Gift Cards – History and Reports

Gift cards generate a lot of data — issuances, redemptions, voids, expirations. Vendion has a complete reporting system in admin to follow up, analyze, and export history. Everything builds on an append-only history with full traceability per card.

Gift card list — the main view

Location: Admin → Marketing → Loyalty → Gift Cards

Table with all gift cards in your restaurant (or chain):

Filters:

• Status: Filter by active / redeemed / void / expired
• Date range: Issued / expiry date between X and Y
• Recipient contact: Search by name, phone, email
• Issuer: Who created the card
• Balance: >0, =0, >100 kr, etc.
• Issuance type: Sale / compensation / internal / marketing

Sorting:

Per column — often used: date (newest first), balance (highest first), or expiry date (soon-expiring first).

Per-card history:

Click a row → detail view opens with:

GIFT CARD: ABCD-EFGH

   Status: Active
   Balance: 300 kr (of 500 kr)
   Expires: 2029-04-19

   Recipient
   Name: Anna Andersson
   Phone: +46701234567
   Message: "Lovely dinner on me!"

   [ Resend SMS ]  [ Extend expiry ]  [ Void ]  [ Refund ]

   ───── TRANSACTION HISTORY ─────

   2026-04-19 14:23  ISSUE    +500 kr   Balance after: 500 kr
   2026-05-12 19:45  REDEEM   -200 kr   Balance after: 300 kr   Order #456

   SMS logs:
   2026-04-19 14:24  SMS sent to +46701234567 — delivered

Reports (separate tab: Reports)

Three main reports for gift cards:

1. Issuance table

Overview of issued cards per period:

2. Redemption table

Redeemed amounts per period:

3. Expiry / void report

KPIs to follow:

• Outstanding liability (total 2421): Sum of balance on all active cards — this is your liability.
• Redemption rate: % of issued cards that have been redeemed (industry average: 60–70 %).
• Expiry rate: % of cards that expire unused.
• Void rate: % of cards voided.
• Average time to redemption: Days from issuance to first redemption.

Export

Click "Export CSV" in the gift card list → file with all columns + per-card history.

The CSV contains one row per history entry with code, status, kind (issued/redeemed/expired/voided), amount, balance after, timestamp, order link, and optional note.

SIE export for accounting

See separate article "Gift Cards in the SIE Export" (Accounting module). SIE contains:

• A voucher GC YYYYMM-N for each expiry/void event.
• Result and closing balance for account 2421 (gift card liability) and 3960 (other operating income).

AI Boss integration

AI Boss has tools to answer questions like:

• "How much have we sold in gift cards in March?"
• "Which cards are about to expire?"
• "Show me cards voided this month."

AI Boss queries the gift card history directly and presents the data in chat format.

Security & access:

• Only staff with the right permission can see the gift card list.
• The card code is masked for junior staff — showing only the last 4 characters (****-EFGH).
• The full code is visible only for admin / manager roles.

Permanent audit trail:

• The history is append-only — no row can be deleted, only new rows are added.
• No one can remove or alter historical entries.
• Members have read access only; all changes happen via secure system calls.

Use for ongoing control:

• Monthly: Check outstanding liability against the account 2421 balance in accounting.
• Quarterly: Run expiry report to see if guests should be warned.
• Annually: Evaluate redemption rate — if it is <50 %, adjust marketing or extend validity periods.

See also:

• "Gift Cards – How They Work"
• "Gift Cards in the SIE Export" (Accounting module)
• "Gift Cards – Void and Expiry"