Gift voucher reports — sales, redemptions and outstanding liability
The gift voucher report shows how much voucher value you sold and redeemed in a period, and how much value is still outstanding on active vouchers.
Where to find it
Backoffice › Gift Vouchers › Reports (top right). The page is called Gift voucher reports — "Sales, redemptions, and outstanding liability". Back to vouchers returns to the list.
What it does
Pick a Date range (it opens on the previous calendar month). The page shows:
- Sold (period) — the total value of vouchers issued in the period, with the number of vouchers issued. Counts every new voucher: online sales, Payment Now, Cash, Card and imported vouchers.
- Redeemed (period) — the total value redeemed in the period, with the number of redemptions.
- Outstanding liability — the remaining balance of all vouchers that are currently Active and still have money on them, with their count. This is a "right now" figure: it does not depend on the date range.
- Total vouchers — all vouchers of the location, with how many are redeemed and expired.
Summary breakdown:
- Status distribution — number of Active, Redeemed and Expired vouchers.
- Period activity — Vouchers issued, Redemptions, and Redemption rate (value redeemed in the period divided by value sold in the period, as a percentage).
Good to know
- Amounts are added up in your location currency. Vouchers in another currency are left out of the outstanding liability.
- Outstanding liability includes vouchers whose expiry date has passed but whose status is still Active. Extend or keep them as you see fit; they remain redeemable by staff after confirmation.
- Refunds recorded with a cancellation confirmation lower the voucher balances (and so the liability) but are not subtracted from Sold (period).
- A redemption rate above 100% is possible: it compares redemptions in the period with sales in the same period, and guests often spend vouchers bought earlier.
- Imported vouchers are counted on the day they were imported, not on their original purchase date.
- There is no export button on this page.
Troubleshooting
Sales from the last day of my range are missing The end date currently counts up to the start of that day. Set the end date one day later to include the whole last day.
Sold and Redeemed jumped in one month Vouchers imported from your previous system are recorded on the import date — both their issue and, for vouchers that were already used, their redemption. Choose a range that excludes the import date to see your normal trading.
Outstanding liability looks too high It includes every active voucher with a balance, including vouchers past their expiry date. Check the voucher list for vouchers with a red Expired tag.
Outstanding liability doesn't match "Active value" on the voucher list Active value adds up the original values of active vouchers; the report uses what is still remaining after partial redemptions.
The page stays empty or keeps loading Check a location is selected and reload the page.