Gift Card Summary
Report Guide for Users
What this report shows, the choices you make when running it, and how to read each section.
What this report is for
The Gift Card Summary report gives you a complete view of gift card activity and outstanding liability. It covers gift cards that were purchased, bulk generated (for promotions or giveaways), reloaded, used, and manually adjusted. You can view it three different ways depending on what you need: a high-level summary, a full outstanding-balance listing, or a detailed activity log.
How the report works
The report is built around two different dates, which serve different purposes:
- Start Date / End Date define the activity window – sales, usage, bulk generation, and manual adjustments that happened in this window.
- Summary as of Date is a snapshot point in time – it determines each gift card's outstanding balance as of that date, regardless of the activity date range.
Which sections and columns you see depends on the View By option you choose when running the report.
The choices you make when running it
These are the settings available. Everything else is calculated automatically.
1. The time period
| Setting | What it does |
|---|---|
| Start Date | The beginning of the activity window for sales, usage, generation, and adjustments. |
| End Date | The end of the activity window. |
| Summary as of Date | The point-in-time date used to calculate each gift card's outstanding balance. Only gift cards purchased or generated on or before this date are included. |
2. How the report is laid out
| Setting | What it does |
|---|---|
| View By: Summary | Shows totals broken out by gift card type/product — sales, usage, bulk generated cards, usage of bulk-generated cards, outstanding balances, and manual balance adjustments. |
| View By: Details | Shows a full listing of every active gift card as of your Summary as of Date, with its balance history and any reloads. |
| View By: Usage | Shows a detailed activity log of gift cards that were used or reloaded within your Start Date/End Date window. |
Columns on the report
Summary view
The Summary view breaks activity into several smaller tables, each grouped by gift card type/product:
- Gift Card Sales – total dollar amount of gift cards sold within your date range.
- Gift Card Usage – total dollar amount used from gift cards within your date range.
- Gift Card Balance – total outstanding balance across active gift cards as of your Summary as of Date, split out by sold vs. unsold cards.
- Gift Card Generated – total value of gift cards bulk generated (for example, for promotions) within your date range.
- Gift Card Generated Usage – total dollar amount used from bulk-generated cards that were never actually sold to a guest.
- Gift Card Manual Balance Adjustment – total value of manual balance adjustments made to gift cards within your date range, split out by sold vs. unsold cards.
Details view
| Column | Description |
|---|---|
| Gift Card Barcode | The barcode number printed on the gift card. |
| Barcode Type | The format/type of barcode used on the card. |
| Original Balance | The amount the card was loaded with when it was first purchased or generated. |
| Purchase/Creation Date | The date the card was purchased or generated. |
| Current Balance | The card's remaining balance as of your Summary as of Date, after usage. |
| Total Balance | The full amount ever loaded onto the card – original balance plus any reloads and manual adjustments – before usage is subtracted. |
| Expiration Date | The date the card expires, if applicable. |
| Transaction ID Gift Card Used | The transaction ID(s) where the card was used, or "Bulk Generated" if the card hasn't been tied to a sale transaction. |
| Reload Date / Reload Amount / Reload Trans ID | If the card was reloaded one or more times, each reload is listed underneath the card with its date, amount, and transaction ID. |
Usage view
| Column | Description |
|---|---|
| Gift Card ID | The internal identifier for the gift card. |
| Gift Card Barcode | The barcode number printed on the gift card. |
| Barcode Type | The format/type of barcode used on the card. |
| Original Balance | The amount the card was loaded with when it was first purchased or generated. |
| Current Balance | The card's remaining balance after the activity shown. |
| Total Balance | The full amount ever loaded onto the card, before usage is subtracted. |
| Date Gift Card Used/Reloaded | The date of each usage or reload event within your date range. |
| Amount Used/(Reloaded) | The dollar amount for that event. Usage reduces the balance; reloads (shown in parentheses) add to it. |
The Usage view totals every card's activity at the bottom, showing a Total Usage and a Total Reload figure for the date range.
How to read the layout
- Summary is best for a quick, at-a-glance look at overall gift card activity and liability by type.
- Details is best when you need to see every active gift card's balance and reload history as of a specific date — for example, when reconciling your total gift card liability.
- Usage is best when you want to see exactly which cards were used or reloaded during a specific window, and by how much.
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