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Search and Reconcile Payments

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

Two surfaces:

  • Payment Search (/payment-search) — find every kind of payment across all payers and time periods, in one list. Filter by type, status, payment method, entity type (campaign, event, or project), date range, amount range, and search by payer name, email, or donation notes. Results can be exported to CSV.
  • 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 everything that came in last month" use Payment Search.

What Payment Search includes​

Payment Search is a unified view of all non-store money in. Each payment appears once, tagged with its type:

  • Donation — one-time gifts
  • Pledge Payment — an installment collected against a pledge
  • Recurring — a charge from a recurring/subscription gift
  • P2P — a gift attributed to a peer-to-peer participant or team
  • Sponsorship Payment — a collected (or scheduled) sponsorship installment
  • Event Registration — a paid event registration or order
  • Standalone — a standalone card-present payment taken on a terminal

ReStore / point-of-sale sales are intentionally excluded — those live in the Point of Sale reports.

Because a pledge installment, recurring charge, or P2P gift is recorded as a single payment, it shows up under its own type and is never counted twice. Use the Type filter to focus on one kind at a time.

Daily reconciliation​

The day-after-the-deposit ritual:

  1. Open the bank statement (or Finix daily settlement report)
  2. Filter Payment Search to the matching date range and payment method
  3. Compare totals — total amount, total count (shown in the summary cards)
  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 — payment marked refunded but the bank-side reversal hasn't appeared yet (timing)
  • Recurring donation that processed late — same gift, just one cycle off
  • Chargeback — payer disputed; bank pulled funds back
  • ACH return — the donor's bank sent a bank-transfer payment back after it settled. The gift shows as Returned and Payment Search lists it under Failed. In a campaign's or event's donations list, and in the report builder's Payment Status filter, you can pick Returned to see only these. See When a donor's bank returns an ACH gift

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 → completed)
  • All recurring schedules should have processed their due charges
  • All refunds should have completed
  • The fundraising revenue total should match the GL revenue accounts

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

  • Refunds processed in the bank but not yet reflected in Ayuna
  • Sponsorship or event-registration payments you were reconciling separately — Payment Search now shows them alongside donations, so confirm you're not double-counting against another report
  • A late-settling ACH or recurring charge straddling the month boundary

Searching efficiently​

Useful search recipes:

  • One payment type — set Type to e.g. Sponsorship Payment or Event Registration to reconcile that stream on its own
  • Everything tied to a campaign, event, or project — open Filters and set Entity Type. This pulls all payments linked to that kind of entity — e.g. Event Type returns event-registration revenue plus any donations or sponsorships designated to an event. Once a type is chosen, a second dropdown lets you narrow to a specific instance — pick "2026 Gala" to see only that event's payments
  • Anonymous gifts — anonymous donations are tagged with an Anonymous badge; useful for honor-roll preparation
  • Pending ACH — filter by status = Pending and method = ACH; reveals what's still settling
  • A specific payer — type a name or email in the search box to pull everything that person or organization paid
  • Something written on the gift — the search box also matches donation notes, so you can find gifts by a memorial name, a note like "Derby Sponsor", or a code carried over from your old system. A donation's notes show under its details in the list; select the note to read all of it. Only donations have notes; other payment types never match on them.

Exporting to CSV​

Click Export to download the current results as a CSV. The export honors every filter you have applied (type, entity type, status, method, date range, amount range, and search) and is not limited to the page you're viewing — it includes every matching payment. Each row carries the date, type, status, payer name and email, method, linked entity, reference, amount, and donation notes, and the file ends with a Total row that foots to your filtered total. Useful for handing a reconciliation set to your accountant or matching against a processor statement.

Don't search without a date filter​

For a busy affiliate the combined payment history 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.