Gift card purchases
Menu: Guest Services → Gift card purchases
Use this screen to look up and report gift cards that have been sold or issued — who bought them, card number, amount, dates, and whether the card is still active. Customers usually buy and redeem gift cards on POS (or your online channel); the admin panel does not sell new gift cards from this page.
There is no add or edit button here — only search, refresh, export, and the list.
Summary cards (top of page)
Six tiles give a quick overview for your business (numbers come from the system, not only the rows on the current page):
| Card | What it means |
|---|---|
| Total purchases | How many gift card purchase transactions exist. Subtext may show total purchase count. |
| Total purchase amount | Sum of money loaded onto gift cards (shown in your currency). |
| Purchased cards | How many gift cards have been purchased in total. |
| Active cards | Cards that are still valid and active right now. |
| Expired cards | Cards past their expiry date. |
| Loyalty cards | Cards linked to your loyalty program (separate from standard gift cards). |
While data is loading, these tiles show placeholder skeletons.
Search and actions
Search gift cards
Search box label: Search gift cards.
You can type:
- Card number
- Customer name
- Phone
The list updates shortly after you stop typing (about half a second). A small Searching… message may appear while it waits.
- X on the right clears the search.
- Changing the search jumps back to page 1.
There is no location filter on this screen — you see gift cards for your account scope as the system returns them.
Toolbar buttons
| Button | Tooltip | What it does |
|---|---|---|
| Refresh | Refresh | Reloads gift card data. Toast: “Gift card data has been refreshed”. Icon spins while loading. |
| Export | Export | Downloads a PDF report (see below). Disabled if your role cannot read gift cards. |
Gift cards list
Section title: Gift cards (N) — N is how many rows are on the current page (not necessarily every card in the system).
Desktop (large screens)
Table columns:
| Column | What you see |
|---|---|
| Card number | The gift card code or number printed or shown to the customer. |
| Customer | Name, email, and phone of the buyer or holder (three lines with icons). |
| Amount | Value loaded on the card (your currency formatting). |
| Purchase date | When the card was bought, dd/mm/yyyy, or N/A if missing. |
| Expiry date | When the card expires, dd/mm/yyyy, or N/A if missing. |
| Status | Main badge: Active, Expired, or Inactive. Logic: Active only if the card is marked active and not past expiry; Expired if past expiry; otherwise Inactive. A second Used badge appears if the card has already been fully used (or marked used in the system). |
| Type | Loyalty (highlighted style) or other types such as standard gift cards (label comes from the system, e.g. “Gift” or similar). |
Phone and tablet (smaller screens)
Each card is shown as a card block with the same information: card number, customer contact, amount, purchase and expiry dates, status badges, and type.
Empty and loading
- Loading: grey skeleton rows (or blocks on mobile).
- No results: “No gift cards found” — try clearing or changing your search.
Pagination
At the bottom (when there is at least one record):
- Change page
- Change how many rows per page (page size)
Changing page size resets to page 1.
Export to PDF
Click Export (download icon).
- If the current page has no rows, you see “No gift cards to export”.
- Otherwise a toast says the file is being prepared.
- A PDF is saved named like Gift_Cards_Report_YYYY-MM-DD.
What is inside the PDF
- Title: Gift Card Purchases Report
- Generated date and time
- Total records — total matching your search (all pages), not only the current page
- Summary statistics table — same six metrics as the top cards (total purchases, total amount, purchased cards, active, expired, loyalty)
- Gift cards details table — rows from the current page only (card number, customer name, email, phone, amount, purchase date, expiry date, status, type)
- Footer on each page: “Generated from Pratham ResPOS” and page numbers
Tip: To export all cards in the PDF detail table, increase rows per page until everything fits on one page, or export page by page.
How this fits with POS and settings
| Where | What happens |
|---|---|
| POS | Staff sell gift cards and customers pay with gift card balance at checkout (see POS Payments guide for gift card payment). |
| Quick actions (per location) | Allow gift card feature — turn gift card sales on or off for that outlet. |
| Location settings | Gift card feature enabled / disabled when editing a location. |
| Loyalty settings | Loyalty gift card expiry days — how long loyalty-type gift cards last (separate from standard gift cards if your setup uses both). |
If no cards appear, check that gift cards are enabled for the location and that purchases were actually made on POS or online.
Who can use this screen
| Task | Usually needs |
|---|---|
| Open the page and view list / summary | Gift card read access |
| Refresh and Export | Same read access (buttons are disabled without it) |
There is no separate “export only” permission in the app — export uses the same access as viewing.
Roles are often given to finance, managers, or guest services staff. Follow your company’s rules for sharing customer email and phone in exports.
Common tasks
Find a customer’s card
- Open Gift card purchases.
- Type card number, name, email, or phone in search.
- Read status (active / expired / used) and expiry date.
Check how gift cards are performing
- Read the six summary cards at the top.
- Optionally export PDF for a snapshot to share with finance.
Confirm a card is still usable
Look at Status:
- Active — can be used if balance remains (redemption happens on POS).
- Expired — past expiry date.
- Inactive — turned off or not valid.
- Used (extra badge) — treated as used up in the system.
Tips
- Summary numbers reflect all gift cards the system knows about; the table only shows one page at a time.
- Search is the only filter — use it instead of scrolling very long lists.
- Export detail rows match what you see on the current page; summary block in the PDF is still business-wide.
- This screen is for reporting and support, not creating or topping up cards — do that on POS unless your deployment adds another tool.
Related
- Guest Services overview
- Guest customers — walk-in profiles (different menu section)
- POS: Payments — paying with a gift card at checkout