The gift card report allows you to get information about all of the gift cards that have been sold on your site so far. It's a great information tool, but it also helps you perform customer service tasks, such as when a customer calls in to ask for their remaining balance. This report allows you to do these things and more.
The following prerequisites will be necessary to accomplish the goals of this article:
- Have access to your Hotcakes store administration
- Gift cards are enabled and configured
- You are selling gift cards
Until you enable and sell at least one gift card, you won't be able to really use this report. It will simply be empty.
Gift Cards Report
In order to use the gift card report, you'll need to choose it from the reports menu in the control panel.
The report begins with a search form, and it will immediately load any gift cards that match the default search criteria, which is any active gift card sold during the current month. If no gift cards are found, you'll see a message telling you as much.
|Search||The search box allows you to enter any partial term to find a specific gift card. When you do, the search will look through gift card number, recipient e-mail address, recipient name, order number, purchaser e-mail address, purchaser name, and the shipping and billing addresses.|
|Amount||This drop down list allows you to filter the gift card search results by the original purchase amount of the gift card. You can choose for the amount to be lesser than, greater than, or equal to the value in the companion textbox. You'll see the companion textbox when you choose anything other than "Any" (the default).|
|Balance||This drop down list allows you to filter the gift card search results by the remaining balance of the gift card. You can choose for the balance to be lesser than, greater than, or equal to the value in the companion textbox. You'll see the companion textbox when you choose anything other than "Any" (the default).|
|Date Range||The date range you choose will be compared to the date that the gift card was purchased.|
|Status||You have two choices to use as a filter for the gift card search: show inactive, and show expired. By default, you'll always see active gift cards that aren't yet expired.|
In the left panel, you can choose to export the listing of gift cards you currently see in the right panel. Just click the button, and you'll see standard download prompts for you to save the Excel spreadsheet.
If your gift card search returns results, you'll see a populated grid like shown below.
|Issue Date||This is the date that the gift card was purchased.|
|Recipient||You'll see the first and last name of the gift card recipient in this column.|
|Card Number||The number that is assigned to the gift card will be shown in this column.|
|Amount||In this column, you can see the amount that the gift card was originally sold for.|
|Balance||Whatever the gift card balance is will be seen here. This will instantly show you whether the gift card has been used or not.|
|Enabled||This column will show you if the gift card is enabled. If the checkbox is checked, the gift card is enabled.|
|Order Number||Every gift card is created as the result of being purchased in an order. This column will show you the order number, and you'll be able to click the order number to see the details of the order as well.|
|[no name]||This is an action column, allowing you to edit the gift card. Just click on this icon and the gift card editor will open in a popup.|
The popup below is what you'll see if you click the edit icon corresponding to any specific gift card. This will allow you to update a few of the details, as well as see the related information associated with the gift card.
|Enabled||This checkbox allows you to enable or disable the gift card. When it's checked, the gift card is enabled.|
|Card Number||You'll see the assigned gift card number, in a read-only format. You can't change a gift card number.|
|Issue Date||The read-only date that the gift card was purchased will be seen here.|
|Expiration||The expiration date you see here will correspond to the expected expiration date that should have been assigned based upon the expiration period setting in the gift card settings at the time of purchase.|
|Amount||This is the original amount that the gift card was sold for. This editor allows you to change the value at any time to lower or increase it. This allows you to do things like make adjustments based upon order and customer service activity, but it also allows you to add value for the purpose of store credit.|
|Used Amount||This read-only value let's you know how much of the gift card has been spent already.|
|Recipient E-Mail||You'll see the e-mail address of the gift card recipient here, in a read-only label.|
|Recipient Name||You'll see the full name of the gift card recipient here, in a read-only label.|
|Order #||This is the order number for the order where this gift card was purchased.|
Click the "Save Changes" button to save any updates you made to the gift card.