Gift Card Reports Overview

 

 

 

Note: In this menu, you can also edit the Card Info, Customer Info, and eGift Card Information. Alternatively, you can adjust your gift card balance on the POS by following the instructions in this Toast Central article: Check or Adjust a Gift Card Balance.
 

You can select the download icon (down arrow) to download a .csv file of the report's data.

Gift Card Transactions Report

The Gift Card Transactions report provides a real-time overview of all gift cards and their current balances. You can use this report to match imported card numbers with Toast gift card numbers and monitor insights into gift card transactions, current balances, as well as redemptions and purchases.

You can customize your Gift card transactions report by selecting the Show/hide columns button and choosing what features you would like to view. See more details about these additional fields in the previous section of this article.

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Gift Card Liabilities Report

This report is essential for multi-location restaurant groups that want to keep track of who is selling and redeeming gift cards. Essentially, the Gift Card Liabilities report will track the transaction that occurs in relation to the store that owns the card's liability vs. the store that redeemed the amount. This report allows restaurants to periodically audit how much each store owes the others based on liability amount vs. redeemed amount.

You can customize your Gift Card Liabilities report by selecting the Show/hide columns button and choosing what features you'd like to view.

• Affected Store: Allows you to sort by location to see how much outstanding liability there is at a given time for that particular store.
• Transaction ID: # for the transaction
• Original Account ID/Current Account ID: # of the gift card in question
• Card Number(s): All gift cards have a Toast-assigned card number, regardless of being imported. If the card is imported, then an imported number will appear. If the card is Toast-native (generated directly on Toast rather than being imported) then it will only have a "Card number". Toast-assigned card numbers always begin with 862.
• Imported Card Number(s): If the card is imported, then an imported number will appear under this column.
• Date: Transaction date. There can, and often will be, several dates for each Account ID.
• : This is the store in the restaurant group that originally accepted payment for the card. This would be the store that owes the redemption location.

 

Note: The Redemption Store is always owed the amount for accepting the Original Store's gift card and honoring that liability.

Since this report presents a list of transactions, you may prefer to export the data and aggregate it. The easiest way to get the data in summary form is to use a pivot table.

 

1. Select the Email Export button to receive an email of this report as an Excel file.
2. Next, enter the email address or addresses of anybody you'd like to receive the Excel file (accountant, bookkeeper, owner, etc.).
3. Select Submit to send the report.

If you’re a single-location restaurant, you can easily view your gift card liabilities by navigating to the Guests, Gift Cards, and Loyalty Summary report. To find this report, navigate to Reports > Marketing > Guest Summary. This report provides a count of all active and inactive gift cards broken down by physical and e-gift cards, net liability change, starting liability, and ending liability, as well as information on any rewards accounts.

 

 

Inactive Gift Cards Report

The Inactive Gift Cards report includes all unsold gift card numbers. In this report, you can view/edit details about each card, manually activate an inactive gift card, and see the number of available gift cards you have left to evaluate if you need to purchase more.

You can customize your Inactive Gift Card report by selecting the Show/hide columns button and choosing what features you'd like to view. See more details about these additional fields in a  of this article.

You can select the download icon (down arrow) to download a .csv file of the report's data.

Failed eGift Card Deliveries

The Failed eGift Card Deliveries report provides a breakdown of any failed eGift cards that were sent to an errant email address. You can use this report to monitor any failed eGift card deliveries and locate/resend an eGift card. In order to view this report, navigate to Reports > Payments > Failed e-gift card delivery in Toast Web.

By using the drop-down menus, you can filter this report by date, time, and/or the associated store location(s) where the gift card failed. When you're done changing the options, select Update.

You can also customize your Failed eGift Card Deliveries report by selecting the Show/hide columns button and choosing what features you'd like to view.

• Location: The location where the gift card was first generated or imported. An eGift card is generated at the time of sale in the restaurant in which the card is sold.
• Email: The gift card purchaser's email.
• Purchaser Contact Info: The contact information the purchaser provided.
• Card Amount: The original amount on the gift card.
• Delivery Attempted: The date and time when the electronic delivery of the gift card was attempted.
• "To" Name: The gift card recipient.
• "From" Name: The gift card sender.

 

Additional Resources for Gift Cards

• Gift Card FAQ
• Order New Toast Gift Cards
• Import Gift Cards
• Find Your Gift Cards in Toast Web

 

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