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RealmMinistryPlatformPDSACSAccountingGivingVancoConnectShepherdGrowth MethodGo MethodMissionInsiteGatherHeadMaster ChildcareTrust Center

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Customers

Manage customers

Search for, edit, and cancel customers, and manage their payment details.

What do you want to do?

Add a customer

Learn how to add information about a customer, their payment methods, and their transactions.

You add a new customer at the same time as you enter their first transaction. There are three main areas to fill in when adding a customer: Customer Information, Payment Method Information, and Transaction Information.

  1. Click Credit/Debit/eCheck (Electronic Funds Transfer).
  2. Click Add/Edit Customer.
  3. Under Add New Customer, fill in the required fields.
  4. For Customer Name, enter the last name followed by a comma, space and then the first name.
  5. For Customer ID, provide a unique ID for each customer.
  6. If you have more than one Vanco client, for Vanco Client ID, select the applicable client.
  7. Click Add.
    MyVanco brings you to the New Authorization page.
  8. Fill in the Customer information section and continue to the Payment Method Information.
  9. For an ACH payment, select the account type and enter the routing and the bank account number.
  10. For a credit or debit card payment, enter that information.
  11. Continue to the Transaction Information.
  12. For Start Date, enter the date you want the first transaction to be debited.
  13. For End Date, enter the date to debit the last transaction on. Providing an end date is optional, leave this blank for ongoing transactions.
    Note: For ACH, MyVanco automatically adjusts the transaction date to the next business day if the start date is on a weekend or holiday. Credit and debit cards are processed on weekends and holidays.
  14. Select the Frequency for the transaction.
  15. Select the Transaction Type.

    The transaction type options include: Consumer to Business (written Authorizations), Business to Business (Written Authorizations), telephone, and Web. If the transaction type you need is not listed, call Client Services for assistance at 800-675-7430.

  16. If the transaction is a fee for an insufficient or uncollected funds return, select Yes to the question and follow the instructions that display. Otherwise, select No.
  17. Enter the dollar amount in the box next to the applicable fund. Funds will vary depending on what is set up for your organization.
    Note: Funds are set up under Admin > Company Profile > Manage Funds.
  18. Click Save.

Edit customer information

Update a customer's contact and payment information.

  1. Click Credit/Debit/eCheck (Electronic Funds Transfer).
  2. Click Add/Edit Customer.
  3. Search for the customer. Enter the exact Customer ID and/or full or partial Customer Name and click Search.
    Note: If the search results in only one customer, the Edit Customer page displays showing the customer's information.

    If you cannot find the customer's record, click Search without any information in the search fields, or type part of the name — for example, “A” for Anderson, Andrew.

  4. On the Edit Customer page, make the needed edits.
  5. When you're finished, click Save Changes.

Put a customer on hold

You can put a customer on hold so that a scheduled transaction does not process.

To put a customer on hold so that a scheduled transaction does not process, consider the following rules:
  • For ACH, you must put a customer on hold no later than 3 PM Central Time two business days prior to the next settlement date.
  • For credit cards, you must put a customer on hold no later than 12 AM Central Time one calendar day prior to the next settlement date.
  1. Click Credit/Debit/eCheck (Electronic Funds Transfer).
  2. Click Add/Edit Customer.
  3. Search for the customer. Enter the exact Customer ID and/or full or partial Customer Name and click Search.
    Note: If the search results in only one customer, the Edit Customer page displays showing the customer's information.

    If you cannot find the customer's record, click Search without any information in the search fields, or type part of the name — for example, “A” for Anderson, Andrew.

  4. On the Edit Customer page, under Customer Information, select Yes for On Hold.
  5. Click Save Changes.

Remove a customer from on hold

You can remove a customer's hold status immediately, or you can schedule it for a later date.

You can remove a customer's hold status immediately, or you can schedule it for a later date.

When a transaction is scheduled for settlement on the date a hold is removed, ACH transactions do not process but credit card transactions do process.

To remove a customer from on hold so that a scheduled transaction processes, consider the following rules:
  • You must remove the on hold status no later than 3 PM Central Time one business day prior to the next settlement date.
  • ACH transaction scheduled after you remove the hold will process.
  • Credit card transactions scheduled on or after you remove the hold will process.
  1. Click Credit/Debit/eCheck (Electronic Funds Transfer).
  2. Click Add/Edit Customer.
  3. Search for the customer. Enter the exact Customer ID and/or full or partial Customer Name and click Search.
    Note: If the search results in only one customer, the Edit Customer page displays showing the customer's information.

    If you cannot find the customer's record, click Search without any information in the search fields, or type part of the name — for example, “A” for Anderson, Andrew.

  4. On the Edit Customer page, under Customer Information, remove the hold using one of the following methods:
    • To immediately remove the hold, for On Hold, select No.
    • To schedule the removal, for Remove Hold, enter the date you want to remove the hold.
  5. Click Save Changes.

View a customer's change history

You can view an audit trail for all adds and edits to a customer's record.

You can view an audit trail for all adds and edits to a customer's record.

  1. Click Credit/Debit/eCheck (Electronic Funds Transfer).
  2. Click Add/Edit Customer.
  3. Search for the customer. Enter the exact Customer ID and/or full or partial Customer Name and click Search.
    Note: If the search results in only one customer, the Edit Customer page displays showing the customer's information.

    If you cannot find the customer's record, click Search without any information in the search fields, or type part of the name — for example, “A” for Anderson, Andrew.

  4. On the Edit Customer page, under Payment Methods, click Change History.
  5. When you're finished, click Close.

Cancel a customer

Cancel a customer so their future scheduled payments stop.

  1. Click Credit/Debit/eCheck (Electronic Funds Transfer).
  2. Click Add/Edit Customer.
  3. Search for the customer. Enter the exact Customer ID and/or full or partial Customer Name and click Search.
    Note: If the search results in only one customer, the Edit Customer page displays showing the customer's information.

    If you cannot find the customer's record, click Search without any information in the search fields, or type part of the name — for example, “A” for Anderson, Andrew.

  4. On the Edit Customer page, under Customer Information, for Cancel Date, enter the date you want to cancel the customer.
  5. When you're finished, click Save Changes.

Last updated: October 26, 2026