Gift Card History Report

Gift Card History Report

Gift Card History Report

When a gift card is loaded with money, then the recipient is allowed to use it as a form of payment or part of payment to make purchases at the accepted store locations. 

The "Gift Card History Report" will show transactional data involving gift cards. Different filters can be applied to display filter-specific reports, such as Transaction Filters, Balance Filters, Filter By Customer, etc.

In this article, you will learn all about managing gift card history from Control Center. 

1. Reaching the "Gift Card History Report"

To reach the "Gift Card History Report," follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Reports
  4. Step 4: Choose Sales Reports
  5. Step 5: Choose Gift Card History    

                                                                                                                                             Figure 1.0
                                                                                      
See Figure 1.1. You will see many types of sales reports that will be useful to your retail business. 

                                                                                                                Figure 1.1
                                                                       

2. Understanding the "Gift Card History Report"

By clicking "Gift Card History Report," you will be redirected to the Gift Card History Report page with relevant filtering and sorting options.

You will see the "Report Data is Empty" message initially. You need to select the date range to check the summarized sales history data in the report. Figure 2.0.


                                                                                      Figure 2.0

3. Generating the "Gift Card History Report" 

When you navigate to the page, you will see the options pre-selected by default. You can generate the "Gift Card History Report" for the selected date range. 

3.1. Report Types:

  1. Summary Report:

Choosing this option will display the report to showcase the sum or the total of the redemption count, # of hits and the redemption amount for the selected gift card in the selected date range. It shows the last transaction that happened in the selected date range.
                                                                  Figure 3.1


                                                                                   Figure 3.1.0
Fields:
  1. Store Number: This column displays the store number.
  2. Store Name: This column displays the store name of the physical store.
  3. # of Hits: This column displays the number of transactions in which that card is involved in the selected date range and at the mentioned location.
  4. Total Sales: This column displays the total sales amount in which the selected gift card has been involved. 
  5. Manual Change Count: This column displays how many times the card has been loaded with funds. 
  6. Manual Change Amount: This column displays how much money has been added to the card.
  7. Redemption Count: It displays the number of times the gift card has been used.

  8. Details Report: 

This report type is focused on the gift card details, i.e., the transaction register #, store name, customer name, etc. 
Enter the gift card # and select the report type to display the gift card details report.
In case you don't enter a specific gift card number, the system will fetch all the gift card(s) redeemed in the selected date range or filtered otherwise.


                                                                                            Figure 1.1.2
                                                                            
Fields:
  1. Store Number: This field displays the store number where the entered gift card was involved in the sale or redemption or where funds were added.
  2. Store Name: This field displays the store name where the entered gift card was involved in the sale or redemption or where funds were added.
  3. Register #: The register number on which the gift sales/redemption happened.
  4. Receipt #: The receipt number of the transaction with which the gift card was used.
  5. Card Number: The gift card number that was redeemed in the selected date range.
  6. Type: This column defines the action on the gift card, e.g., sale, manual, or redemption.
  7. Amount: Here, the sale/redemption/manual load amount is displayed in this column.
  8. Customer: The customer name, if attached to the card, will be shown here.

3.2. Gift Card #:

The gift card number is a unique number that identifies the gift card that was issued. 


                                                                                    Figure 3.2.0

3.3. Transaction Types:

This filter type filters the report and displays it with three different transaction types: Sale History, Manual Load, and Redemptions.


                                                                               Figure 3.3.0

1) Sales History: This filter will display any sales made using the gift card.
2) Manual Load: This filter will display the report when the gift is loaded with a balance (money).
3) Redemptions: This filter will display the report when the gift card is used to redeem the balance.

3.4. Balance Filters:

The Balance Filter type works in sync with "Filter by Customer" and Report Type to display the Gift Card Report with respect to the selected customer.

                                                                                Figure 3.4.0
Notes
For this, you do not need to enter a gift card number.  
  1. All Gift Cards: Choosing this option will display the report for all the gift cards used, sold, or loaded within the selected date range.
  2. Gift Card with 0 Balance: Choosing this option will display the report for the gift cards with 0 balance issued for the selected customer(s) in the "Filter By Customers" field.

                                                                              Figure 3.4.0
  1. Gift Card with Any Balance: Choosing this option will display the report for the gift cards with any balance amount issued for the selected customer(s) in the "Filter By Customers" field.

                                                                                 Figure 3.4.1
  1. Gift Card with Greater Than X (Entered Amount): Choosing this option will display the report for the gift cards with an amount value greater than the entered amount issued for the selected customer(s) in the "Filter By Customers" field.


                                                                                  Figure 3.4.2

3.5. Filter By Customers:

This filter option will filter the report by customer. Select the customer's name from the list, and the report will be displayed only with the customer's name. The filter-specific result is displayed in Figure 3.5.0 below.
  1. Show All: This option will show all customers.
  2. Filter by Customers: This button lets you filter the report and generate a report by the customer name. 

                                                                                                Figure 3.5.0

By clicking the "Manage" button, a "Manage Filters" window will pop up. You will see the following details: (See Figure 3.5.0.)
  1. You will see different customers' names to select the items for the Gift Card History Report. 
  2. You will find the checkbox along with all the records. You need to select the items from the list and move them to the Selected List area on the right side.
  3. Once you select the records from the list, click on the green right-sided Arrow ("Move/Next" button) to move the records to the "Selected List" area.
  4. By clicking the Move button, the selected records will be moved to the "Selected List." So, the Gift Card History Report will be generated with the selected records only.
Selected List: You will have one flag to decide whether you want to "Include" or "Exclude" the selected records.
  1. Include: If the flag is selected as "Include," it means the Gift Card History Report will be generated by applying the selected records. See Figure 3.5.0 above.
  2. Exclude: If the flag is selected to "Exclude," it means the Gift Card History Report will be generated without including the selected records. See Figure 3.5.0 above.
"Filter By Customer" will show details about the selected customers in the selected time range. See Figure 3.5.1.

                                                                                            Figure 3.5.1

3.6. Date Range & Presets

For reports to be displayed for a definite period, you have to select the date range from the Start Date and End Date. 
The Presets label is provided to select the specific duration/interval to generate the report with that.
This filter is used to fetch the report for the selected date range or time period. You can select the date range or preset to generate the report as per the company's needs and requirements.


                                                                                           Figure 3.6.0

4. Scheduling a Report

FTx Cloud POS supports report automation. You can configure a report and schedule it. The system will send the scheduled report to the indicated email IDs at the defined frequencies (daily, weekly, bi-weekly, monthly, quarterly, etc.). 

Please refer to Scheduling a Report to learn how to schedule a report.

5. Printing/Exporting a Report 

You can print or export any report according to your requirements. When you use the Print function, the system creates and opens the report's PDF file in a new tab. You can download the soft copy or print the paper copy according to your requirements. 

Please refer to Printing a Report to learn how to print or export a report. 

6. Manage Favorites 

FTx Cloud POS allows quick access to the reports you need to view frequently through "Favorite Reports." You can save a report as a favorite and manage all your favorite reports from any of the report screens using the "Manage Favorites" button. 

Please refer to Managing the Favorite Reports to learn how to manage or export a report. 

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