Starting in the 1.17 release, Toast has a report that will show you all transactions between two different locations, which can show you how much one location will owe each other.
Export from Toast
This report exists as a tab under the Gift Card/ Rewards Report Section.
This report can be exported as one long list, and then imported into a third party spreadsheet like Microsoft Excel, Google Sheets, or Apache Open Office. See the section below about sorting liability.
The columns may need some definition.
- The Affected Store tells you how to sort the items that exist. If you filter to a single location you will see that all of the affected stares are the same.
- Account ID is the gift card number
- Date is the transaction date. there can and often will be several dates for each Account ID.
- Original Purchase /Add Value Store: this is the store in the enterprise that originally accepted payment for the card. This would be the store that owes the redemption location.
- Debit ($) : This is the amount that is owed by the affected store. You will see a debit when the affected store is the same as the original purchase/ add value store.
- Credit ($) : This is the amount that is owed to the affected store. You will see a credit when the affected store is the same as the redemption store.
- Redemption Store: The store where the value on the gift card was actually redeemed to purchase an item.
There are two ways to look at the data. The first is across the entire chain. Since this is a list of transactions the best thing to do is export and aggregate them later.
The other way to export the data is by an individual location. When a single store is selected, like in the case of only having a single franchisee store, it is easy to sum the debits and credits. The debits will be how much is owed by the franchisee, and the credits are how much your corporate stores will owe the store.
Sort Liability Spreadsheet.
The easiest way to get the data in a summary is to use a pivot table. Attached you will find a sample Pivot table using the .xlsx file format, popularized by Microsoft Office.
First, select the time frame that you are looking to export.
Click the Export button.
Then open this export in whichever spreadsheet system you are most comfortable using. I have attached a link to a Google Drive sheet, and below you will see a file that can be opened in Microsoft Excel.
Next, create a pivot table. The Rows should be the Original Purchase/ Add Value Store, the columns should be Redemptions store, and the data should be Credits.
Read the data left to right. The money within the pivot table is the money that is owed by the location on the left (the rows) to the location on the right (the columns)
What about when a gift card is redeemed at the same location that it was purchased?
These transactions are filtered out of this report. You will only see transactions from one location to another.
What if it was bought at one location, more value was added at a second location, and redeemed at a third location?
Toast tracks each of those values separately. So the first location will owe the third location only the amount that was purchased at the first location, and the second location will owe the amount that was purchased at the second location.
What time frame will the Gift Card Report Cover?
It is completely retroactive. Part of this process is a database migration, which are rolling out over the upcoming weeks.