This article will walk you through installing a scanner, creating and depositing checks, and allocating the donations in Subsplash Giving.
Installing your Scanner
Installing your Scanner
Scanners must be registered before they can be installed. If you have not done so, please register the device with Subsplash.
Plug the scanner into your computer using the USB cable and power on the device.
Within your Subsplash Dashboard, please navigate to Giving, Batches, and select Create Batch in the upper right corner. On the pop-up, click Remote Deposit and select Create Batch.
Within the pop-up, select Scan Checks.
You will be taken to the SmartPay check scanning portal, our 3rd party processor. Within the check scanning portal, click on Transactions and Remote Deposit Complete.
Click on Create New Deposit
This will prompt a download of the DeviceControllerInstallation
After the DeviceControllerIntallation has been successfully installed, we recommend following along while watching the applicable video:
Windows:
Mac:
Video: Mac Check Scanner Install
Additional resource: Scanner Installation for RDC & RDS PDF
If you run into any issues with the scanner not being recognized after installation, try restarting your computer, and returning to the check scanning portal.
Batch Creation & Check Scanning
Batch Creation & Check Scanning
Creating a New Batch
Within your Subsplash Dashboard, please navigate to Giving, Batches, and select Create Batch in the upper right corner. On the pop-up, click Remote Deposit and select Create Batch.
Within the pop-up, select Scan Checks.
Click Transactions on the left side menu and choose Remote Deposit Complete under Check Processing.
Click the green Create New Deposit in the lower right-hand corner to start the check scanning process. To reduce confusion, Subsplash refers to a collection of donations as a batch, while SmartPay calls it a Deposit. You will learn more about this overlap in step six.
The Create New Deposit page will appear:
Now it's time to fill out the details regarding the Deposit.
Create a Deposit Name.
This will be how the Batch is named in Subsplash and cannot be edited.
Batch names must be unique.
We recommend including the date or date range of the donations and a service time e.g. 9/21/25 11 am or 9/21/25-9/28/25
Enter the Number Of Checks that will be scanned.
Enter the Total Amount of the checks as your control number. This will help you verify the total after the checks have been scanned.
We recommend creating a batch per fund and received date. This will allow you to bulk update the entries during the allocation process (this feature is coming soon)!
Separating checks that have multiple funds written into the memo line can be helpful during the allocation process to ensure each check is reviewed and correctly allocated when splitting funds.
Scan Your Checks
Once a new batch is successfully created, the checks are ready to be scanned!
Click the Create button to start scanning checks. If the Scanner Terminal Number displays your scanner, you can immediately start scanning checks and they will appear.
Scan all the checks for your batch. The scan will initially display at $0.00. Click Refresh to populate the deposit amounts. A real person is actively reviewing your checks and it may take a few moments if any checks are slightly illegible.
Under the Deposit Status section, the Scanned field presents the number of items as they are scanned. When you have a match, you are ready to complete the deposit!
If you choose to separate the checks by fund, date, or another method, you may complete additional deposits prior to sending them to your bank. To do this, select Complete Deposit in the bottom right corner and repeat steps 4-6 in Creating a New Batch.
Alerts
You will see an alert if a particular check has an invalid MICR, is recognized as a duplicate, or requires a rescan for poor image quality. Hover your cursor over the alert for more details. Below is an example of a duplicate and invalid MICR alert.
Use the Delete or Rescan option on the right side of the check to fix any issues.
Selecting Delete will give you the option to delete and adjust the deposit amount. If the check was included in the total number and dollar amount entered in Step 5 of Creating a New Batch, choose the second option to Delete check, decrement check count, and reduce the deposit total to reduce your batch total accordingly.
While scanning checks you may notice To be Keyed within the Amount field. This is a temporary label as the team reviews the amount of each check. Once the amount has been reviewed, To be Keyed will be replaced.
Completing the Deposit
Once you’ve completed scanning the checks, click the green Complete Deposit button on the bottom right-hand corner.
If you are ready to deposit the checks into the bank click on the check box next to the batches you would like to process, select Close Deposit(s) on the right-hand corner, and click Confirm by clicking Close.
🏦 Funds will be deposited into your account within 1 business day if closed prior to 9:00 pm central time.
Keep in mind that you will need to allocate the donations and commit the batch before the deposit appears in the Transfers area of the Giving dashboard.
Allocating Donations
Allocating Donations
Once the batch is closed and completed in the check scanning portal, you may begin to allocate the donations. Return to the Subsplash Giving dashboard by navigating to Giving, Batches, and selecting Active. It may take a few minutes to populate a recently closed batch. Feel free to refresh the page after waiting for a short time.
During the allocation process, there are three types of donation states:
Unallocated: the check has not been assigned to a donor. Using this information, we will match checks in later deposits to the donor using the check's routing and account number.
Needs Review: our system has automatically allocated the check to a donor using the account and routing number previously assigned and we are asking for your review. This information should always be reviewed carefully, for example, Donors who use bill pay can have trouble being allocated to the check due to the account and routing number.
Allocated: you or another admin has allocated the check to a donor and a fund.
Select a check, search for an existing donor or add a new one. Select campus and fund. Click on the plus sign to designate check into multiple funds.
When all donations have been allocated, you can then commit the deposit and the transactions will display throughout the system (Transfers, Gift details, Donor profiles, etc.)
Processing Errors
Occasionally, a scanned check may be rejected; if this occurs, an error message will appear below the check's image. A check can be rejected for several reasons, such as running into a velocity limit, unreadable ink, a handwritten check number, damaged or unreadable MICR (checking and routing number), or the check may have been voided by the donor.
Viewing and Editing Entries
Viewing and Editing Entries
You can adjust donation details (campus, fund, splits, etc) by going to the gift and making an adjustment.
Go to the Committed tab, and select the batch to locate the gift. Or you can search for the donation in the Gifts area of the dashboard and view the details there.
Click on the pencil icon to adjust the donation.
Click on the Check to view front and back for a closer look.
