Prepaid card reports
Balance as on date Prepaid Card report
The Balance as on Date report provides the prepaid card balance at your center on the selected date. You can view the following details for active prepaid cards:
Remaining balance on prepaid cards purchased at the center
Purchase price and value
Purchase date and expiration date
Make sure you have selected the center for which you want to run the report.
On the main menu, click the Reports tab. The Reports Dashboard opens.
Click Marketing > Prepaid Cards (from the filter).
Select the Balance as on date report from the list. The report opens in a new tab. By default, the report opens to the current date. To view the report for a different date, click the calendar icon, and select the required date.
Click Refresh.
To export the report, click the Excel (
) or .CSV icons (
).
Column descriptions
Column | Description |
|---|---|
Code | The prepaid card number. The card number is typically a code associated with the prepaid card. The front desk or guest can use this code to redeem a prepaid card, check the balance, or view other details such as the prepaid card expiry date, price and value of the card, and balance. |
Invoice No | Invoice number of the prepaid card purchased. Click the invoice number to open the invoice details. |
Guest | The full name of the guest. Click the guest's name to open the guest's profile. |
Receipt No | The receipt number of the prepaid card purchased. |
Purchase Price | The amount for which the guest purchased the prepaid card. |
Prepaid Card Value | Value of the prepaid card purchased. Value is the total worth of a prepaid card, which includes the extra amount that the organization adds to the card in addition to the Price. Example: If a guest purchases a prepaid card for $200 (price) and the card value is $250, the guest can later redeem the card for $250 worth of purchases or services. |
Purchase Date | The date when the prepaid card was purchased. |
Expiration Date | The date when the prepaid card expires. |
Balance Value | The remaining amount available on the prepaid card after redemption. NoteIf the value is different from the purchase price, then this column reflects the amount remaining on the value of the prepaid card. Example: If the prepaid card price is $100 and the value is $150, and if the guest has redeemed the card for $70, then the balance value on the card is $80 [Value ($150) - Amount redeemed ($70)]. |
Balance Price | The remaining amount available on the prepaid card after redemption. NoteIf the value is different from the price, then this column reflects the apportioned amount remaining on the price of the prepaid card. Example: If the prepaid card price is $100 and the value is $150, and if the guest has redeemed the card for $70, then the balance price on the card is $30 ($100-$70). |
Prepaid Card Balances (Graphical) report
The Balances report provides a graphical and tabular representation of the total unused balance on prepaid cards purchased at your center for a selected duration. To run the report:
From the center level main menu, click the Reports tab.
On the Reports Dashboard, click Marketing > select Prepaid Cards (from the filter).
Select Balances report from the list. The report opens in a new tab.
From the date drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, then specify the custom dates in the From and To fields.
Note
For custom dates, you can view data for a maximum date range of 6 months at a time.
Example: To view data from January to August, first view data from January to June and then view data from July to August.
Click Refresh. The report provides balance data in the following formats:
Graphical: By default, the report displays a graphical illustration of the data. The vertical bar graph represents the balance on prepaid cards purchased at your center for each month in the selected duration.
Example: In the following image, the vertical axis displays the unused balances on prepaid cards and the horizontal axis display the months (in the following image the unused balances shown are for 3 months).
Tabular: To view the data corresponding to the graphical representation (in a tabular format), click Data. :
Note
To export the data, on the top right corner of the table, click the Excel () or .CSV icons ().
A new window opens displaying the balances for each month in the selected duration.
Prepaid Card Details report
The Prepaid Card Details report tracks essential details of all prepaid cards issued at your location. The report displays details for both active and expired prepaid cards. Use this report to:
Track the price and value of prepaid cards issued from your center
View the purchase invoice, date, and expiry details
View outstanding balances on the prepaid cards
Check if any refund was processed on the purchase of the prepaid card
Make sure you have selected the center for which you want to run the report.
On the main menu, click the Reports tab. The Reports Dashboard opens.
Click Marketing > Prepaid Cards (from the filter).
Select the Details report from the list. The report opens in a new tab.
From the date drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, then specify the custom dates in the From and To fields.
Note
For custom dates, you can view data for a maximum date range of 6 months at a time.
Example: To view data from January to August, first view data from January to June and then view data from July to August.
Click Refresh.
To export the report, click the Excel (
) or .CSV icons (
).
Column descriptions
Column | Description |
|---|---|
Code | The prepaid card number. The card number is typically a code associated with the prepaid card. The front desk or guest can use this code to redeem a prepaid card, check the balance, or view other details such as the prepaid card expiry date, price and value of the card, and balance. |
Invoice No | The prepaid card purchase invoice number. Click the invoice number to view the prepaid card purchase invoice. |
Receipt No | The receipt number of the purchased prepaid card. |
Name | The full name of the guest. Click the guest's name to open the guest's profile. |
Center | The center where the prepaid card was purchased. |
Purchase Date | The date when the prepaid card was purchased. |
Expiration Date | The date when the prepaid card expires. |
Purchase Price | The price at which the prepaid card was purchased. |
Value | The value of the prepaid card purchased. Value is the total worth of a prepaid card, which includes the extra amount that the organization adds to the card in addition to the Price. Example: If a guest purchases a prepaid card for $200 (price) and the card value is $250, the guest can later redeem the card for $250 worth of purchases or services. |
Balance | The remaining amount available on the prepaid card after redemption. NoteIf the value is different from the purchase price, this column reflects the amount remaining on the value of the prepaid card. Example: If the prepaid card price is $100 and the value is $150, and if the guest has redeemed the card for $70, then the remaining balance on the card is $80 ($150-$70). |
One-time Use |
|
Refund amount | The amount refunded for the purchase of the prepaid card (if any). The field displays the amount as a negative value. Example: If the prepaid card was purchased for price and value $100, and later a refund of $50 was processed on its purchase, then the Refund Amount column displays -$50. |
Refund Date | The date on which the amount was refunded on the purchase of the prepaid card. |
Prepaid Card Sales (Graphical) report
The Sales report provides a graphical and tabular representation of data for prepaid card sales in the selected duration. The report considers only closed invoices and payments made using cash, checks, credit cards, gift cards, prepaid cards, or custom payments. To run the report:
Ensure you are at the center level.
Click the Reports tab. The Reports Dashboard appears.
Click Marketing > select Prepaid Cards from the filter.
Select the Sales report from the list. The report opens in a new tab.
From the Date drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, specify the custom dates in the From and To fields.
Note
For custom dates, you can view data for a maximum date range of 6 months at a time.
Example: To see data from January to August, first view data from January to June and then view data from July to August.
Click Refresh. The report provides prepaid card sales data in the following formats:
Graphical: By default, the report displays a graphical illustration of the data. The vertical bar graph represents the amount realized from prepaid card sales for the specific months selected.
Note
The graph does not show the quantity of prepaid card sold for the period. View the tabular format below to get this data.
Example: In the following image, the vertical axis displays the sales from prepaid cards and the horizontal axis display the months. In the example, prepaid card sales for 3 months is displayed.
Tabular: To view the data corresponding to the graphical representation in a tabular format, click Data. A new window opens, displaying the sales for each month in the selected duration. The following data displays in the table:
Month: Displays the name of the month based on the filter criteria selected.
Prepaid card sales: Displays the amount generated on prepaid card sales for each month in the selected duration. This includes only closed invoices and payments made using cash, checks, credit cards, gift cards, prepaid cards, or custom payments.
#Prepaid cards: Displays the number of prepaid cards sold in the month.
Note
To export the data, on the top right corner of the table, click the Excel (
) or .CSV icons ().
Prepaid Card Revenue (Graphical) report
The Revenue report provides a graphical and tabular representation of the revenue realized on redeeming prepaid cards to pay for items (to know what items are redeemable on prepaid cards, read: Redeeming a Prepaid Card). The report considers only closed invoices. To run the report:
Ensure you are at the center level.
Click the Reports tab. The Reports Dashboard appears.
Click Marketing > select Prepaid Cards from the filter.
Select the Revenue report from the list. The report opens in a new tab.
Note
From the Date drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, specify the custom dates in the From and To fields. For custom dates, you can view data for a maximum date range of 6 months at a time. Example: To see data from January to August, first view data from January to June and then view data from July to August.
Click Refresh. The report provides prepaid card revenue data in the following formats:
Graphical: By default, the report displays a graphical illustration of the data. The vertical bar graph represents the revenue generated from gift card sales for the months selected. Example: In the following image, the vertical axis displays the revenue generated from prepaid cards and the horizontal axis display the months. The example displays prepaid card revenue for 3 months as selected in the filter.
Tabular: To view the data corresponding to the graphical representation in a tabular format, click Data.
A new window opens, displaying the revenue for each month in the selected duration. : To export the data, on the top-right corner of the table, click the Excel (
) or .CSV icons (
).
Prepaid Card Redemptions report
The Prepaid Card Redemptions report allows you to view the prepaid cards redeemed or purchased at your center in a selected duration. This article covers the following:
Make sure you have selected the center for which you want to run the report.
On the Main menu, click the Reports tab.
On the Reports Dashboard, click Marketing.
Select Prepaid Cards from the filter.
Select Redemptions from the list. The report opens in a new tab.
Select the appropriate option from the filter criteria and click Refresh.
To export the report, on the top right side of the report, click the Excel (
) or .CSV icons (
).
Filters
Criteria | Options | Description |
|---|---|---|
Center | Redeemed at this center | Select this option to view prepaid cards redeemed at your center (even if purchased at another center). |
Purchased at this center | Select this option to view prepaid cards purchased at your center. NoteThe guest can belong to another center, but, must have purchased the card from your center. | |
Date | 1 Month 2 Months 3 Months 6 Months Custom | From the drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, then specify custom dates in the From and To fields. NoteFor custom dates, you can view data for a maximum date range of 6 months at a time. Example: To see data from January to August, first view data from January to June and then view data from July to August. |
Column descriptions
Column | Description |
|---|---|
Code | The prepaid card number. The card number is typically a code associated with the prepaid card. The front desk or guest can use this code to redeem a prepaid card, and view other details such the balance, expiry date, and price and value of the card. |
Invoice No | The invoice number generated while redeeming the prepaid card for an item. Click the invoice number to view the redemption invoice. |
Receipt No | The receipt number of the redemption invoice. |
Guest | The full name of the guest. Click the guest's name to open the guest's profile. |
Sale Date | The date (invoice date) on which the prepaid card was used to redeem an item. |
Redemption Amount | The amount for which the prepaid card was used to redeem an item (including the tax on the item). Example: If a prepaid card is sold with the price at $50 and value as $100, and the guest redeems the card for a service priced at $20, then the Redemption Amount column displays $20. |
Adjusted Amount |
|
Tip Amount | The amount paid towards tips at the time of redeeming the prepaid card. |
Center | The name of your center. |
Prepaid Card Expiration report
The prepaid card Expiration report provides details of the prepaid cards that have expired or that are going to expire in the selected duration. Use this report to view:
Amount used and the balance available for each card
Prepaid card expiration date
Refund processed on the purchase of the prepaid card (if any) Note: Once a partial or complete refund is processed, the prepaid card cannot be used thereafter to pay for any purchases.
Ensure you are at the center level.
Click the Reports tab. The Reports Dashboard opens.
Click Marketing > select Prepaid Cards from the filter.
Select Expirations report from the list. The report opens in a new tab.
From the date drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, then specify the custom dates in the From and To fields.
Note
For custom dates, you can view data for a maximum date range of 6 months at a time. Note:The report shows data for the current month and the approaching months in the selected duration (it does not show data for past months). For example, if you select 3 months from the filter criteria and the current month running is December 2016, the report displays the data for December (current month), January 2017, and February 2017.
Click Refresh.
To export the report, click the Excel (
) or .CSV icons (
).
Column descriptions
Column | Description |
|---|---|
Name | The full name of the guest who purchased the prepaid card. |
Mobile Phone | Registered phone number for the guest. |
Code | The prepaid card number. The card number is typically a code associated with the prepaid card. The front desk or guest can use this code to redeem a prepaid card, check the balance, or view other prepaid card details such as the expiry date, price, and value on the card etc. |
Card Value | Value of the prepaid card purchased. Value is the total worth of a prepaid card, which includes the extra amount that the organization adds to the card in addition to the Price. Example: If a guest purchases a prepaid card for $200 (price) and the card value is $250, the guest can later redeem the card for $250 worth of purchases or services. |
Price Paid | The amount for which the guest purchased the prepaid card. |
Used Amount | Total amount redeemed using the prepaid card to pay for items such as services, products, day/series/custom packages, memberships, and gift cards. NoteIf the prepaid card has equal price and value, then the card can be redeemed to pay for the purchase of other prepaid cards and tips. Read: What is price and value in a gift card or prepaid card? |
Remaining Amount | The remaining amount available on the prepaid card after redemption. NoteIf the value is different from the purchase price, this column reflects the amount remaining on the value of the prepaid card. Example: If the prepaid card price is $100 and the value is $150, and if the guest has redeemed the card for $70, then the remaining balance on the card is $80 ($150-$70). |
Expires on | The prepaid card expiration date (validity period). NoteIf the card has been issued as a refund for an item, then the default expiration date is 6 months from the date of issue. |
Refund Amount | The amount refunded for the purchase of the prepaid card (if any). The field displays the amount as a negative value. Example: If the prepaid card was purchased for price and value $100, and later a refund of $50 was processed on its purchase, then the Refund Amount column displays -$50. |
Refund Date | The date on which the amount was refunded. |
Prepaid Card Expirations (Graphical) report
The Prepaid Card Expirations report provides a graphical and tabular representation of the total amount due to expire on prepaid cards purchased at your center in a selected duration. To run the report:
From the center level main menu, click the Reports tab.
On the Reports Dashboard, click Marketing > select Prepaid Cards (from the filter).
Select Expirations (Graphical) report from the list. The report opens in a new tab.
From the date drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, then specify the custom dates in the From and To fields.
Note
For custom dates, you can view data for a maximum date range of 6 months at a time.
The report projects data for the current month and the approaching months in the selected duration (it does not show data for past months).For example, if you select 3 months from the filter criteria and the current month running is December 2016, the report displays the data for December (current month), January 2017, and February 2017.
Click Refresh. The report provides data in the following formats:
Graphical: By default, the report displays a graphical illustration of the data. The vertical bar graph shows the total amount going to expire on prepaid cards for each month in the selected duration.
Example: In the following image, the vertical axis displays the total value going to expire and the horizontal axis displays the months (in the below image 2 months).
Tabular: To view the data corresponding to the graphical representation (in a tabular format), click Data.
Note
To export the data, on the top right corner of the table, click the Excel (
) or .CSV icons (
).
A Report Data table opens in a new window. The table displays the following data:
Month: The month based on the filter criteria selected.
Balance Amount: The total amount due to expire on prepaid cards purchased at your center for each month in the selected duration.
Num expirations: The number of prepaid cards going to expire in each month.
Prepaid Cards Liability report
The Liability – Prepaid Cards report allows you to keep track of the liability balance after the sale, redemption, and expiry of prepaid cards within each center of your organization. You can use this report to view the following:
Opening liability balance as on date
The revenue generated from each center on the sale of prepaid cards
Total prepaid card redemptions at each center
Closing liability balance as on date
Make sure you have selected the center for which you want to run the report.
On the Main menu, click the Reports tab. The Reports Dashboard opens.
Click Finance> Accounting (from the filter).
Select the Liability - Prepaid Cards report from the list. The report opens in a new tab.
Select the appropriate option from the filter criteria and click Refresh.
To export the report, click the Excel (
) or .CSV icons (
).
Filters
Criteria | Options | Description |
|---|---|---|
Display amount | By value | Displays the amounts based on the prepaid card value. Value is the total worth of the prepaid card, which includes the extra amount added to the card, in addition to the price. |
By price | Displays the amounts based on the Price (not its value) of the prepaid card. Price is the amount at which the guest purchased a prepaid card. | |
Date | 1 Month 2 Months 3 Months 6 Months Custom | From the drop-down list, select either 1, 2, 3, 6 months or custom. If you choose Custom from the list, then specify custom dates in the From and To fields. NoteFor custom dates, you can view data for a maximum date range of 6 months at a time. Example: To see data from January to August, first view data from January to June and then view data from July to August. |
Column descriptions
Column | Description |
|---|---|
Center | The organization’s center names. |
Opening Balance | Displays the opening liability balance for prepaid cards on the start date you specify. That is, the balance as on the previous date at 11:59:59 P.M. Click an opening balance entry against a center to open the Balance as on date report for that center. |
Sales | The total revenue generated from prepaid card sales during the selected duration. Click a sales entry to open the prepaid card Details report of that center. |
Redemptions | The amount redeemed during the selected duration. NoteRedemptions are shown in the center where customers bought the prepaid card. Zenoti considers both, open and closed invoices to get the total value of prepaid card redemptions.Click a redemption entry to open the Redemptions report of that center. |
Expired Amount | Displays the total amount that has expired on prepaid cards in the date range you specify. Zenoti considers both, open and closed invoices to get the total value of prepaid card expirations. |
Closing Balance | The prepaid card closing balance (liability) on the last date of the date range you specify. It is calculated by adding the sales and deducting the redemptions from the opening balance. Closing Balance = Opening Balance+ Sales (minus) -Redemptions-(minus) Expired amount. |