How Do I Process a Returned Payment in Clerk?

Posted on June 10, 2026 by Michelle B

The Returned Payment policy that your municipality has adopted will determine what steps you take to collect on a check that was returned for insufficient funds. The Returned Payment process can be used to complete any and/or all of the following procedures:

  • Flag owner with a NSF check charge and/or message.
  • Void a transaction from the system which will reverse all fees associated with the transaction.
  • Create an Administrative Complaint. This can only be created after the registration has been voided. RSA 261:156 Collection of Insufficient Fund Checks.
  • Process the Returned Payment fee and/or process payment of original fees.

If you do not want to follow every procedure, simply go to the procedure you want and follow the instructions.

Before Voiding the Returned Payment, understand that the reversal amounts will display in today’s deposit. If you want your deposit at the end of the day to just be the actual work you did for the day and the Account Summary for Fee Transactions to match your deposit total, you will want to follow one of the following procedures:

  • If you haven’t already, create a User ID (e.g. badcheck, ReturnedCheck, NSF, etc) that will only be used for Returned Payments. Sign in as that user, void the transaction, create a deposit for that transaction only. -OR-
  • Void the transaction before you begin the day’s work, create a deposit for the voided transaction only. -OR-
  • After creating your deposit at the end of the day for your actual work, void the transaction and create another deposit for the voided transaction only.

The key to all three options above is to make sure you create a deposit for only the void of the Returned Payment. This will create a deposit report of just the reversal of the fees and separate the transaction from your daily work.

To void a Returned Payment:

  1. Login to Clerk using the User ID and Password your Municipality has decided to use for this type of transaction.
  2. Go to Cart | Cart Maintenance.
  3. Search and highlight the transaction.
  4. Click on the Returned Payments tab.
  5. Check the checkbox next to the check you are voiding.
  6. Click View Returned Payment.
  7. Would you like to flag the owner for returned checks…? Depending on your city/town policy, select:
    • Yes – Owner Maintenance screen pops up, from the dropdown menu for Pending NSF Check Charges, choose 1 and Save.
    • No – Continue to step 8.
  8. Returned Payment Information report is generated – Print this report as you will need it when you process the collection of the Returned Payment fees.
  9. Click on the Process Return Payment button.
  10. Deposit – we suggest you process a deposit for this NSF transaction separately rather than combining it with your daily work.

If you have questions with regard to this process, please give Software Support a call.

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Dog Civil Forfeiture Season Is Here (Again)

Posted on May 19, 2026 by Michelle B

It’s that time of year—when dog owners who haven’t licensed or renewed their dogs may move into the Dog Civil Forfeiture process.

New Hampshire RSAs set clear deadlines for each step. Use the timeline below to stay on track and avoid last-minute issues.

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2026 Tax Map Updates Reminder

Posted on April 1, 2026 by ashton

As we move into spring, now is the time to make sure your tax mapping updates are submitted. Getting ahead early helps ensure your updates are completed efficiently and returned without unnecessary delays during the busy months ahead.

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Your Guide to Using Delete Receipt vs. Delete Transaction from Receipt

Posted on February 24, 2026 by Michelle B

When you need to fix a posting error in the Avitar Tax Collect system, you’ll typically choose between two correction tools: Delete Receipt and Delete Transaction from Receipt. Understanding the difference is essential—your choice depends on what you intend to do with the funds after the correction.

When to Use Delete Receipt

Use Delete Receipt when you need to completely remove a payment from the system. This option is the right choice if:

  • A check was returned or reversed.
  • The payment amount was entered incorrectly.
  • The entire receipt was posted in error.

In short, if the funds should not remain—whether due to insufficient funds or an incorrectly posted amount—use Delete Receipt to eliminate the payment entirely.

When to Use Delete Transaction from Receipt

Choose Delete Transaction from Receipt when you want to correct how a payment was applied, but keep the money in the system. This option:

  • Removes the payment from a specific invoice.
  • Leaves the amount as a credit on the account.

If you plan to apply the funds to a different bill or distribute them elsewhere, this is the tool to use.

Need More Details?

For step-by-step guidance on both processes, visit the Deleting Receipt section of our online documentation and review the topics Delete Transaction from Receipt and Delete Receipt.

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How to Get the Most Out of Your Software Support Call

Posted on January 27, 2026 by Michelle B

Whether you’re new to your role, learning Avitar software, or an experienced Clerk/Collector, you will undoubtedly have questions. Our support team is here to help and these tips will ensure faster, more effective assistance:

  • Check with colleagues first. Someone else in your office may already know the solution or be able to help.
  • Set aside uninterrupted time when contacting support. If you need to put us on hold while you help someone, we may need to end the call so we can assist other clients.
  • Be ready to screen share. Have your TeamViewer ID available and open the specific transaction or screen you need help with.
  • Focus on one issue at a time. Avoid bundling unrelated questions to keep troubleshooting efficient.
  • Check the FAQs first. The Clerk and Collect FAQ pages (accessible from the FAQs button in the software) often provide quick answers and updates.

A little preparation goes a long way and helps us resolve issues more smoothly and efficiently.

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Online December & January Registration Renewal Files Re-Upload

Posted on January 1, 2026 by Michelle B

Happy New Year! It’s time to upload/re-upload the December and January registration renewal files to reflect the new 2026 state fees. Please read this email in its entirety to avoid any potential upload issues.

For those clients who deferred uploading their January registration renewal files, the files may now be uploaded to Invoice Cloud with no special modifications required to the Monthly Renewal Notices dialog box. To proceed:

  • Navigate to Utilities | DMV Monthly Renewals | Print Notices
  • Rate Override – as long as this date is after 01.01.2026, you should be fine.
  • Select Town and DMV Combined.
    • NOTE: This must also be done for Town Only.
  • Make sure your dialog box looks similar to the screenshot below.
    • NOTE: The Expire By Date may look different depending on your Town’s settings for Invoice Cloud renewal expirations.
  • Select Export.

If you uploaded either your December files alone or both December and January files in December, those files must now be overwritten (re-uploaded) in Invoice Cloud with the updated state fees. To do this:

  • Navigate to Utilities | DMV Monthly Renewals | Print Notices.
  • Rate Override – as long as this date is after 01.01.2026, you should be fine.
  • Select Town and DMV Combined.
    • NOTE: This must also be done for Town Only.
  • Verify that your upload settings are configured as follows:

December files:

January files:

If you need assistance with this, please feel free to give us a call.

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Reminder: Deadline for Online & Mail-In Motor Vehicle Renewals

Posted on December 29, 2025 by Michelle B

FINAL REMINDER: All motor vehicle renewals—online, by mail, or over the counter—must be processed through Avitar Clerk no later than December 31, 2025 to be registered at the current 2025 State fees.

Any transactions completed on or after January 1, 2026 will automatically be charged the new State fees.

To support this change, Avitar Clerk version 3.5.7 (emailed November 24) includes the updated fees and will automatically apply them on January 1, 2026. Please be sure this update is installed before December 31, 2025 to ensure accurate fee processing.

Happy Holidays!

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Year End Close Support for December Fiscal Year Municipalities

Posted on December 22, 2025 by Michelle B

As we enter the busy season and receive an increased number of calls from Collectors working through their Year End Close, we want to provide some additional resources to help guide you through the process.

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State Fees Increase: What You Need to Know

Posted on November 19, 2025 by Michelle B

As you are well aware by now, beginning January 1, 2026, the State is increasing their portion of vehicle registration fees. To ensure a smooth transition, please review the important information/dates and follow the specific instructions outlined below.

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Online/Lockbox Batch Errors: What They Mean and How to Address Them

Posted on October 7, 2025 by Michelle B

When processing your online/lockbox batch(es) through Avitar Clerk, there are several situations in which a transaction may fail during the validation process. If a transaction fails validation, it will be marked as ERROR, and you won’t be able to continue until the issue is addressed. But, how do you address the issue?

Begin by reviewing the error detail(s)—click the Edit box to the right of the transaction. After examining the issue, determine whether it can be corrected. Then, update the status to one of the following options: OTC, IGNORED, or CREDIT.

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