Gift Cards Usage
Detailed Order Report Guide
The Gift Cards Usage report exports every order transaction in your store that was paid (in part or in full) with a gift card. It covers gift cards issued through Gift Card Factory and any external/native Shopify gift cards used in transactions, so you have one place to reconcile gift card revenue.
When to Use This Report
Financial reconciliation: tie gift card transactions back to the orders they paid for
Revenue analysis: see how much of your sales were paid with gift cards over a period
Audit trail: keep a record of which gift cards were used, on which orders, and for how much
Creating a Report
Navigate to Reports in the Gift Card Factory app.
Click the New Report button.
Select Gift Card Usage from the report options.
Configure your report settings:
Date Range: select the start and end dates. Orders whose gift card transactions occurred in this range will be included.
Email Notification (optional): check Send an email with report results to receive the CSV in your inbox when the report is finished.
Click Create to queue the report.
Report Contents
The generated CSV file includes the following columns:
Gift card last 4 digits
Last 4 characters of the gift card code
Gift card initial value
Original value when the gift card was created
Gift card current balance
Remaining balance on the gift card
Gift card ID
Shopify gift card ID
Gift card note
Any notes attached to the gift card
Transaction date
When the gift card was used in the transaction
Transaction amount
Amount deducted from the gift card
Order ID
Shopify order ID
Order name
Order reference (e.g., #1001)
Customer email address
Email of the customer who placed the order
Order created at
When the order was placed
Order total price
Total order value
Order subtotal price
Subtotal before taxes and shipping
Order total refunded
Total refunded amount, if any
Order total tax
Tax amount on the order
Order total shipping price
Shipping cost
Order total discount
Discounts applied to the order
One row is written per gift card transaction, so an order paid with two gift cards produces two rows.
Viewing Report Progress
Once created, your report appears in the Reports list. You can monitor its status:
Queued: the report is waiting to be processed
In Progress: the report is actively scanning orders
Finished: the report is complete and ready for download
Stopping / Aborted: shown when you stop a report (see below)
A progress bar in the row shows how much of the report has been completed. The list updates in real time, so you don't need to refresh.
Downloading Results
After the report finishes:
Find your report in the Reports list.
Click the Result link in the Download Links column.
The CSV file will download to your computer.
If the report encountered errors while running, an additional Errors link is shown next to Result so you can download a CSV listing the failed rows.
Note: download links expire after 72 hours. After that the row shows Expired and the file is no longer available — re-run the report if you still need the data.
Stopping a Report
If you need to stop a report that's in progress:
Select the report by clicking on its row.
Click the Stop button in the bulk actions bar.
The report will be marked as Stopping and then Aborted.
Even if stopped, you can still download the partial CSV that was collected before stopping.
Viewing Logs
To see detailed processing information:
Select the report by clicking on its row.
Click the Show Logs button in the bulk actions bar.
A modal will display the processing logs, including any errors encountered.
Tips
Start with a smaller date range if you have a high order volume — it lets you estimate processing time before running larger reports.
Use the email notification option for long-running reports so you don't have to keep the page open.
Download reports promptly — links expire after 72 hours.
Related Reports
Unused Gift Card Balance Report — list gift cards that still have remaining balance
Bulk Operation Gift Card Usage — limit usage tracking to a single bulk operation
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