Search, filter, and export payment transactions

This guide shows you how to find payments in MapleGather, name searches, view a payment’s details, and export payment data for reconciliation or accountant handoffs.

Who can do this: Admins with the payments:read permission (browse and view payment details). Exporting additionally requires payments:export.

Steps

This guide covers four tasks: browse and filter payments, view a payment’s details, save searches, and export data.

Browse and filter payments

1. In the admin sidebar, select Billing & payments. The Payments list is the default landing page.
2. Use the filter bar to narrow results:
   • Date range — select a quick option (Today, Last 7 days, Last 30 days, This month, Last month).
   • Method — filter by Card via Stripe, Cash, Check, Bank transfer, or Other.
   • Status — filter by Succeeded, Pending, Failed, Refunded, or Partially refunded.
   • Amount range — enter a minimum and/or maximum amount.
   • Member — type a member’s name or email to filter to their payments.
3. Active filters appear as chips below the filter bar. Select the X on any chip to remove it, or select Clear all filters to start over.
4. Select any payment row to open its detail view.

View a payment’s details

1. Select a payment from the list to open its detail.
2. The payment detail shows the amount and, for a card payment, the card’s last four digits, plus any decline, verification or refund notice for that payment. It doesn’t show an audit trail, the linked invoice or the Stripe transaction ID, and it has no link to the Stripe Dashboard — look the charge up in your Stripe account directly.

Save a search for regular use

1. Apply the filters you want to save (for example, all card payments over $500 in the last month).
2. Select Save search.
3. Give the search a name, such as “Daily Stripe over $500.”
4. Select Save. The name appears in a list on the Payments page for this visit only. MapleGather doesn’t store saved searches yet: the name doesn’t re-apply its filters, it can’t be pinned to your dashboard, and it’s gone when you leave or reload the page. To repeat a search, apply the same filters again.

Export payment data

1. Apply the filters for the data you want to export.
2. Select Export, then choose CSV or Excel. (Excel opens the same CSV file.)
3. MapleGather prepares the file in the background and shows “Export queued — we’ll email you when it’s ready.” When the file is ready, MapleGather emails you (the admin who started the export) with the number of payments, when the file expires, and where to get it: the export’s status on the Payments page. The email doesn’t contain the file itself. You don’t have to wait for it — select Check export status in the confirmation message at any time, and select Refresh while the file is being prepared. When the file is ready, select Download export. The download link works for 24 hours.

An export holds up to 50,000 payments. If more match your filters, the export fails with a message asking you to narrow them — Check export status shows it, and no email is sent for a failed export. Each export is yours alone: another admin can’t open it from your link. The export uses every filter you have applied, including the Member filter — export while a member is selected and the file holds only that member’s payments. The file’s first line records the filters it was built with.

Verify

A saved search’s name appears in the list on the Payments page until you leave it. Exports include the active filter set in the header row for traceability.

If something goes wrong

• No results match your filters — try widening your date range or removing some filters.
• “Couldn’t start the export” — MapleGather refused the request (for example, too many exports in a short time, or a filter it could not read), and nothing was queued. Read the message shown, then select Export again. You can start a new export while an earlier one is still being prepared — each export makes its own file.
• “You don’t have permission” — contact your org’s primary admin to request the payments:read permission (or payments:export for exports).

Related

• Process a refund
• Billing payment statuses reference
• How invoices, receipts, and payments relate