Merchant Portal

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Merchant Portal
Overview
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The Cardknox Merchant Portal is a revolutionary, user-friendly online platform for seamless management of Cardknox payment processing accounts. The intuitive and fluid interface features user-friendly, robust tools for:
Payment processing
Report creation
Batch and transaction history and filtering
Customer profile management
Email invoicing
PaymentSITE customization
Key management
Recurring payment schedules
User management
The Cardknox Development Team is continually adding new features and functionalities to further enhance the user experience.
This guide describes the main features of the Cardknox Merchant Portal. It contains information about features within the application with relevant screenshots, field descriptions, and procedures for managing your transactions and customer information.
Logging In
When you sign in to the Cardknox Merchant Portal, the application opens with the Welcome to Cardknox Portal screen and displays your company’s Dashboard. The Dashboard gives you a quick overview of what’s happening with your business and contains the most important data from the features you currently use.

Use the menu tabs on the left side of the welcome screen to navigate through the application and take action on your transaction data.
Tips:
After 30 minutes of inactivity on any tab, the application closes. If you close your browser, the system clears your session after 15 minutes, and if you open a new browser window, you must log in again.
You can click the Collapse Menu button to collapse the menu bar at the left-hand side of any page, giving you more room to view data. Click the button again to expand the menu bar.
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Dashboard
The Dashboard tab displays business information in a graphical format. The previous day’s data is displayed by default. Interactive graphics give you an at-a-glance view of your company’s current financial details all on one screen to help you spot trends and monitor activity. You’ll be able to see a breakdown of transaction types, counts, and amounts. See the item description table below for more information on these features.
Tips:
The Customers and Recurring Schedules modules are not included in the Cardknox Starter plan. To upgrade to the Standard plan, which includes access to these modules, click on either Customers or Recurring Schedules on the navigation menu.
Dashboard Tab Item Descriptions
Item
Description
Gateway status
Displays a message about the status of an event such as a system outage.
Notifications button
Click this button to display notification messages.
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Item
Description
Account Name
Displays the name of the account.
Click the arrow to open a list of your accounts.
Type your search criteria in the search field or click an option in the list. 
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Item
Description
User button
Displays your account’s email address.
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Click this button  or arrow to log out of the Cardknox Portal.
Calendar button
Click this button  and choose a day from the list, or select Custom from the list and enter a date range on the calendar and click Apply to display graphical images of the features you currently use.If you choose Custom, the following edits are in place:The date you enter cannot exceed 7 days from today’s dateYou must enter a valid date range (i.e., 2018 to 2019, not 2019 to 2018).
New Transaction
Allows you to create a new transaction
Gross revenue
Displays a graph showing sales, credit, and totals information for the date you select.
Hover your pointer over a point on the graph to view monetary details by time and date.
Transaction activity
Displays the calculated sales, credit, total, and average transaction amounts for the date you select.
Sales Summary
Displays sales summary information by product.
Hover your pointer over the graphic to view total transaction count and amount information.
Credit Summary
Displays credit summary information by product.
Hover your pointer over the graphic to view total transaction count and amount information.
Dashboard
Displays your company’s main Dashboard based on the features you select to view.
Transactions
Allows you to view or take action on existing transactions.
New +
Allows you to create a new transaction
Send Payment Request
Allows you to send a payment request link to your customers.
Quick Reports
Allows you to view or take action on reports.
Gift Report
Allows you to view or take action on gift reports.
Batches
Allows you to view or take action on batches.
Note: If your account does not support batches, this tab is not visible.
Customers
Allows you to view or take action on customer records.
New +
Allows you to create a new customer.
Recurring Schedules
Allows you to view or take action on recurring payment schedules.
Company latest news
Click this link to access the Cardknox Newsroom page to read the latest press releases and news articles.
Settings
Allows you to modify selected portal settings.
Help
Click this link to expand the Help menu.
Contact us
Click this link to find information about how to contact us for merchant and partner sales information, software integration, and technical support.
FAQ
Click this link to access the Cardknox FAQ page.
User Guide
Click this link to access the Cardknox Merchant Portal User Guide documentation.
Remote Support
Click this link to access the Cardknox online support and collaboration portal.
Transactions
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The Transactions tab provides a quick overview of your existing transactions and enables you to view and manage all your transaction data from one page.
By default, the Transactions tab opens with the last 7 days of transaction records displayed. Click on “Last 7 Days” to select a different time period or define a custom time period.
At the top of each column, you can type in criteria text to filter the transaction data. For example, to see only transactions for April 3, 2020, type in 04/03/2020 in the text field at the top of the Date column.
Upon clicking a transaction reference number, you can view all transaction information— including the transaction date and time, amount, cardholder’s name, payment card account number and card type, approval status, transaction type, and a description of the transaction.
On the Transactions tab, you can perform the following actions:
Process a new transaction
Schedule a transaction for later processing
Search for a transaction
Export a transaction
Modify a transaction
Apply voids and refunds
Link a transaction to a customer
Tips:
The Transactions tab opens with the last 7 days of data displayed by default.
Enter search criteria in the fields next to the column headings to search for a transaction.
Click the arrow to the right of any column heading to sort the column.
Click the arrow to the left of any row to expand the row and display transaction detail information.
Certain column headings display a screen tip when you hover your mouse over the column name.
Click between column headers to select and resize any column.
Customize your page view by selecting the columns you want to appear by default.
Note: Only a partial screen sample is displayed below. All fields are documented in the following item description table.
Expanded Search Features
Certain fields include drop-down menus you can use to narrow the results of your display settings. For example, the Card Type field menu displays a list of available card types. Click the arrow in the column headings for the following fields to open a menu with more search options:
Card Type
Command
Currency
Entry Method
Payment Method
Result
3D Secure Result
Transactions Tab Item Descriptions
Calendar Button
Click the calendar button and choose an option from the list. Valid values are as follows:
Yesterday
Today
Last 7 Days
Last 30 Days
Last 60 Days
Last 90 Days
Custom
If you choose Custom, the system opens a calendar you can use to select a date range and a time range. The following edits are in place:
The date you enter cannot exceed 7 days from today’s date
You must enter a valid date range (i.e., 2018 to 2019, not 2019 to 2018)
You can display up to 100 days of data
You cannot select dates in the future
The system displays an error message if you enter an invalid date or date range.Select a date range in the calendar fields, select a time range in the From and To fields, and click Apply.
Filter
Click this button to select filter criteria (such as card number or status).
Click which filter to use, and type in the criteria in the text box that is displayed:
Click the right arrow (or press the Enter key) to apply the filter right away, or you can choose more criteria from the dropdown. To see more filters, click + Advanced.
Tip: To always display the Advanced filters, select the Always Expand checkbox.
Click Reset all to clear all selected filters in the Filters list. Click Done to close the dropdown and save your changes.
Reset Filter
Click this link to reset all filters.
When you click Reset filter, the system:
Clears all selected filters in the Filters list
Clears all selected options in the Settings button Available Columns list and reverts to the default column page view
New Transaction
Click this button to open the Add new transaction dialog box and create a new transaction
Download Button
Click this button to choose whether to export the current view or all transactions in CSV or Quickbooks format.
Print
Click this button to print a transaction report.
Select Current view (PDF) to open a dialog box and print a report of the current view.
Select All transactions (PDF) to open a dialog box and print a report of all transactions.
Settings Button
Click the gear icon  to change the transactions columns that are displayed while you are logged in to Cardknox. The columns you select from here are also reflected if you download a report from this screen.
On the dropdown, under Available Columns, select the columns you want to appear on the transactions list. Click Done to save your changes.
To Search for Available Columns, enter the column name in the search bar.
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Note: If you click Reset filter, Cardknox clears all selected options in the Available Columns list and reverts to the default column page view.
To change the columns that are always displayed on this tab:
1.Click Settings. Cardknox opens Report Settings with the Transaction Report displayed.
2.In the Fields Configuration section, under the Show in Report section, you can select the columns you want to appear on the transactions list.
3.Click Save. The columns you selected are saved as the default view.
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Refresh Results
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 Click the refresh icon to update the results shown without reloading the page.
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Show/hide Button
Click the right arrow to show the date range or click the down arrow to hide the date range
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Load More
Displays options to select the number of transactions to display on the page.

 

Valid options are as follows:


50

100

500

1000

All
Total Approved
Displays the count and total amount of all Approved and Auth-only transactions on the current page in the currency you select.

Count
Displays the number of transactions in the current page
Total by Card
Click this link to open the Total by Card dialog box and view the total amount and count of Approved transactions by card type.


Click the Download button to export the current view in CSV format.

Display Transaction Details
You can view transaction details by clicking on a transaction row. This expands the view and opens the details section on the right-hand side of the screen.
To close the transaction details, click the X icon in the upper right corner.
In the upper right, action buttons let you print, email, download, and view a transaction receipt:
Below the transaction details, you can use the buttons to perform other actions, like void or refund the transaction:
Complete the fields as described in the following table to view transaction details or take action on the transaction.
Transactions Details Item Descriptions
Action Buttons on Transaction Detail
Transaction Information
Displays the status of the transaction.
Below Transaction Information is four collapsible sections:
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General Information
Billing Information
Shipping Information
Additional Information
You can expand and close the sections by clicking the * and * arrows to the left of the section name. You can also click  and  directly above General Information).
General Information
Displays the following information:
Amount – Amount of the transaction
Authorization Amount - Amount authorized for the transaction
Transaction Type – AuthOnly, Capture, Sale, Save
Payment Type – Credit card or check
Invoice – Invoice number(s)
Account Number – Last 4 digits of the account number. Click the account number link to see all transactions associated with this credit card number.
Entered Date – Date and time the transaction was entered
AVS – AVS Street and AVS Zip details
Custom fields (if any)
Billing Information
Name – The payee’s first and last name.
Company – Click the company name link to see all transactions associated with this company.
Phone number –The payee’s phone number.
Shipping Information
Name, City, State, and Zip
Additional Information
Transaction details
Issuing Bank Information
Cardknox displays the issuing bank name and other information (if available).
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This section displays if you have selected the Include Issuing Bank Details in Transaction Details checkbox (Settings > Transactions > Other Settings).
Printer Button
Click the printer button to open a dialog box and print the transaction receipt. The transaction receipt contains includes the following information:
Receipt Header Information:
Company name
Company address
Company phone number
Processing Information:
Amount
Date
Transaction type
Status
Card Information:
Card type
Card expiration
Card number
Cardholder name
Additional Information:
Entry method
Payment method
Reference number
Payment type
Authorization code
Signature:
Customer signature line
Email Button
Click the Email Button to open a dialog box
Cardknox populates the Email field with the customer’s email address from their billing information. You can change this to a different address by typing in the Email field.
Click the Send button and Cardknox immediately sends the transaction receipt as an email to the customer.
Download Button
Click this button to export the transaction in CSV format.

View Button
Click this button to view additional details of the transaction
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The transaction receipt includes the following information:
Transaction reference number
Company name
Company address
Phone number
 
Transaction Information:
Amount
Billing information
Shipping information
Entered date
 
Transaction Detail:
Payment type
Transaction type
Card type
Transaction entry method
Card number
Card expiration
Ref # (reference number)
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Add New Transaction
This button allows you to add a new transaction
Click this button to open the Add New Transaction dialog box and create a new transaction.
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If a transaction errors due to a billing mismatch or some other error (excepting Duplicate Transaction or invalid AuthCode) you can use this button to recreate a new transaction off of the existing one
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Add New Customer
When you click Add Customer, you’ll need to choose New Customer or Existing Customer.
You can add a new customer even on transactions that return an error.
Void
Click this button to open the Void dialog box.
Refund
Click this button to open the Refund dialog box.
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Complete the fields to issue either a full or partial refund. Click Refund to process the refund, or click Cancel to clear the form and discard your changes.
A fully refunded transaction displays the badge REFUNDED.
A partially refunded transaction displays the badge PARTIALLY REFUNDED.
Hover your pointer over the Refunded badge to view a tooltip message showing the amount of the full or partial refund.
Hover your pointer over the Refund button to view a tooltip message that the transaction was partially refunded.
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Adjust
Click this button to open the Adjust dialog box.
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Complete the fields to issue an adjustment.
Click Adjust to process the adjustment or click Cancel to clear the form and discard your changes.
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Create a New Transaction
You can quickly process a new transaction by either selecting Transactions from the navigation menu on the left side of the screen or clicking the New Transaction button at the top right side of the screen. Click either option to open the Add New Transaction dialog box to create a new transaction.
Tips:
When you click New Transaction, the system populates fields in the Add New Transaction dialog box with any saved customer and transaction information
The * symbol indicates a required field.
Click the Expand view button at the top of the dialog to display all fields.
1.Click the New Transaction button at the top right side of the screen or select the New button next to Transactions on the navigation menu: Cardknox opens the Add new transaction pop-up (shown below).
2.Complete the fields. For field information, see the table below.
3.Click the Save button.
Add New Transaction Item Detail Description
Transaction Settings
Click this link to open the Transaction Required Fields subtab of the Settings module to modify transaction field settings.
View Button
Click this button to open the Transaction Fields subtab of the Settings module to modify transaction field settings.
Expand View Button
Click this button  to expand all rows and view transaction details before processing.
Amount
Enter the transaction amount. Required field for both credit card and check payments.
Convenience Fee
Select this checkbox to include the convenience fee. 
If you select the Allow Customer Option to Include/Exclude Conv Fee checkbox in the Transaction Fields section of the Settings tab, the Convenience Fee checkbox is selected by default.

If you leave the Allow Customer Option to Include/Exclude Conv Fee checkbox in the Transaction Fields section of the Settings tab blank, the Convenience Fee checkbox does not appear and the convenience fee is automatically added.
Exclude Convenience Fee
Select this checkbox to exclude the convenience fee
Transaction Type
Click the arrow and select a transaction type.

Valid values are as follows:

Charge

Save

Auth Only

Refund

Post Auth

Gift: Issue

Gift: Redeem
Note: The default setting for this field is Charge. To change this default to another option, go to Settings > Transactions > Other Settings and change the Default Transaction Type field.

Card Number*
Enter the customer’s 16-digit payment card number. Required field.
Expiry Date*
Enter the payment card’s expiration date in MM/YY format. Required field.
Security Code
Enter the payment card’s CVV number. 
The CVV is required only for new transactions.
The following values only appear when you select the Check tab.
Account Type
Click the arrow and select an account type.


Valid values are as follows:

Checking
Savings
Account Name*
Enter the name on the account. Required field. 
Routing Number*
Enter the account's bank routing number. Required field.
Account Number*
Enter the account number. Required field.
Terms*
Read the Terms & Conditions and select the I Agree checkbox to proceed. Required field. 
The following values only appear when you select the Credit and Check tabs.
Use different payment method
Click this link to create a new payment method
Use the same payment method
Click this link to open the fields associated with the same payment method 
Email
Enter the customer's email address
Send Receipt
Select this checkbox to send a receipt to the customer.
If you select the Send The Customer a Receipt By Default checkbox in the Transaction Fields section of the Settings tab, the system automatically selects this checkbox by default.
Send me a copy
Select this check box to send a copy of the transaction to the customer.
If you select the Send Me a Receipt By Default checkbox in the Transaction Fields section of the Settings tab, the system automatically selects this checkbox by default.
Billing Information
This section contains the same fields as the Shipping Info section. If you select the Same As Billing? checkbox, the shipping information fields collapse.
Complete the following fields:
First Name
Last Name
Company
Address
City
State
Zip
Country*
Phone Number
Same as Billing?
Shipping Information
This section contains the same fields as the Billing Information section.
AVS Info
Complete the following fields, if applicable:
AVS Street
AVS Zip
Transaction Details
Complete the following fields, if applicable:
Invoice
PO Number
Description
Order ID
Custom Fields
Complete any custom fields, if applicable
Expand All
Click this button to expand all fields
Collapse All
Click this button to collapse all fields
Save As Customer
Select this check box to create a new customer while adding a new transaction.
Ignore AVS
Select this checkbox to override the AVS fraud setting defined for your Cardknox account
Process
Click this button to process the customer's payment. 
Schedule Transaction
Click this button to schedule a later date to process the customer's payment. On the pop-up that displays, select the date for processing.
Note: Cardknox saves this scheduled transaction in Recurring Schedules as a one-time recurring schedule. It will not display in Transactions until after it has been processed.
Schedule a Transaction
You can schedule a transaction to run at a later date. Transactions can be scheduled for both ACH and Credit Card payments.
To schedule a transaction, navigate to the Transactions and click New Transaction.
Select the Schedule for Later icon
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Link a Customer to a Transaction
You can link a new or existing customer record to a transaction by clicking the Add Customer button in the Transaction Information section of the Transactions screen.
When you click Add Customer, you’ll need to choose New Customer or Existing Customer:
Link to a new customer — See the “Customers” section of this guide.
Link to an existing customer — See the steps below.
After you click the Existing Customer button, the system displays the Link transaction to an existing record dialog.
1.Use the filter fields at the top of the dialog to locate the customer record.
2.Click on the customer record to select it.
3.Click the Save button.
To view the linked transaction, open the customer record and view the Transaction History tab.
Transactions by Auth Only or Sale Only Users
Beta Feature
Users who have Auth Only or Sale Only user permissions can create new transactions on a specific transactions screen with a limited number of fields.
To access this screen, the Auth Only or Sale Only user logs in to Cardknox and clicks New Transaction on the left-side navigation tab.
After filling in the required fields, save and process the transaction by clicking the Process button or pressing the Enter key.
Reports
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The Reports tab enables you to quickly and easily generate a variety of on-demand transaction reports to help you analyze and manage transaction activity. Options on this tab allow you to sort transactions by date, reference number, cardholder name, invoice number, or amount. You can also refine your report criteria by transaction type and transaction status.
Additionally, a set of predefined reports are listed under “Quick Reports” and “Other Reports” on the far right.
Options on the Reports page enable you to do the following:
Under “Quick Reports,” generate predefined reports
Under “Other Reports,” generate an end-of-year report and expired payments report
Create custom reports with the Create new report feature
Save an existing custom report with a new name for future use
View, download, print, edit, and delete saved reports
Note: When selecting a date range that is greater than 90 days, expect a slower response time.
Create a Custom Report
Complete the following steps to create a custom report.
1.In the Create new report section, choose options from the following fields:
Select Date
View / Sort By
Transaction Type
Transaction Status
2.Click Add filters and select additional report options.
3.Click Save Report; the Custom Saved Report dialog box opens.
4.Type a name for the report in the Report Name field and click Save; the system saves the report and adds it to the Custom Saved Reports section.
Complete the fields as described in the following table to manage your report's information.
Reports Page Item Descriptions
Reports Page Item Descriptions
Hide filters
Click this link to collapse the filters list.
Print
Click this button to open a dialog box and print the transaction report.
Download
Click this button to export the report in CSV format
Save Report
Click this button to save the custom report.
View Report
Click this button to view the transaction information used to generate the report as displayed on the Transactions tab.
Custom Saved Reports
Displays your custom reports.
When you create a custom report and click the Save Report button, the system saves the report and adds it to the Custom Saved Reports list (at the top right-hand section of the page) so you can access it later.
(Customer report name)
When you create a custom report and click the Save Report button, the system saves the report and adds it to the Custom Saved Reports list so you can access it later.
Preview button
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Click this button  to view the transaction information used to generate the report as displayed on the Transactions tab.
Download button
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Click this button  to export the transaction in CSV format.
Edit button
Click this button to open the Add Filters list and update the custom report fields.
Delete button
Click this button to delete the custom report.
Quick Reports
Other Reports
This section contains options to create reports using predefined report categories. Except for the End-of-Year report, the default date range for predefined reports is the last 30 days.
The predefined reports include:
Approved, by source key
Auths, by source key
Errors by date
Sales by date
Sales by Custom01
Sales by batch number
Refunds by amount
Sales by amount
End-of-year
Expired payment methods
Expired payment methods (Active Recurring)
Preview button
Click this button to view the transaction information used to generate the custom report as displayed on the Transactions tab.
Download button
Click this button to export the transaction in CSV format.
Gift Report
The Gift Report tab includes the following three reports to help you track and manage your gift cards all on one page:
Activity
Summary
Liability
These reports give you a quick overview of gift card information such as transaction reference number, transaction date and time, amount, gift card number, location, gift card type (Issue or Redeem), and any custom fields you created. You can also download and print report results.
The Gift Report tab opens with the Activity report.
Tips:
You can navigate between reports by clicking the toggle-through report titles at the top left side of the page.
Click between column headers to select and resize any column.
You can search for transactions by gift card number (if one exists) within a date range.
Activity Report
The Activity report shows today’s data by default and displays a list of all reports in your database.
Activity Report Item Descriptions
Calendar Icon
Click the calendar button and choose a day from the list.
Valid values are as follows:
Today

Yesterday

This month

Last 7 Days

Last 30 Days

Last 60 Days

Last 90 Days

Custom
The default setting is Last 90 days
Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.
Search by Gift Card number
Type a gift card number and press Enter to search by gift card number.

Advanced Filter
Click this link to select one or more filter options from the list.

When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.
Valid values are as follows:
Amount

Reference Number

Click Reset All to clear filters or click DONE to close the form and save your changes.
Filter icon
Click the filter button  to select one or more filter options from the list.

When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.
Valid values are as follows:
Amount
Reference Number
Gift Card Number
Note: If you choose the Gift Card Number option, enter the gift card number and select a day or date range from the calendar.
Click Reset all to clear all filters or click DONE to close the form and save your changes.
Download button
Click this button  to export the current view or all gift card transactions in CSV format.

Print button
Click this button to open a dialog box and print a gift card report.
Reference Number
Displays the gift card transaction reference number.
Gift Card Number
Click the gift card number to view a breakdown of activity for this gift card.
1.Type a gift card number in the search field and click Apply to display the remaining gift card balance.

2.Click the Export button to download a report of all gift cards in CSV (Excel) format.
3.
Click the Print button to open a dialog box and print a report of the current view.
Amount
Displays the gift card transaction amount.
Cardholder Name
Displays the cardholder's name.
Date and Time
Displays the entered date and time.
Location
Displays the location
Command
Displays the command
Invoice
Displays the invoice
Custom
Displays the custom search criteria
Count
Displays the number of items on the current page
Amount
Displays the total amount of all transactions


Summary Report
The Summary report displays summary gift card information by date. The report shows the total dollar amount for all transactions on a specific date or within a date range you select. Use the search fields to search for a different gift card.
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Summary Report Item Descriptions
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Calendar Icon
Click the calendar button and choose a day from the list.
Valid values are as follows:
Today

Yesterday

This month

Last 7 Days

Last 30 Days

Last 60 Days

Last 90 Days

Custom
The default setting is Last 90 days
Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.
Download button
Click this button  to export the current view or all gift card transactions in CSV (Excel) format.

Print button
Click this button to open a dialog box and print a gift card report.

Location
Displays the branch location of the business.

Transaction Count
Displays the number of transactions.
Total Amount
Displays the total gift card amount.

Parent Location
Displays the location of the general business, including all branches, if applicable.

Count
Displays the number of items on the current page.

Amount
Displays the total amount of all transactions.

Liability Report
The Liability report displays the balance remaining on each individual gift card.
Complete the fields as described in the following table to view gift card balances and generate a report of all liabilities.
Liability Report Item Descriptions
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Download button
Click this button  to export the current view or all gift card transactions in CSV (Excel) format.

Print button
Click this button to open a dialog box and print a gift card report.
Gift Card Number
Displays the gift card number
Remaining Balance
Displays the balance remaining on the gift card
First Name
Displays the customer's first name.
Last Name
Displays the customer's last name. Required field. 
Email