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Handling Duplicate Checks in Check Scanning

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Summary: This article explains how the Check Scanning system identifies duplicate checks during the batch commitment process and how to identify these failures to ensure accurate processing.

Before You Begin

  • Permissions: You must be an Admin with access to Check Scanning to view batch failures and error messages.

  • Definition: A "Duplicate" is defined by matching Maker Data: the Account Number, Routing Number, and Check Number.

Understanding the Duplicate Detection Process

Previously, duplicate checks might have disappeared from batches without warning. The system now provides clear visibility when a duplicate is detected.

  1. Scan your checks as usual. During the initial scanning phase, the system will allow the check to be scanned and displayed in the batch list.

  2. Commit the batch. Duplicate detection occurs after you click Commit. The system reviews the batch before sending it for final processing (ProfitStars).

  3. Identify Failures. If a check is identified as a duplicate, it will not be processed. Instead, it will be flagged as a Failure within the batch view.

  4. Hover over the Failure Icon. To understand why a specific check failed, hover your mouse over the warning/failure icon next to the transaction. You will see the following message:

    "This check failed because it is a duplicate. Our system has identified another record with the same Maker data."

Troubleshooting & FAQs

  • What defines a "Duplicate"? The system flags a check as a duplicate if it finds another record with the exact same Maker Data (Account Number + Routing Number + Check Number).

  • Scenario 1: Duplicate within your Organization This is the most common scenario. It usually means this specific physical check was already scanned and committed in a previous batch within your church's account.

  • Scenario 2: Duplicate from another Organization In rare cases, a check may be flagged as a duplicate because the unique Maker Data matches a record in another organization's system.

    • Action: If you are certain you have not scanned this check previously, please contact Tithely Support for further assistance.

  • What happens to the rest of the batch? The rest of the valid checks in the batch will process normally. Only the specific check flagged as a duplicate is stopped at the transaction level.

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