Gifts & Store Credits Report

The Gifts and Store Credits Report provides detailed insights into the sale and redemption of gift certificates and Store Credits, giving you a comprehensive overview of customer purchasing behavior, campaign effectiveness, and future booking potential. Track gift certificate sales and Store Credit issuance across any period, making it easy to monitor the success of popular promotional events or ongoing loyalty programs.

With this report, you can analyze redemption rates to see how many recipients are returning for experiences, identify unredeemed balances as forecasted revenue, and differentiate between income that’s recognized versus deferred. It’s especially helpful during peak gifting seasons like Black Friday, Cyber Monday, and Christmas, when tracking spikes in sales and monitoring customer engagement is crucial. At a glance, see which offers resonate with your audience and recognize outstanding liabilities so you can plan smarter marketing, budgeting, and guest communications.

 

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What's covered in this article:

• What You'll Learn From This Report
• How to Access the Report
• What You’ll See in the Table 
• Managing Individual Gifts or Store Credits

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What You'll Learn From This Report

• Gift Sales Overview: Monitor the total value of gift certificates sold over a selected period.

• Redemption Tracking: See how much of the gift or Store Credit value has been redeemed by recipients.

• Outstanding Balances: Identify remaining balances on unredeemed gifts or Store Credit, aiding in forecasting future revenue.

• Income Recognition: Distinguish between recognized income (redeemed amounts) and deferred income (outstanding balances).

• Promotional Effectiveness: Evaluate the success of promotional gift offers, such as "pay $100 for $125 in value."

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How to Access the Report

• Navigate to Reports > Gifts/Store Credits in your Xola dashboard.

• Use the filters at the top of the report to customize the data you see:

  • Date Range: Select a specific time period to focus your report on.

  • Type: Choose which items to include:

    • All: Displays all gifts and Store Credits within the selected date range.

    • Gifts: Displays only gift certificate purchases within the selected date range.

    • Store Credit: Displays only Store Credits issued within the selected date range.

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What You’ll See in the Table 

At the top of the report, you’ll see a summary of key totals for the selected date range, including:

• Total: The total dollar amount of gift or Store Credits sold. 

• Amount Redeemed: The dollar amount applied towards a reservation.

• Outstanding Balance: The total dollar amount remaining that can be applied towards a reservation.

• Recognized Income: The dollar amount of the gift or store credits applied to a completed reservation.
  • If $20 has been applied but the activity hasn't occurred yet, Recognized Income is $0.
  • If $20 has been applied and the activity has taken place, Recognized Income is $20.

• Deferred Income: The dollar amount of the gift or store credits applied to a future reservation that hasn’t occurred yet.

  • If $20 has been applied to a reservation that hasn’t taken place, Deferred Income is $20.

Under that, you will see a breakdown of each transaction that makes up the totals above with the following columns: 

• Name:

  • Icons: Next to the name, you will see two icons:
    • This means this is a gift purchase.
    • This means that a Store Credit was issued. 
  • From: The purchaser's name.
  • To: The recipient's name.
• Code: The unique gift or Store Credit code issued.

• Value: The original purchase amount of the gift or Store Credit.

• Amount Redeemed: The dollar amount applied towards a reservation.

• Outstanding Balance: The remaining dollar amount that can be applied to a reservation.

• Recognized Income: The portion of the gift or store credit that has been applied to a completed reservation.
  • If $20 has been applied but the activity hasn't occurred yet, Recognized Income is $0.
  • If $20 has been applied and the activity has taken place, Recognized Income is $20.

• Deferred Income: The portion of the gift or store credit applied to a future reservation that hasn’t occurred yet.

  • If $20 has been applied to a reservation that hasn’t taken place, Deferred Income is $20.

• Issued Date: The date the gift was purchased or store credit was issued. An icon indicates the payment method used, and if a credit card was used, the last four digits appear beneath the date.

Export Options

Click the Export button at the top of the report to download a CSV or Excel file containing:

• From: The name of the person who purchased the gift or Store Credit.
• From Email: The email address of the purchaser.
• From Phone #: The phone number provided by the purchaser.
• To: The name of the recipient of the gift or Store Credit.
• To Email: The recipient’s email address.
• Code: The unique code associated with the gift or Store Credit.
• Product: The experience or offering tied to the gift, if applicable.
• Type: Indicates whether the entry is a gift or Store Credit.
• Gift Value: The dollar amount purchased or issued as Store Credit.
• Total Gift Value: Includes the base gift value plus any promotional value
  • If a $100 gift is purchased, the value would be $100. 
  • If a gift offer where you pay $100 for $125 in value is purchased, this would be $100, but the Outstanding Balance would be $125 (until the gift is redeemed). 
• Amount Redeemed: The dollar amount applied towards a reservation.
• Outstanding Balance: The remaining balance that can be applied to a reservation.
• Adjustments: Manual changes made to the gift or Store Credit balance (e.g., added or reduced value).
• Recognized Income: The portion of the gift or Store Credit that has been applied to a completed reservation.
  • If $20 has been applied but the activity hasn't occurred yet, Recognized Income is $0.
  • If $20 has been applied and the activity has taken place, Recognized Income is $20.
• Deferred Income: The portion of the gift or Store Credit applied to a future reservation that hasn’t occurred yet.
  • If $20 has been applied to a reservation that hasn't taken place, Deferred Income is $20.
• Issue Date: The date the gift was purchased or the Store Credit was issued.
• Tags: Internal tags applied to the transaction for tracking or categorization.
• Payment Method: How the gift was paid for (e.g., credit card, cash).
• Source: Where the gift was sold or issued (e.g., Checkout, Backoffice).

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Managing Individual Gifts or Store Credits

Clicking on the name of a gift or Store Credit will open up the details of that gift or Store Credit in the Purchases tab. Here you can see all the specifics of that gift or Store Credit, the timeline of adjustments, redemptions, and more! 

You can also take the following actions for Store Credits:

• Resend Emails: Re-send the Store Credit email to the recipient. 
• Add Funds: Increase the redeemable value of the Store Credit by charging the purchaser additional funds.
• Adjust Balance: Manually increase or decrease the redeemable value without affecting the total amount paid by the purchaser.
• Refunding Store Credit: To issue a refund, you must first transfer the store credit amount back to the original booking.
  • Click here to learn how to complete this process.

You can also take the following actions for gifts:

• Print Receipt: Print a receipt for the purchaser. 
• Add Funds: Increase the redeemable value of the gift by charging the purchaser additional funds.
• Adjust Balance: Manually increase or decrease the redeemable value without affecting the total amount paid by the purchaser.
• Refund: Decrease the redeemable value of the gift by refunding the amount to the original payment method.
• Resend Emails: Re-send the gift certificate or receipt email to the recipient or purchaser.
• Print Gift certificate: Print your customer a PDF version of the gift certificate.