> ## Documentation Index
> Fetch the complete documentation index at: https://docs.uplifter.app/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I use the Gift Cards and Gift Card Activity reports?

> Use the Gift Cards report for card balances and outstanding liability, and Gift Card Activity for every change on every card, then export either one.

<Note>
  **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.**
</Note>

**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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Set the dates and filters">
    Adjust the date range, or select **Filters** to narrow the rows.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## The Gift Cards report

The **Issued date** range opens on the last 365 days.

| Filter | Options |
| - | - |
| Status | Active, Pending, Locked, Used up, Cancelled |
| Source | Store, POS, Admin (staff-issued and imported cards), Hero |
| Issued By | The staff member who issued the card |
| Staff Note | Text the card's staff note contains |

**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.

| Tile | What it counts |
| - | - |
| Outstanding Liability | Remaining value on the cards the other filters select, any issue date, including locked cards |
| Total Issued | Value of the cards issued in the date range |
| Total Redeemed | To date, net of refunds to cards, for the cards issued in this period |
| Untouched 12+ Months | Remaining value on cards with no activity in the last year, a rough guide to value that may never be spent |

**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.

## The Gift Card Activity report

The **Activity date** range opens on the last 365 days.

| Filter | Options |
| - | - |
| Activity type | Issued, Redeemed, Refund returned, Adjusted, Claimed, Transferred, Recipient updated, Locked, Unlocked, Cancelled |
| Search | Card name or last four digits |

**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.

## 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](/club/money-payouts-accounting/financial-reports-revenue-tax-receivables) (**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?](/club/gift-cards/reconcile-gift-card-balances) · [How do I run, filter, and export business reports?](/club/money-payouts-accounting/run-and-export-reports) · [Which reports show revenue, tax, and receivables?](/club/money-payouts-accounting/financial-reports-revenue-tax-receivables) · [How do I cancel a gift card, and how is that different from locking it?](/club/gift-cards/cancel-a-gift-card)