Request a Stop Payment

  1. From the context menu of an open payment, select Request stop payment. If you are on a bank draft record, under Payment Assistant, select Request stop payment.

  2. A confirmation screen appears. Confirm that this is the payment you want to stop. Once you submit, it can't be cancelled.

    Note: Requesting a stop payment doesn't guarantee the payment can be stopped.

  3. Select Send. The stop payment is sent to the payment processor for review.

After you submit a stop payment request, a stop payment note is added to the Payment status column on the Payment Assistant Payments tab.

On the bank draft record, under Payment Assistant, the Payment events are also updated with the stop payment request.

When a stop payment request is successful, you'll receive a refund notification.

Tip: If a payment processed through Payment Assistant is cancelled, the associated bank draft may still appear in the bank register as paid. Learn how to resolve cancelled payments.

When to Request Stop Payments

Stop payments can only be requested when a payment status is "Open." Stop payments should only be requested in rare cases, such as:

  • Incorrect vendor address

  • Lost or stolen check

  • Late payment that must be reprocessed immediately

Stop Payment Permissions

To request a stop payment, a user must have a role with the appropriate permission.

  1. In Security, go to Role management.

  2. Edit an existing Payment Assitant role or create a new one.

  3. Assign the following permission:

    • Payment Assistant role – Under Payments tasks, select Stop payments.

For more details about Payment Assistant permissions, see Security Roles and Permissions for Payment Assistant help.

Processing Time for Stop Payments

After you request a stop payment, allow 5–7 business days for processing and for the funds to become available in your account.

Frequently Asked Questions

When a stop payment is successful, you’ll receive a notification in the product and an email confirming that the payment was cancelled.

If the stop payment request isn’t successful, the payment continues processing until it shows as Paid. When it shows as Paid, you’ll need to contact the vendor directly to resolve the issue.

  • A stop payment note appears in the Payment status column on the Payment Assistant Payments tab.

    • If the stop payment was successful, the column also shows Cancelled.

    • If the stop payment wasn’t successful, the column shows Open until the payment is marked as Paid.

  • On the bank draft record, under Payment Assistant, the Payment events section records the stop payment request. The event log will also show when the payment is marked as either Cancelled or Paid