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Gift Cards & Gift Card Activity Reports

Two reports under Reports → Accounts cover gift cards and store credits:

  • Gift Cards — the master list: every card, its balance, when it was issued, and when it was last used. (The Store Credits link in the same menu opens this page pre-filtered to store credits.)
  • Gift Card Activity — a date-range activity feed: every card issued and every redemption in the period.

For selling, redeeming, and returning gift cards at the register, see the Gift Cards register guide.

Gift Cards report (card list and balances)

Go to Reports → Accounts → Gift Cards. The page lists every card in the system, with three Filter: dropdowns at the top. (The Gift Cards menu link opens the page filtered to gift cards; set the third dropdown to All to include store credits too.)

  • First dropdown, sale status — All, Outstanding (balance remaining), Consumed (zero balance), or Unissued (card exists but was never sold)
  • Second dropdown, usage — All, Used, Never Used, or Returned
  • Third dropdown, type — All, Gift Cards, or Store Credits

Columns:

  • ID — the internal number assigned to each card
  • Code — the card's number/code (the number printed or scanned on the physical card, or the online code)
  • Balance $ — the amount currently left on the card
  • Issued $ — the original amount the card was sold for
  • Issued Date — when the card was sold (for cards printed but not yet sold, the printed date)
  • Issued Store — which store sold the card (shown only for multi-store operations)
  • Note — any note attached to the card or its sale, including gift messages from online orders
  • Issued Receipt # — the receipt the card was sold on, linked so you can open the full receipt
  • Issued Customer — the customer who bought the card, linked to their profile
  • Card History — for reissued cards, the chain of earlier issuances under the same card code
  • Last Used Receipt # / Last Used Date / Last Used Customer — the most recent redemption
  • Expiration — the card's expiration date, if any

Every column has a filter box under its header, so you can quickly find a card by its code, customer name, or receipt number. Use the pager at the bottom to page through large lists (or choose All Rows), and the download icon at the top right to export the table to CSV.

Edit a gift card's expiration date

On the Reports → Accounts → Gift Cards report, employees with the Change Credit Limit permission see a pencil icon next to each card's expiration date. Click it, enter the new date at the Enter new expiration date: prompt, and it saves immediately. Enter a blank date to clear the expiration. An unrecognized date shows "Invalid expiration date".

Expiration dates can also be set in bulk with the admin Gift Card Import/Export tool (map only Card Code and Expiration Date on the Update Balances tab) — see the Gift Cards register guide.

Delete an unsold gift card

Cards that were printed/created but never sold (no issuing receipt) show a trash icon in the last column of the Gift Cards report. Click it and confirm to remove the card. Cards that have been sold cannot be deleted — attempting it returns "Gift card already sold."

Gift Card Activity report (issued and redeemed by date)

Go to Reports → Accounts → Gift Card Activity. Where the Gift Cards report shows one row per card, this report shows one row per event — every card Issued and every card Redeemed (used as payment) in the date range. It's the report to answer "how many gift cards did we sell in December?" or "how much gift card value was redeemed last month?"

Set the Start Date and End Date (defaults to the last 30 days), choose from the three filter dropdowns, and click View:

  • Type — All, Gift Cards Only, or Store Credits Only
  • Issue type — All Types, Promo, Donation, or Fundraiser (how the card sale was paid for; cards given away as promotions or donations are tagged this way at some stores)
  • Activity — All Activity, Issued Only, or Redeemed Only

Columns:

  • Date — when the activity happened
  • Activity — a green Issued or orange Redeemed label
  • GC # — the card's code
  • Amount — the issued amount (for Issued rows) or the amount charged to the card (for Redeemed rows)
  • Balance — the card's current balance today
  • Type — GC (gift card) or SC (store credit)
  • Customer — the customer on the receipt, when one was attached
  • Issue Type — Promo/Donation/Fundraiser tag, or the online payment method for webstore-sold cards
  • Note — the note from the card's sale (for online e-gift cards this includes the recipient/gift message)
  • Receipt — link to the receipt for the activity

Use Export to Excel at the top right to download the table as a CSV file.