Unused Gift Card Balance Report
Unused Gift Card Balance Report
The Unused Gift Card Balance Report helps you identify all gift cards in your store that still have remaining balance. This is useful for financial reconciliation, liability tracking, and understanding your outstanding gift card obligations.
Overview
This report scans all gift cards created within your selected date range and finds those with a balance greater than zero. It compiles detailed information about each gift card, including customer and recipient data, into a downloadable CSV file.
When to Use This Report
Financial reporting: Track outstanding gift card liabilities for accounting purposes
Year-end reconciliation: Identify unredeemed gift card balances
Customer outreach: Find customers with unused gift cards to send reminder campaigns
Expiration management: Review gift cards approaching expiration with remaining balances
Creating a Report
Navigate to Reports in the Gift Card Factory app
Click the New Report button
Select Unused Gift Card Balance from the report options
Configure your report settings:
Date Range: Select the start and end dates. The report will include gift cards created within this period
Filters (optional): Narrow down which gift cards are included — see Filters below
Email Notification (optional): Check this option to receive the report results via email when complete
Click Create to generate the report
Filters
Gift card status
With remaining balance (default) includes every card that still has balance. Unused (full balance) — cards not spent at all. Partially used — cards with some balance spent. Fully used — cards with zero balance. Disabled — deactivated cards. All — no status filter.
Initial value
Only include gift cards created with this exact value (e.g. 25 for all $25 cards). Leave empty for all values.
Minimum balance
Only include gift cards with at least this remaining balance.
With the status filter you can also use this report as a general gift card list — for example, select All with an initial value of 25 to export every $25 gift card created in a period, used or not.
Report Contents
The generated CSV file includes the following columns:
Gift Card ID
The unique identifier for the gift card
Enabled
Whether the gift card is currently active (Yes/No)
Last 4 Characters
The last 4 characters of the gift card code
Initial Value
The original value when the gift card was created
Current Balance
The remaining balance on the gift card
Expires On
The expiration date, if set
Note
Any notes attached to the gift card
Created At
When the gift card was created
Customer Email
Email address of the customer who purchased the gift card
Customer First Name
First name of the purchasing customer
Customer Last Name
Last name of the purchasing customer
Recipient Email
Email address of the gift card recipient
Recipient First Name
First name of the recipient
Recipient Last Name
Last name of the recipient
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 gift cards
Finished: The report is complete and ready for download
A progress bar shows how much of the report has been completed.
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 with a CSV listing the failed rows.
Note: Download links expire after 72 hours. Make sure to download your report within this timeframe.
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 partial results that were 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 to estimate processing time before running larger reports
Use the email notification option for large reports so you don't have to monitor the progress
Schedule reports during off-peak hours for faster processing
Download reports promptly as links expire after 72 hours
Related Features
Gift Card Usage Report - Track how gift cards are being used in orders
Bulk Operation Gift Card Usage Report - Analyze gift card usage from specific bulk operations
Gift Card Summary Report - Aggregate totals instead of a card-by-card list
Expiring Gift Cards Report - Cards with remaining balance that expire soon
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