> For the complete documentation index, see [llms.txt](https://docs.giftcardfactory.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.giftcardfactory.app/reports/gift-cards-usage.md).

# Gift Cards Usage

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

1. Navigate to **Reports** in the Gift Card Factory app.
2. Click the **New Report** button.
3. Select **Gift Card Usage** from the report options.
4. 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.
5. Click **Create** to queue the report.

### Report Contents

The generated CSV file includes the following columns:

| Column                     | Description                                    |
| -------------------------- | ---------------------------------------------- |
| 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:

1. Find your report in the Reports list.
2. Click the **Result** link in the **Download Links** column.
3. 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:

1. Select the report by clicking on its row.
2. Click the **Stop** button in the bulk actions bar.
3. 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:

1. Select the report by clicking on its row.
2. Click the **Show Logs** button in the bulk actions bar.
3. 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](/reports/unused-gift-card-balance-report.md) — list gift cards that still have remaining balance
* [Bulk Operation Gift Card Usage](/reports/bulk-operation-gift-card-usage.md) — limit usage tracking to a single bulk operation