The gift card list is an overview printout that gives you a complete overview of your gift cards - both the active ones with residual value and those already redeemed. The printout is suitable when you need to reconcile the outstanding gift card balance, follow up on sold and used gift cards, or document gift card movements in a particular period.
For each gift card, the printout shows, among other things, gift card type, gift card number, the original amount, how much has been withdrawn/redeemed, and the current residual value. In addition, it shows the sold date and used date, which organizational unit the gift card was issued and redeemed in, as well as sales number and invoice number. If you have specified a movement interval, it also shows the amounts that were created and redeemed in the period, so you can see the net movement.
The printout can be generated as both PDF and Excel, so you can choose between a finished printout for print/archive or a spreadsheet version for further processing.
You open the printout from the gift card overview. Go to Financial, select Gift cards & credit notes and then Gift cards. Open the print menu on the list, select Gift card list, fill in the criteria below and select a format (PDF or Excel).
Access to the gift card overview and its printouts requires the relevant permissions to the area. The printout also only shows gift cards from the organizational units you have access to. If you are missing access, contact the person at your organization who administers users and permissions.
In the list itself you can search for specific gift cards before you print. See How to search in lists.
In the print dialog you can limit which gift cards are included. All fields can be left empty - then everything is included.
Limit the printout to gift cards in one or more organizational units. If the field is left empty, all the units you have access to are included.
Calculate the gift cards' status as of the selected date. The residual value is calculated based on the redemptions that have occurred up to and including the date, so you can see the outstanding balance at a particular point in time - for example as of a fiscal year-end.
Include only gift cards that have been sold after the selected date.
Earliest date for the gift card movements (sale or redemption) to be included.
Latest date for the gift card movements to be included. Together with Movement from. you limit to a specific interval, and the printout's period amounts are calculated for exactly this interval.
Filter on whether the gift card has been fully used up as of today's date. You can choose between three options:
Yes includes only gift cards that are fully used up (residual value = 0).
No includes only gift cards that still have residual value (residual value > 0).
Not selected includes all gift cards regardless of status.
Limit to gift cards that have been issued in specific organizational units - that is, where the gift card was originally sold.
Limit to gift cards that have been redeemed in specific organizational units - that is, where the gift card has been used as payment. Note that this filter only has effect when you are also looking at redeemed gift cards.
Want to know more?
Read more in these related articles:
Gift cards
Manage gift cards in Financial: create, sell, redeem and cancel gift cards, and set up gift card types as templates.
Settings for gift cards
Review of the settings for gift cards in Sapera, including automatic creation on sale, restriction to the Pos, and generation of web codes.
