Standalone Payments

Some card terminals run in standalone sales mode — the cashier takes a payment directly on the device without ringing it through the POS first. This is common at galas, fundraising drives, auctions, and pop-up events where you just need to tap a card quickly.

Because these payments happen on the device, Ayuna doesn't know up front who paid or what the payment was for. The Standalone Activity page is where staff review those payments, assign each one to a constituent, and record what it was for.

Where to find it

Go to Administration → Standalone Activity. Payments taken on a standalone device show up here automatically (usually within a few seconds of the swipe), under two tabs:

• Needs review — payments that still need to be assigned and/or categorized.
• Categorized — payments that have been fully recorded.

Each row shows when the payment happened, the amount, the card (brand and last four digits only), the assigned Constituent, and the Category.

Assign a payment to a constituent

Every standalone payment can be placed onto an individual — the person who made it.

1. On a row, click Assign.
2. In the dialog you can either:
   • Search for an existing constituent by name or email and select them, or
   • Switch to New and add a brand-new constituent (first and last name are required; email and phone are optional). The person is created and the payment is assigned in one step.
3. The row's Constituent column now shows their name. Use Reassign if you picked the wrong person.

tip

You don't have to categorize a payment to assign it. Assign first so the payment shows up on the person's profile, then categorize whenever you have the details.

Categorize a payment

Categorizing records what the payment was for so it flows into the right place — donor history, a pledge, an event, the books, and so on.

Click Categorize (or Edit) on a row and choose a category:

• Donation — records a gift in the donor's history. Optionally pick a campaign, event, or project; the fund is assigned automatically.
• Pledge payment — applies the amount to a pledge's next installment, and records the gift in the donor's history the same way an online pledge payment does, so it can be receipted and searched.
• Sponsorship payment — applies the amount to a sponsorship.
• Event registration — ties the payment to a fundraising event (and, optionally, an attendee).
• Store sale — records it as a ReStore sale.
• Auction, Raffle, or another custom category — any custom income buckets your affiliate has set up appear at the bottom of the category list. Use these for things like auction proceeds or a cash bar.

When a payment is assigned to a constituent, a Donation categorization automatically credits that person — you don't have to pick the donor again.

Payments that are still processing

A card payment can still be processing when you categorize it — its status shows pending until the card network confirms it. You don't have to wait; categorize it now and Ayuna finishes the job when the payment completes.

For a Donation:

• The gift is recorded as Pending and doesn't count toward the donor's lifetime giving yet.
• When the payment completes, the gift becomes Completed and counts toward the donor's lifetime giving and giving level. There is nothing for you to do.
• If the card is declined or the payment fails, the gift becomes Failed and never counts.

A payment that had already been declined when you categorized it as a donation is recorded as a Failed gift right away. Editing a categorized donation later — attaching the donor, changing the designation — finishes a gift that is still pending, but never changes one that has completed, failed or been refunded.

A donation that completes this way is already on your books through the card payment's own entry, so Generate Entries doesn't book it a second time.

For a Pledge payment:

• The installment shows the amount right away, marked Partial. Its paid date and payment method stay as they were — a check you already recorded on it keeps its own — until the card payment completes.
• When the payment completes, the installment is marked Paid (or stays Partial if the payment covered only part of it) with the payment's date and card, and the pledge's paid amount and balance and the donor's giving total update. There is nothing for you to do.
• If the payment fails or is declined, its amount comes back off the installment and the pledge stays as it was. The gift shows as Failed in the donor's history.

A payment that had already failed when you categorized it is never applied to the installment.

Now and then a payment completes but its pledge payment doesn't finish — the payment shows completed while the installment still shows its amount as Partial and the pledge's paid amount hasn't moved. Open the payment and Save its category again (same pledge); that finishes it. If the payment falls in a closed accounting period it can't be edited — contact support and they will finish it for you.

Each card payment on an installment goes to your books on its own, so an installment paid in pieces — a check and a card, or two cards — is booked in full. The card payments are booked as they complete; the rest of a paid installment is picked up the next time your accountant runs Generate Entries.

If you move a pledge payment to a different pledge, only that payment's amount comes off the first pledge. Anything else recorded on the same installment — a check you entered by hand, for example — stays where it is.

You can Send Receipt from the dialog once a payment is categorized as a Donation or a Pledge payment — the two categories that record a gift. The other categories are receipted elsewhere: a store sale prints or emails its own ReStore receipt, and an event registration or sponsorship payment is acknowledged from its own record.

If the donor has no email address on file, enter one in the dialog and the receipt goes there instead.

View a constituent's standalone payments

Assigned payments also appear on the person's profile:

1. Open the constituent (People, or the Constituents list).
2. Go to the Fundraising tab.
3. The Standalone Payments card lists their terminal payments with the amount, date, card, status, and category.

From this card you can categorize any payment that hasn't been placed yet — for example, marking a swipe from the gala as a Donation or as Auction proceeds — without leaving the person's profile.

What stays private

For every standalone payment, Ayuna only ever shows the card brand and the last four digits (for example, VISA ····4242). Full card numbers, expiration dates, and security codes are never stored or displayed.