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Must know
  • Both reports are tabs on Reports > Payments. They need the Gift Cards feature and the View Financials permission.
  • Outstanding Liability ignores the issue date. It counts the remaining value on every card the other filters select, including locked cards. With no filters, it matches Outstanding value on Financials > Gift Cards.
  • Gift Card Activity lists every value change and lifecycle event on every card, with who did it and the linked invoice.
  • Both reports open on the last 365 days.
What each report answers. Gift Cards has one row per card: its value, what’s left, and what your club still owes. Gift Card Activity has one row per event on a card, such as a redemption, refund or lock.
1

Open the report

In the sidebar, select Reports (it needs the Reports feature), choose Payments, then pick the Gift Cards or Gift Card Activity tab.
2

Set the dates and filters

Adjust the date range, or select Filters to narrow the rows.
3

Export

Select Export, choose CSV or Excel and the columns (the table shows the same picks), then select Download. The file follows the filters and sort on screen.

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The Gift Cards report

The Issued date range opens on the last 365 days. Columns. Card, Card ID, Holder and Purchaser (each opens the guardian’s profile), Source, Issued By, Note, Initial, Remaining, Redeemed, Scope, Status and Issued, newest first. A bar chart shows Issued Value by source. Tying out to Financials > Gift Cards. That page’s tiles are club-wide and ignore its filters, so with no Status, Source, Issued By or Staff Note filter, Outstanding Liability equals its Outstanding value. If they disagree, open Filters and select Clear all. The rows and other three tiles cover only cards issued in the date range, so move Issued date from back to bring older cards into Untouched 12+ Months.

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The Gift Card Activity report

The Activity date range opens on the last 365 days. Columns. Card (opens that card’s detail panel on Financials > Gift Cards), Card ID, Type, Amount, Balance After, Invoice # (opens the invoice), Actor and Date, newest first. Card IDs on both reports show only the last four digits, such as •• 4821. Who shows as Actor. When staff apply a card through Take payment, the Redeemed row names that staff member, not the family. Cancelling a card adds a Cancelled row with a negative amount equal to the balance written off.

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Limits and the ledger

Row limit. Each report loads a limited number of rows. At that limit a “This report hit its row limit” banner appears: narrow the date range or filters. On the ledger. In the ledger reports (Reports > Ledger, tabs General Ledger and GL by Account), a gift card sale credits Gift Card Liability (2200) and spending shows as a “Gift card spent” debit against it. Related: How do I see gift-card balances and reconcile my outstanding liability? · How do I run, filter, and export business reports? · Which reports show revenue, tax, and receivables? · How do I cancel a gift card, and how is that different from locking it?