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Search and Reconcile Donations

Goal: Find any gift you need to find, and reconcile Ayuna's donation records against your bank deposits and processor statements daily.

Two surfaces:

  • Donation Search (/donation-search) — find donations across all donors and time periods. Filter by date, amount range, fund, campaign, payment method, status.
  • Donor Profile — find a specific person's gifts in one place

For "did this donor get their March gift?" use the donor profile. For "show me all gifts to Build Fund last month" use Donation Search.

Daily reconciliation​

The day-after-the-deposit ritual:

  1. Open the bank statement (or Finix daily settlement report)
  2. Filter Donation Search to the matching date range and payment method
  3. Compare totals — total amount, total count
  4. Investigate discrepancies

A clean reconciliation should match exactly. Discrepancies usually fall into:

  • Pending ACH — recorded in Ayuna but hasn't settled in the bank yet (timing)
  • Refund processed — donation marked refunded but the bank-side reversal hasn't appeared yet (timing)
  • Recurring donation that processed late — same gift, just one cycle off
  • Chargeback — donor disputed; bank pulled funds back

For each discrepancy, write what it is and confirm it resolves on the next day's reconciliation.

End-of-month close​

At month-end:

  • All pending charges should have settled (PENDING → SUCCEEDED)
  • All recurring schedules should have processed their due charges
  • All refunds should have completed
  • The donation summary report total should match the GL revenue accounts for fundraising

If the totals don't match, work backwards from the difference. Most differences are:

  • Pledge payments not yet generating donor extension recalc (rare since the recent fix)
  • Refunds processed in the bank but not yet reflected in Ayuna
  • Sponsorship payments separately recorded that should be in fundraising revenue (or vice versa)

Searching efficiently​

Useful search recipes:

  • Anonymous gifts — filter by Anonymous flag = true; useful for honor-roll preparation
  • Tribute gifts — search notes for "in memory of" or "in honor of" (until structured fields land)
  • Donor-covered fee gifts — filter by donor_covered_fees = true; useful for monitoring how often donors opt in
  • Pending ACH — filter by payment status = pending and method = ACH; reveals what's still settling

Exporting​

Donation Search supports CSV export of the filtered results. Useful for:

  • Custom reports your accountant has asked for
  • One-off reconciliation against a third-party statement
  • Pulling a list for a specific outreach (e.g., everyone who gave to Build Fund this year)

Don't search without a date filter​

The full donations table for a busy affiliate runs in the tens or hundreds of thousands of rows. Always set a date range — even "last 90 days" is fast — to keep the page responsive.