Gift Card History Checker
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 History Checker lets you look up a single gift card by its barcode and see a full timeline of everything that's ever happened to it — when it was created, every time it was reloaded, used, refunded, or manually adjusted, and what its balance was after each event. It's the go-to tool for investigating a specific gift card's balance when something doesn't look right.
This report is marked BETA. The system does its best to label each historical event based on the balance changes and payment records around it, but very old records (from before this tracking was put in place) may show gaps or an "unknown" action.
How the report works
You enter the barcode of the gift card you want to investigate. The report finds that card and walks through its entire log history in order, labeling each entry with what most likely happened at that point (created, reloaded, used, refunded, or adjusted) and showing the balance immediately after.
The choices you make when running it
There's only one input.
| Setting | What it does |
|---|---|
| Gift Card Barcode | The barcode of the specific gift card you want to look up. The report only returns results for this one card. |
Columns on the report
| Column | Description |
|---|---|
| Log Id | The internal identifier for that history entry. |
| Log's Date/Time | When that event happened. |
| Log's Action | What most likely happened to the card at this point. See the action types below. |
| Log Value Adjustment | How much the balance changed at this event. Positive numbers add to the balance; negative numbers subtract from it. |
| Balance After Log's Action | The card's balance immediately after this event. |
| Related Transaction Id | The transaction tied to this event, if one applies. Shows "n/a" if there isn't one (for example, on a manual balance adjustment). |
| Log Updated By | The employee associated with that event, where available. |
Understanding the Log's Action values
| Action | What it means |
|---|---|
| Initial Creation by BulkGenerate | The card was created as part of a bulk-generated batch (for example, for a promotion), not through a sale. |
| Initial Creation by Sales | The card was created at the time it was purchased. |
| Reload | Money was added to the card in a standalone reload transaction. |
| Reload and Sales | The card was reloaded as part of a transaction that also included other items being sold. |
| Manual Balance Adjustment (+/−/=) | Someone manually changed the card's balance directly (rather than through a sale, reload, or normal usage), either increasing it, decreasing it, or setting it to a specific amount. |
| Usage (sold GC) / Usage (unsold GC) | The card's balance was used toward a purchase. "Sold GC" means the card had been purchased by a guest; "unsold GC" means it was a bulk-generated card being used without ever having been sold. |
| Usage (sold GC) - Refund / Usage (unsold GC) - Refund | A previous usage was refunded, putting the balance back on the card. |
| unknown | The system couldn't confidently classify this event, usually because it predates this history tracking or the surrounding records don't clearly support one of the categories above. |
How to read the layout
Entries are listed for the one card you searched for, so you can follow its balance step by step from creation through to its most recent activity. Use the Balance After Log's Action column to confirm the running balance matches what you'd expect at each point, and the Related Transaction Id to jump to the specific sale, reload, or refund transaction if you need more detail.
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