Archiving lets you retire a gift card from day-to-day workflows without losing any of its historical data. Use it for discontinued gift cards, retired denominations, or any gift card that shouldn't appear on new orders and search drop-down but whose past order and credit history needs to stay on the books.
Where archived gift cards still appear
- Existing orders. Orders that already contain the gift card continue to show it. The gift card's name and denomination still render correctly on order details and printed receipts.
- Reports. Historical order activity, credits, and inventory adjustments tied to the gift card continue to appear on reports when those records fall within the report's date range.
Where archived gift cards do NOT appear
- New orders. The gift card is removed from the gift card selection drop-down on the Order Form, Counter Sales Order, and any other new-order entry point.
- Active gift card lists. Archived gift cards are hidden from the main gift card list by default. They appear only when the list's status filter is explicitly set to show archived items. This includes search/filter drop-downs throughout the software.
How to archive a gift card
Individually:
- Find the gift card on the gift card list.
- Click the action menu (⋮) on the right of its row.
- Click Archive.
In bulk:
- On the gift card list, use the checkboxes on the left of each row to select the gift cards you want to archive.
- From the Selected drop-down, choose Archive.
Archived gift cards are hidden from active views immediately.
How to unarchive a gift card
Archived gift cards can be restored at any time:
- From the row's action menu (⋮) on the gift card list, choose Unarchive.
- Open the gift card's Edit page and click Unarchive Gift Card at the bottom.
- Or, select multiple archived gift cards on the list using the row checkboxes and choose Unarchive from the Selected drop-down.
Once unarchived, the gift card reappears in selection drop-downs and the default gift card list on the next page load.
Notes
- Archiving is fully reversible — there is no data loss. Existing orders, inventory records, and credit history are preserved exactly as they were.
- A gift card with remaining inventory can still be archived. The inventory remains attached to the gift card but is not included in inventory calculations or reports while archived. It is restored to active calculations if the gift card is unarchived.