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How do I stop & archive a recurring payment immediately?

To stop or archive a recurring donor with monthly or quarterly donations, login to your GiftTool account and follow these instructions:

  1. Click Donations to view the Main Menu of this service
  2. From the Administration section, click Recurring Payments
  3. To narrow your search, use one or more of the following options:
    • Select the status type (All, Last Attempt Declined, Expired Card, Before Start Date, After End Date, or Archived)
    • Enter the full or partial name of the card holder used for the recurring donation.
    • Enter a full or partial donor ID number.
    • Limit the number of donors viewed per page,and click the arrow keys to move from page to page.
  4. Click Change to modify the recurring payment.
  5. Click theĀ ArchivedĀ at the bottom of the profile.

    Be careful not to click the Save & Process Payment Now button, if you do not wish to process another payment.


  • Recurring donors who have a transaction rejected for 4 consecutive months will be automatically changed to an Archived status. Their credit card may be denied for a variety of reasons - their number may have changed, the card may have been cancelled or stolen and then cancelled etc. Login to your payment gateway account to find out the reason why they have declined the credit card transaction.
  • Once you have received the new credit card information, you can re-activate the recurring payment.
  • For a monthly donation made in error, you can refund the cardholder.

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