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Must know
  • The tiles are club-wide. Outstanding value adds every card’s remaining balance whatever its status: Pending and Locked balances are still owed, and a Cancelled card holds $0.00. Search and filters change only the table and the export, never the tiles.
  • Who can see it. Financials > Gift Cards needs the Gift Cards feature and the View Financials permission. Lifecycle actions and editing a Staff note need Edit Financials.
  • Refund order. Money goes back to the same gift card(s) first, then to account credit used on the order, then to the original payment method. Money returned to a cancelled card re-opens it as Locked.
  • Only the last four digits ever appear, as •• 4821 on screen and masked in the CSV.
Where to find it. Financials > Gift Cards lists “Every gift card issued or sold across your organization”. Tiles: Active cards, Outstanding value, Pending claims.

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Find a card

The table. Switch between table and card view. The table shows 100 rows at a time (or 10, 20, 50), card view 12, and the page remembers your search and filters. Holder shows the holder’s name, else the email the card was sent to, else “Unclaimed”. Search and filters. Search matches card name, holder, purchaser, their emails, recipient email and last four digits; every word must match. Filter by Status (Pending, Active, Locked, Used up, Cancelled), Source (Online store, Point of sale, Staff-issued, Hero) and Issued from / Issued to. Cancelled cards never show as Used up. Source wording. The filter and the panel say Staff-issued, while the table, card view and CSV say Admin. Imported cards follow the same rule, named “Imported store credit” with the old note kept as the Staff note. Export. Export downloads the current search and filters as gift-cards-YYYY-MM-DD.csv (your club’s calendar day). Holder is the name only, blank if unclaimed. It stops at 10,000 rows, then ends with a “Truncated at 10000 rows” row, so narrow the filters. Each export is logged in your activity log.

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One card’s history

Click a row to open its panel: status, source, holder, purchaser, Issued by (only when staff issued it), Redeemable on (a removed item shows as “[item] - no longer offered”) and Activity. A lock reason and Cancellation note show when present. It also opens from a guardian’s Gift Cards tab, where each card’s menu has Lock card / Unlock card and Cancel card. Staff note. With Edit Financials you get a box hinting “Visible to staff only” (2000 characters). Save note confirms with “Gift card note saved”. Others see it read-only, and only when a note exists. Cancel card. It writes the remaining balance off to $0.00 and takes it out of Outstanding value. It moves no money and posts no accounting entry, so Gift Card Liability (2200) is not lowered. The action buttons then disappear. Activity lists newest first: Issued, Claimed, Redeemed, Refund returned, Adjusted, Transferred, Recipient updated, Locked, Unlocked and Cancelled (a negative amount, leaving $0.00), each with who did it, the date and the balance left.

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How the money ties out

On invoices. Each redemption posts its own gift-card payment. Staff can apply a card from Take payment (Gift card under Balances), and families on their order payment page. The Redeemed entry names the staff member. On refunds. The refund summary shows “Returns to gift card •• 1234” and “Refunded to original method”. A card gets back at most what it paid on that invoice. In the ledger. Every paid gift-card sale credits Gift Card Liability (2200), and a comped card credits 2200 and debits Goodwill & Comps. Staff and Ask Hero sales are refused until your club has that code; store and POS sales go through, but their liability line is left without a code. Spending a card shows as “Gift card spent”, a debit on 2200, in General Ledger by Account (Derived) and General Ledger (Derived) on Reports > Ledger. In reports. Reports > Payments has Gift Cards and Gift Card Activity tabs (see the reports guide). With every filter cleared, the report’s Outstanding Liability equals Outstanding value here. Related: How do I use the Gift Cards and Gift Card Activity reports? · How do I cancel a gift card, and how is that different from locking it? · How do I refund a customer on a paid invoice?