What is it?
The Gift Cards report is a Returnly generated report that you can use to complement your existing gift cards report, thus allowing for effective reconciliation of liabilities as well as gift card management.
Each record in this report is a Returnly generated Gift Card (in Shopify). These Gift Cards are used for Credit Repurchases, some Instant Exchanges, and refunds to Gift Cards.
By accessing the report, you can:
- Have visibility into Returnly generated gift cards.
- Track the status and situation of the gift card regarding the RMA (Return Merchandize Authorization) that produced it, whether it was created for an exchange, and the amount the customer has spent.
- Estimate your liabilities coming from Returnly.
The video below explains the contents of the report, as well as how to use it.
How Do I Access the Reports?
When logged into your Returnly instance, click on Reports from the lefthand menu. Under Reconciliation, you can click on the Gift Cards link.
You'll then see a pop-up that allows you to select your timing parameters.
You can use any of the pre-sets from the first drop-down menu, or select the specific time window yourself, along with your timezone.
You'll get a confirmation message that the report is being generated and sent to your email address. Remember, the report comes in a .csv (comma separated values).
What's in the report?
Each Returnly generated gift card in the report contains the following fields:
|ID||Gift Card ID, observable in Shopify.|
|Last Characters||Last 4 digits of the gift card.|
|Customer Name||Name of the Gift Card owner.|
|Email of the Gift Card owner.|
|Original Order||Shopify Order that was returned or partially returned by the customer.|
|Created At||Timestamp for when the Gift Card was created.|
|Expires On||Timestamp for when the Gift Card will expire.|
|Initial Value||Dollar amount corresponding to the initial balance of the Gift Card when it was created.|
|Balance||Current Balance of the Gift Card at the time of generating the Gift Cards report.|
|Currency||Currency of the Gift Card’s balance (e.g.: US dollars)|
|Expired?||"Yes" or "No", depending on whether the Gift Card has already expired.|
|Enabled?||"Yes" or "No", depending on whether the Gift Card is still usable by the customer|
|Disabled At?||Timestamp for when the Gift Card was disabled.|
|Note||Returnly's notes associated with the Gift Card, observable in Shopify.|
|RMA||The RMA that triggered the creation of the Gift Card.|
|RMA Status||The current status of the RMA that triggered the creation of the Gift Card, at the time of downloading the Gift Cards report.|
|Credit Spent||The dollar amount of the Gift Card that was used by the customer to repurchase (or exchange).|
|Is Exchange?||"Yes" or "No", depending on whether the Gift Card was used for an exchange (e.g.: "No" will be shown when used for a Repurchase or a refund to Gift Card).|
Some tips that can help:
- Track gift cards individually and filter through different conditions (i.e. "Enabled" = "TRUE" or "FALSE").
- Sum the Gift cards’ balance and filter disabled gift cards to know your liabilities coming from Returnly.
This report can typically be used in combination with the Shopify Gift Cards report to distinguish from Returnly generated Gift Cards in Shopify.
Below are the steps to download the Shopify Gift Cards report:
- Visit Products > Gift Cards.
- Select "All", and then export "All gift cards"
For more information on reconciliation and best practices, see Returnly's Return Reconciliation Guide.