NSF stands for Non-Sufficient Funds. NSF is a banking term for a Check or ACH payment option that is presented for a transaction, but the amount written on the check or set to charge via ACH exceeds the available balance in the account. An NSF Fee is an amount that you charge over the initial purchase price for a Check or ACH that is returned because of non-sufficient funds.
This topic covers setting up the NSF fee and how to use it in iWeb.
Setting up the NSF Fee
At first, you need to add an NSF fee as a Miscellaneous product in the Inventory module and then associate it to a Business Unit. Follow the steps mentioned in the following articles to complete the NSF fee setup.
Add NSF to a Payment Profile
Once you complete the NSF fee setup, you can use it to charge a customer for non-sufficient funds. Add an NSF record when you want to identify the payment as NSF, enter a date adjustment, and charge an NSF fee.
The NSF link (Payment profile > Edit profile menu) appears only for payments with a payment method of Check or ACH, processed from a batch that is now closed.
Note: The NSF link (Payment profile > Edit profile menu) will be disabled if the batch that processed the Check or ACH transaction is not closed.
Step 1: Payment Change Information
1. Go to Modules>CRM> Find, List, Query, or Add Payment> Payment Profile. Click the Edit profile menu and then click the NSF link.
2. The NSF | Payment Change Information wizard opens.
3. The first section, Payment Information, displays the following fields:
| Field | Description |
|---|---|
| Account Number Display | Displays the number of the ACH that bounced. |
| Routing Number | Displays the nine-digit routing number for the financial institution that issued the ACH payment option. |
| Payment Amount | Displays the amount that should have been paid. |
| Invoice # | Displays the number of the original invoice. Click the link to go to the Invoice profile. |
| Transaction Date | Displays the date and time of the original transaction. |
| Paid By | Displays the full name of the customer. Click the linked name to go to the Individual Profile for the customer. |
4. Fill in the fields in the Void Payment Information section as described in the table below:
| Fields | Required | Description |
|---|---|---|
| Transaction batch | Required | Select a new batch for the new invoice that will be generated for the NSF fee. |
| Payment Void Date | Required | Enter or Select the date you want to void the payment. Defaults to today's date. |
5. On the NSF Fee Information section, the Fee Amount field auto-populates the NSF Fee set to the Business Unit. You can use the default amount populated in this field or edit the fee amount as described in the table below:
| Fields | Required | Description |
|---|---|---|
| Fee Amount | Required | Defaults to the fee amount set for this business unit. Use the default or edit the fee amount. |
| Charge Description | Optional | Enter a description for this fee. The description mentioned in this field will be displayed on the Group Description field available on the profile information panel of the invoice created to charge for non-sufficient funds in the account. |
6. Click the Continue button to go to the next step in the wizard. Click the Cancel button to clear your changes.
Step 2: NSF Confirmation
1. Review the information for the original invoice according to the table below, this is the invoice that will be marked UNPAID:
| Field | Description |
| Invoice # | Displays the number of the original invoice. Click the link to go to the Invoice profile. |
| Account Number Display | Displays the account number of the ACH that bounced. |
| Routing Number | Displays the nine-digit routing number for the financial institution that issued the ACH payment option. |
| Transaction Date | Displays the date and time of the original transaction. |
| Paid by | Displays the full name of the customer. Click the linked name to go to the Individual Profile for the customer. |
2. Review the information for the new invoice according to the table below, this is the new invoice that will be created for the NSF Fee:
| Field | Description |
| Invoice Amount | Displays the amount of the fee that will appear on the new invoice. |
| Invoice Date | Displays the creation date of the new invoice. |
3. Click the OK button to complete the wizard, mark the original invoice unpaid, and create a new invoice. A Payment marked as Non-Sufficient Funds message appears on the Payment Profile and the original invoice information appears in the adjusted/voided payment details child form. Click the Go Back button to go back to Step 1: Payment Change Information.
GL transactions for paid invoice that is returned/cancelled with credit and then NSF is applied to the payment:
| Transaction | Debit Account | Credit Account | Description |
| 1. Sale | Accounts Receivable | Revenue | Record the sale on credit |
| 2. Payment | Cash | Accounts Receivable | Record the receipt of payment |
| 3. Cancellation & Credit | Return | Liability | Record the return and creation of a credit |
| 4. NSF - Void Payment | Accounts Receivable | Cash | Reverse the collected payment |
| 4.1. NSF - Write-off Credit | Liability | Return | Write off the uncollectible credit |
| 4.2. NSF - Return Payment | Revenue | Accounts Receivable | Reverse the revenue and reinstate the receivable |
Note that Steps 4, 4.1, and 4.2 happen when the NSF is completed.