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Configure Payment Processing

Goal: Connect your affiliate to Ayuna's payment processor (Finix) so card and ACH gifts can be accepted online and at point-of-sale, with funds settling correctly into your bank account.

How payments work in Ayuna​

Online and card-present payments flow through Finix, an integrated card-present and online processor. Ayuna doesn't store raw card data — Finix handles tokenization and PCI scope. Your affiliate sees:

  • Tokenized payment methods on file for recurring donors
  • Transfer states (PENDING / SUCCEEDED / FAILED) on each payment

What you need to set up​

To accept online or card-present payments, you'll need:

  • Finix merchant account — your affiliate's bank info, EIN, and beneficial-owner details on file with Finix. Onboarding is handled outside Ayuna; ask your account manager.
  • Bank settlement account — the deposit account Finix will fund daily.

Card-present payment terminals​

For Stores and in-person fundraising events, Ayuna supports physical Finix terminals. Each terminal:

  • Is registered in Payments → Devices with a name and location
  • Activates over the network — the terminal's serial number is paired with the device record
  • Reports its connection status so you can see at a glance which terminals are live

See Process a Card-Present Payment for the day-to-day operator flow.

Merchant vs. store — what's the difference?​

Your affiliate has one merchant account with Finix — that's your organization's payment account, tied to your bank and EIN. All of your stores share it. A store is just a location inside Ayuna. Terminals belong to your merchant account, not to an individual store, so a terminal can serve any of your stores without being re-registered.

Moving a terminal to another store​

To move a terminal (for example, from your ReStore to a newly created store):

  1. Open Payment Devices and find the device.
  2. Click Move on the device's row.
  3. Pick the new store and confirm.

The terminal stays activated through the move — you do not need to deactivate it, create a new device, or enter a new activation code. It can take payments at the new store right away.

:::warning Don't deactivate and re-add a terminal to move it If you deactivate a device and try to register the same terminal again as a new device, the payment network will reject it with an error like "this serial number is already activated on another Merchant." That message refers to your organization's merchant account (see above), not to a store. Use Move instead — and if you already deactivated the device, move it to the right store and click Reactivate. :::

Note that Move is different from the Assign action, which temporarily attaches a device to an event or campaign so standalone payments auto-categorize — Assign does not change the device's home store.

Cleaning up a device record created by mistake​

If a duplicate or unneeded device record was created (for example, while trying to move a terminal the old way), you can remove it: deactivate the record, then click the trash icon on the deactivated row and confirm Remove Permanently. Two things to know:

  • Only records that have never processed a payment can be removed — anything with payment history stays (deactivated) so your reporting is preserved.
  • The payment network keeps a permanent record on its side, so the entry may still appear as Deactivated in the Finix dashboard. That record is inert — it can't process anything and doesn't affect your live terminals.

Processing fees: the estimate and the actual​

Every online or card-present charge costs a processing fee. Omnivo works with two numbers:

  • The estimate. A rate configured for your affiliate by Omnivo staff (for example 3.95% + $0.30 per card gift, with a lower, capped rate for ACH). It is what a donor who offers to cover the fee is asked to add, what the fee pages show, and what each charge's journal entry books as a provisional fee expense. You can see your affiliate's rates on the public fees page linked from your donation forms.
  • The actual. What the processor assessed on the charge. It depends on the card type and the pricing model your affiliate is on, and it is final only when the settlement batch closes. Omnivo pulls the actual fees for every batch and reconciles them against the estimates on Accounting → Payment Reconciliation (see Reconcile donations with your accounting system).

On flat pricing the two are the same. On interchange-plus pricing, where the fee is the card network's interchange plus Omnivo's markup, the actual fee varies from charge to charge and the estimate is an average: your affiliate receives a little more than the estimate predicts on some gifts and a little less on others, and the difference is posted to your books when each settlement closes.

Donor-covered fees​

You can offer donors the option to cover the processing fee on top of their gift. When they opt in, the estimated fee is added to the charge, the gift amount is preserved on the donation record and the covered amount shows separately. Because it is an estimate, a covered gift does not guarantee that the affiliate receives exactly the gift amount; every donor-facing form says so. This is configurable per donation form.

Production go-live checklist​

  • Finix merchant account approved
  • Bank account verified
  • Payment Devices are ordered through Account Manager