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. When you request a stop payment, you can choose to refund the original payment or reissue it to the vendor. If you select reissue, the payment is reprocessed to the same vendor.

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 and Refund

Use this option to stop a payment and return the funds to your account.

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.
In the Request stop payment modal, select Stop and refund.
A confirmation screen appears showing the payment details. Review the information to confirm this is the payment you want to stop.
Note: Requesting a stop payment doesn't guarantee the payment can be stopped. This request can't be undone once submitted.
Select Send. The stop payment request 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 with refund 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.

How to Request a Stop Payment and Reissue

Use this option to stop a payment and reissue it to the vendor — for example, if a check was lost or sent to the wrong address. Reissues are subject to a monthly limit of 5. If you've reached the limit, contact the Financial Edge NXT team in Blackbaud Customer Support for assistance.

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.
On the Request stop payment screen, select Stop and reissue.
If you've reached the monthly reissue limit, Stop and reissue is unavailable.
For virtual card payments, the confirmation will note that the virtual card will be reissued as a check. No reason selection is required.
For check payments, select a Reason for the stop:
- Lost check
- Payee requested reissue
- Incorrect address — Enter the corrected vendor address. Note that this doesn't update the address on the vendor record. To prevent future payments from going to the wrong address, update the vendor record separately.
Select Request stop payment. The request is sent to the payment processor for review. This request can't be undone once submitted.
To avoid delays, ask the vendor not to cash the original payment while the stop payment is being processed.
Note: Requesting a stop payment doesn't guarantee the payment can be stopped.

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 and reissue requests. You can then track the status of the reissue request until it's paid.

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.

In Security, go to Role management.
Edit an existing Payment Assitant role or create a new one.
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.