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Gift Card Details Report

The Gift Card Details Report (its heading reads Gift Card Details) lists every gift card sold in the date range, one line per card, with the invoice it was sold on, who bought it, its value, every invoice it has since been applied to and the balance still left on it. Use it to see how many gift cards were sold and for how much, to trace where a card was spent, and to know how much gift card money is still outstanding, which is a liability the shop still owes in work.

3 how-to answers 1 screenshot Open in ARM Markdown

How do I run the Gift Card Details Report? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Gift Card Details Report.
  2. Click the From : … To : … date box and pick the first and last day. The report opens on the first day of the current year through today and selects cards by the date they were sold; a card sold in the range is listed with all its uses, even uses after the range. The × beside the box clears the dates.
  3. To find one card, type its number or part of the buyer's name into Gift Card # / Purchased By.
  4. Click Search. Click Show All to clear the search and list every card sold in the range.
  5. Read the summary line: Total Gift Cards is the number of cards listed, Total Amount of the Gift Cards their combined value, Total Applied how much of that value has been spent on invoices, and Total Outstanding Balance what is still unspent.
  6. Click any column heading to sort by it; click it again to reverse the order. Long lists are split into pages; use the page numbers under the table.
  7. Click Print for a PDF copy in a new tab, or Download to export the list to a spreadsheet.
Gift Card Details Report with filters and results
Gift Card Details Report with filters and results

How do I find where a gift card was spent? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Gift Card Details Report.
  2. Type the card number into Gift Card # / Purchased By, widen the dates to cover the sale, and click Search.
  3. Read the Applied To columns: each Invoice # and Amount is one use of the card, and Outstanding Balance is what is left.

How do I see how much gift card money is still outstanding? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Gift Card Details Report.
  2. Clear the date box with its × or set it back to the first cards you sold, and click Search.
  3. Read Total Outstanding Balance in the summary line. To list only the cards that still carry a balance, use the Gift Cards with Outstanding Balance Report in the same section.
About this screen

Each line shows the Date Sold, the Invoice # the card was sold on, the Gift Card #, Purchased By, the customer who bought it, and the Amount of the Gift Card. Under Applied To, the Invoice #, Customer Name and Amount show each invoice the card was used to pay and how much of the card went to it, one line per use, with a dash when the card has not been used yet. Outstanding Balance is the card's amount less everything applied. A card that was reported lost and replaced counts only what was already spent on it, and its remaining value moves to the replacement card, so a balance is never shown twice. The Page Total row sums the card amounts, the applied amounts and the outstanding balances of the cards on the current page.

Gift card sales appear as their own lines in the Detailed Sales Report and as the Gift Card payment column when a card is used to pay. The Add To Favorites switch beside the heading saves the report under Favorites on the Reports page. Which reports you see depends on your admin group permissions.

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