The Gift Card Pool Report

The Gift Card Pool Report provides insights into gift card activity both within the central pool and at specific restaurant locations. This report helps determine the net transfer amount—the balance to be transferred into or out of the pool based on a location’s gift card liability.

 

Understanding Net Transfer Amounts

• Positive Net Transfer Amount
  • Indicates that the pool account owes the restaurant location.
  • This typically occurs when redemptions (use of gift cards) at the location exceed sales of gift cards.
• Negative Net Transfer Amount
  • Indicates that the restaurant location owes the pool account.
  • This happens when sales of gift cards at the location exceed redemptions.
• Transaction Types
  • Digital gift card purchase/reload: Paid directly to the pool.
  • Digital gift card redemption: The order location is owed funds from the pool.
  • In-store gift card purchase/reload: The purchase location owes funds to the pool.
  • In-store gift card redemption: The order location is owed funds from the pool.

Managing Gift Card Liability

To download the pool report:

1. In the Incentivio Dashboard, navigate to Reports & Analytics > Gift Card Pool Report.
2. Filter the report by the desired date range and location(s). By default, "Last Month" will be selected.
   
3. Under Digital Purchases & Add Values Paid into Pool, select Export.
4. This will download a CSV file, which includes additional, transaction-level insights into the gift card activity.

The fields in this report include:

• Date of Transaction (At Location): The date the gift card transaction occurred at the restaurant location’s POS system.
• Card Number: The unique gift card number associated with the transaction.
• Merchant: The merchant or brand where the transaction took place.
• Location: The specific location where the gift card activity occurred.
• Type of Gift Card: The type of gift card involved in the transaction:
  • Purchase - Initial purchase of a gift card
  • Reverse Purchase - Removal of a gift card purchase 
  • Purchase Email e-card - Initial purchase of a Gift Card to be sent via email
  • Reverse Purchase Email e-card - Removal of a Gift Card to be sent via email
  • Add Value - Add additional value to an existing card
  • Redeem - A purchase made using a gift card
• Amount: The transaction value applied to the gift card:
  • Positive Value: Indicates funds being added to the gift card (e.g., card loaded with $50 → Amount = $50).
  • Negative Value: Indicates funds being spent using the gift card (e.g., $10 spent → Amount = -$10).
• Transfer Amount: Reflects the amount to be transferred into or out of the Pool Account based on the transaction:
  • The value is the same as the Amount column but in the opposite direction. For example:
    • If a gift card is loaded with $50 → Amount = $50, Transfer Amount = -$50 (pool is owed $50).
    • If $10 is redeemed from the card → Amount = -$10, Transfer Amount = $10 (pool owes location $10).