If your retail business runs a gift card program powered by Qwikcilver by Pine Labs and records the corresponding financial transactions in SAP, your finance team may need to regularly reconcile the two systems.

This reconciliation is different from a normal bank, vendor, or customer reconciliation.

A gift card moves through its own lifecycle:

Gift Card Issued → Balance Created → Customer Redeems Gift Card → Gift Card Balance Reduces

Qwikcilver records the operational gift card activity.

SAP records the corresponding accounting transactions.

The finance team therefore needs to confirm that:

1. Gift cards issued through Qwikcilver are correctly reflected in SAP.
2. Gift cards redeemed through Qwikcilver are correctly reflected in SAP.
3. Transaction values agree.
4. Transactions belong to the correct store or site.
5. Missing, duplicated, reversed, or differently referenced transactions are identified.
6. Exceptions can be investigated using card, invoice, outlet, reference, and approval information.

The reconciliation requirement becomes:

SAP Gift Card Ledger ↔ Qwikcilver by Pine Labs Gift Card Transactions

with separate reconciliation logic for:

Issuance

and:

Redemption

Cointab can automate these comparisons and produce a transaction-level reconciliation for the finance team.

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Why gift card reconciliation is important

Gift cards create a financial process that spans more than one system.

The customer may interact with:

• Retail store
• POS
• Website
• Gift card platform

while the accounting team works in SAP.

Qwikcilver may know that a gift card transaction occurred immediately.

SAP may receive the corresponding financial posting separately.

If the two systems are not reconciled, the finance team may not know whether:

• Every gift card issuance was accounted for
• Every redemption reached SAP
• An incorrect amount was posted
• A transaction was booked against the wrong store
• A transaction appears only in Qwikcilver
• A transaction appears only in SAP
• A card transaction was reversed or adjusted
• A transaction reference changed between the systems

At high retail transaction volumes, manually checking these items in Excel can become difficult.

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Gift card issuance and redemption should be reconciled separately

Issuance and redemption are related, but they represent different stages of the gift card lifecycle.

Gift card issuance

The retailer creates or activates gift card value for a customer.

The reconciliation asks:

Did the gift card issuance recorded by Qwikcilver also result in the expected SAP accounting transaction?

Gift card redemption

The customer later uses the gift card to purchase goods or services.

The reconciliation asks:

Did the redemption recorded by Qwikcilver also result in the corresponding SAP transaction?

Keeping these two transaction populations distinct makes exception investigation much easier.

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What does the SAP gift card ledger contain?

A SAP ledger used for gift card reconciliation may contain fields such as:

The SAP file contains considerably more accounting information, but only a subset of these fields may be required to identify the corresponding Qwikcilver transaction.

Useful fields can include:

• Posting Date
• Reference
• site_location
• Amount
• Assignment
• Document Number
• Invoice Reference
• Text

---

What does the Qwikcilver by Pine Labs report contain?

Qwikcilver provides a much richer gift-card transaction record.

The report may contain:

This gives the finance team a detailed operational view of each gift card transaction.

---

The same site_location field can provide a strong reconciliation control

A particularly useful feature of these two datasets is that both contain:

site_location

This can provide an additional control when matching transactions.

For example:

SAP

Reference:

GC-784521

site_location:

STORE-042

Amount:

₹5,000

Qwikcilver

ReferenceNumber:

GC-784521

site_location:

STORE-042

Amount:

₹5,000

The transaction agrees on:

• Reference
• Location
• Amount

This provides a much stronger match than relying only on amount.

---

Why site-level matching matters for a retailer

A large retailer may operate gift cards across many:

• Stores
• Cities
• Regions
• POS terminals
• Outlets

The same amount may occur hundreds of times.

For example, there may be many gift card transactions for:

₹1,000

on the same day.

Matching purely on:

Date + Amount

could connect the wrong transactions.

Adding:

site_location

and other references greatly improves the quality of the reconciliation.

---

Reconciliation 1: SAP vs Qwikcilver gift card issuance

The first reconciliation covers:

Gift Card Issuance

The objective is to confirm that gift card value created through Qwikcilver is represented correctly in SAP.

In Cointab, the reconciliation can be configured as:

SAP Gift Card Issuance Entries ↔ Qwikcilver Issuance Transactions

---

Step 1: identify issuance transactions in Qwikcilver

Qwikcilver contains:

TransactionType

This can be used to distinguish issuance activity from other gift card transactions.

The issuance population can then be reconciled separately.

Useful Qwikcilver issuance fields may include:

• TransactionDate
• TransactionType
• Amount
• Card Number
• InvoiceNumber
• site_location
• Outlet
• ReferenceNumber
• MerchantID
• ApprovalCode

These give multiple ways to trace the transaction.

---

Step 2: identify the corresponding SAP gift card postings

On the SAP side, relevant information may appear in:

• Reference
• Assignment
• Inv. ref.
• Text
• site_location
• Amount in local cur.
• Posting Date
• DocumentNo

The exact SAP reference does not necessarily have to equal the Qwikcilver internal transaction identifier.

The objective is to identify the same underlying gift card issuance.

---

Example: fully matched gift card issuance

Suppose Qwikcilver records:

Qwikcilver

Transaction Type:

Issuance

Reference Number:

QC-85214

site_location:

STORE-018

Amount:

₹2,500

SAP contains:

SAP

Reference:

QC-85214

site_location:

STORE-018

Amount in local currency:

₹2,500

The transaction exists on both sides for the same amount.

Cointab reports:

Fully Matched

---

Issuance present in Qwikcilver but missing from SAP

Suppose Qwikcilver records:

Card Number: XXXX4521

Transaction Type: Issuance

Amount: ₹5,000

Reference Number: QC-98421

but no corresponding SAP transaction can be identified.

Cointab reports:

Present in Qwikcilver but not in SAP

The finance team can investigate whether:

• SAP posting is pending
• Interface or file processing failed
• Different accounting reference was used
• Transaction was posted to another period
• Transaction was booked to another account or site

This creates a precise accounting exception.

---

SAP issuance entry present but no Qwikcilver issuance found

The opposite can also occur.

SAP may contain a gift-card-related posting for:

₹10,000

but no corresponding Qwikcilver issuance transaction can be identified.

This may require investigation into:

• Incorrect SAP posting
• Duplicate posting
• Reference mismatch
• Wrong transaction classification
• Transaction recorded in a different Qwikcilver period

The reconciliation makes these SAP-only entries visible.

---

Partially matched gift card issuance

Suppose both systems contain:

Reference QC-74218

but:

Qwikcilver

Amount:

₹5,000

SAP

Amount:

₹4,500

The transaction reference connects the two records, but the values differ.

Cointab reports:

Partially Matched

The finance team can investigate the:

₹500

difference directly.

---

Card Number provides an operational audit trail

Qwikcilver provides:

Card Number

SAP may not necessarily store the full gift card identifier in its primary accounting fields.

That does not prevent the transaction from being reconciled.

The card number can remain available in the reconciliation output as supporting information.

If an exception needs investigation, the finance team can trace it back to the specific gift card in Qwikcilver.

---

Reconciliation 2: SAP vs Qwikcilver gift card redemption

The second reconciliation covers:

Gift Card Redemption

This occurs when a customer uses existing gift card value to make a purchase.

The reconciliation becomes:

SAP Gift Card Redemption Entries ↔ Qwikcilver Redemption Transactions

The finance team needs to confirm that redemption activity recorded by Qwikcilver is reflected correctly in SAP.

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Identify redemption transactions using TransactionType

Qwikcilver's:

TransactionType

allows redemption activity to be distinguished from issuance and other transaction types.

Once the redemption population is isolated, the relevant transactions can be compared against the corresponding SAP entries.

Useful Qwikcilver fields may include:

• TransactionDate
• TransactionType
• Card Number
• InvoiceNumber
• site_location
• Outlet
• Amount
• BillAmount
• ReferenceNumber
• ApprovalCode
• POSName

---

InvoiceNumber can be especially useful for redemption matching

A redemption generally occurs alongside a customer purchase.

Qwikcilver provides:

InvoiceNumber

This can create a useful connection with SAP.

For example:

Qwikcilver

InvoiceNumber:

INV-875214

TransactionType:

Redemption

site_location:

STORE-027

Amount:

₹3,000

SAP

Inv. ref.:

INV-875214

site_location:

STORE-027

Amount:

₹3,000

The invoice, store, and gift card redemption amount agree.

Cointab can classify the transaction as:

Fully Matched

---

ReferenceNumber provides another redemption identifier

Sometimes the invoice number may not provide the strongest link.

Qwikcilver also contains:

ReferenceNumber

SAP may contain the corresponding value in:

• Reference
• Assignment
• Inv. ref.
• Text

This gives the reconciliation multiple routes to identify the same redemption transaction.

---

Redemption present in Qwikcilver but missing from SAP

Suppose Qwikcilver contains:

Transaction Type: Redemption

Invoice Number: INV-65218

site_location: STORE-014

Amount: ₹2,000

but no corresponding SAP transaction can be found.

Cointab reports:

Present in Qwikcilver but not in SAP

The finance team can investigate whether:

• SAP posting is delayed
• Relevant store posting has not reached SAP
• Transaction was posted using another reference
• Amount was combined with another accounting entry
• Transaction belongs to another accounting period

---

SAP redemption posting but no Qwikcilver transaction

SAP may also contain a gift-card-related entry with no identifiable Qwikcilver redemption.

This could require investigation for:

• Duplicate SAP posting
• Wrong account classification
• Incorrect transaction reference
• Timing difference
• Adjustment posted separately

Again, the objective is to identify the specific transaction behind the difference.

---

Compare gift card transaction amount with bill amount

Qwikcilver provides both:

Amount_Transacting_Merchants_Currency_Or_Points

and:

BillAmount_Transacting_Merchants_Currency_Or_Points

These fields provide useful context.

A customer's total bill may be larger than the amount redeemed through the gift card.

For example:

Bill Amount: ₹5,000

Gift Card Redemption: ₹2,000

The remaining ₹3,000 may have been paid using another payment method.

The SAP gift-card reconciliation should therefore focus on the relevant gift-card component rather than automatically comparing the redemption against the entire retail bill value.

---

One retail bill can involve gift card plus another payment method

Consider a customer bill of:

₹8,000

The customer pays:

• ₹3,000 using a gift card
• ₹5,000 using another payment method

Qwikcilver's gift card system may record only the:

₹3,000

redemption component.

The SAP gift card reconciliation therefore needs to compare the gift card portion against the corresponding gift-card accounting entry.

It should not expect the Qwikcilver redemption amount to always equal the complete customer bill.

---

Pre-transaction and post-transaction card balances provide useful validation

Qwikcilver provides:

• PreTransactionCardBalance
• CardBalance after transaction

These fields can help the finance team understand the gift card movement.

For a redemption:

Before transaction

Card balance:

₹5,000

Redemption

₹2,000

After transaction

Card balance:

₹3,000

This provides useful operational context for the transaction.

The balances may not be primary SAP matching fields, but they can help investigate unusual Qwikcilver transactions.

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Card balance information is particularly useful for redemption exceptions

Suppose a Qwikcilver redemption appears unusual.

The finance team can review:

• Card Number
• Pre-transaction balance
• Redemption amount
• Post-transaction balance
• Transaction status
• Approval code

This can help determine whether the gift card movement itself looks internally consistent before investigating the SAP posting.

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Approval Code can help trace successful retail transactions

Qwikcilver also provides:

ApprovalCode

This can be useful when investigating a specific redemption.

For example:

Qwikcilver

Card Number:

XXXX6821

InvoiceNumber:

INV-45218

ApprovalCode:

AP985214

Amount:

₹1,500

The approval code gives the operations or gift card team another transaction reference when tracing the event.

It can remain available in the reconciliation output even if it is not the primary SAP matching identifier.

---

ResponseMessage helps investigate transaction status

The Qwikcilver report contains:

ResponseMessage

This can provide useful transaction context.

If a gift card transaction appears in the source report but did not complete normally, the response information may help determine whether it should be expected in SAP.

This prevents finance teams from treating every Qwikcilver row identically without considering its transaction outcome.

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Use TransactionDate and TransactionPostDate carefully

Qwikcilver provides multiple transaction dates:

• TransactionDate
• DateAtClient
• TransactionPostDate

SAP provides:

• Posting Date
• Document Date

These dates do not necessarily need to be identical.

For example:

Qwikcilver

Transaction Date:

31 July

Transaction Post Date:

31 July

SAP

Posting Date:

1 August

The transaction can still represent the same gift card activity.

The accounting posting may simply fall into the next processing period.

Identifiers, site, amount, and transaction type provide additional matching information.

---

TransactionTime can help distinguish similar store transactions

Retail gift card activity can contain many transactions with:

• Same date
• Same location
• Same value

Qwikcilver also provides:

TransactionTime

and:

TimeAtClient

These can provide additional context if multiple transactions need manual investigation.

For example, two ₹1,000 redemptions may occur at the same outlet on the same day.

Time, invoice, card, or approval information can help distinguish them.

---

POSName and Outlet help trace store-level exceptions

Qwikcilver provides:

• Outlet
• Descriptive Outlet Name
• POSName

These fields can be extremely useful operationally.

Suppose most gift card transactions reconcile correctly, but several unmatched redemptions all come from one POS terminal or outlet.

That may indicate an issue concentrated around:

• Specific store
• Specific POS
• Posting process
• Data interface
• Local operational workflow

The reconciliation can therefore reveal patterns that are not visible from the total SAP balance.

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Reconcile gift card transactions by store or site

Because both systems provide location information, the finance team can also review reconciliation performance by site.

For example:

This can help prioritize investigation.

If exceptions are concentrated in one store, the problem may be local rather than system-wide.

---

Region can provide another operational view

Qwikcilver also provides:

Region

For large retail networks, reconciliation exceptions may be analyzed by:

• Region
• Outlet
• Site
• POS

These fields are not necessarily used as primary transaction identifiers.

But they can make exception investigation significantly easier.

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Issuer and ProgramGroup help distinguish gift card programs

A retailer may operate more than one gift card or prepaid program.

Qwikcilver provides information such as:

• Issuer
• ProgramGroup
• CardProgramGroupType

These can help distinguish different populations of gift card activity.

For example, the finance team may need to make sure that the SAP ledger population being reconciled corresponds to the correct Qwikcilver program.

This avoids mixing unrelated gift card transactions into the same reconciliation.

---

CurrencyConvertedAmount can help where programs involve multiple currencies

Qwikcilver provides transaction values in the transacting merchant currency and can also provide:

CurrencyConvertedAmount_Base_Currency_Or_Points

SAP contains:

Amount in local cur.

and:

LCurr

Where currency conversion is involved, these fields provide additional context for determining which values should be compared.

The finance team should configure the appropriate amount columns based on how the gift card program is accounted for.

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Adjustments should not automatically be treated as normal issuance or redemption

Qwikcilver contains:

AdjustmentAmount_Transacting_Merchants_Currency_Or_Points

as well as:

TransactionType

If an adjustment exists, it may need to be investigated separately rather than being treated as a standard gift card issuance or redemption.

For example, adjustments may explain why:

• Gift card balance changed
• SAP amount differs
• A prior transaction has been corrected

Keeping transaction type and adjustment information visible helps the finance team understand such exceptions.

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Card reissue can cause the card number to change

Qwikcilver provides:

OriginalCardNumberBeforeReissue

This can be particularly useful when a gift card has been reissued.

Suppose an older transaction relates to one card number while a later transaction relates to the replacement card.

A reconciliation based purely on:

Card Number

could make the transaction history look disconnected.

The original-card information can help the gift card team trace the relationship when investigating exceptions.

---

ParentCardNumber can provide another card relationship

Qwikcilver may also provide:

ParentCardNumber

Depending on the gift card program structure, this can help trace relationships between cards.

Again, this may not be needed for routine SAP matching.

But preserving the field in exception review gives the team additional context for unusual gift card activity.

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BookletNumber can support investigation of physical gift card programs

Where relevant, Qwikcilver also provides:

BookletNumber

This may help trace transactions associated with physical gift card stock or booklet-based programs.

If an issuance exception cannot be explained from the primary references, the booklet information provides another operational trail.

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Manual Match for gift card transactions with different references

Some valid gift card transactions may remain unmatched because the reference stored in SAP is different from the Qwikcilver reference.

For example:

SAP

Reference:

GC-ADJ-784

site_location:

STORE-025

Amount:

₹2,500

Qwikcilver

ReferenceNumber:

QC985214

Card Number:

XXXX4521

site_location:

STORE-025

Amount:

₹2,500

The finance team may know from supporting information that these represent the same transaction.

Cointab provides:

Manual Match

The user can:

1. Select the SAP transaction.
2. Select the corresponding Qwikcilver transaction.
3. Compare site, date, amount, card, and supporting references.
4. Confirm the match.

The transaction is then recorded as manually reconciled.

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Why amount-only matching is risky for gift cards

Gift card programs frequently use standard denominations.

For example:

• ₹500
• ₹1,000
• ₹2,000
• ₹5,000

A retailer could therefore have hundreds of identical-value transactions every day.

Matching:

₹1,000 ↔ ₹1,000

does not establish that the two records represent the same gift card transaction.

The reconciliation can use additional information such as:

• Transaction date
• site_location
• Invoice number
• Reference number
• Card number
• Outlet
• Transaction type

to identify the correct relationship.

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Example: two ₹5,000 gift cards at different stores

Suppose Qwikcilver contains:

Transaction A

Amount: ₹5,000
site_location: STORE-014

Transaction B

Amount: ₹5,000
site_location: STORE-092

SAP also contains two ₹5,000 entries.

Without location information, an amount-based reconciliation could connect them incorrectly.

The shared:

site_location

provides another control for selecting the correct transaction.

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Example: issuance appears in Qwikcilver but not SAP

Qwikcilver shows:

TransactionType: Issuance
Card Number: XXXX4218
ReferenceNumber: QC-78521
site_location: STORE-035
Amount: ₹3,000

SAP contains no identifiable corresponding posting.

Cointab reports:

Present in Qwikcilver but not in SAP

The finance team can investigate the SAP posting process for this specific issuance.

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Example: redemption amount differs

Qwikcilver

TransactionType:

Redemption

InvoiceNumber:

INV-58421

Amount:

₹2,500

SAP

Inv. ref.:

INV-58421

Amount:

₹2,000

The invoice connects the two transactions.

But the values differ by:

₹500

Cointab reports:

Partially Matched

The finance team can investigate the ₹500 discrepancy.

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Example: redemption appears only in Qwikcilver

Qwikcilver records:

Invoice: INV-78215

Card Number: XXXX4528

site_location: STORE-061

Redemption: ₹1,500

but no corresponding SAP gift-card transaction can be found.

The exception can be investigated using:

• Invoice
• Store
• Card
• Approval Code
• Transaction time
• Qwikcilver Reference Number

This is significantly more precise than reviewing the entire day's SAP gift card activity.

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Example: SAP entry has no corresponding Qwikcilver transaction

SAP contains:

Reference: GC-86214

site_location: STORE-042

Amount: ₹4,000

but no corresponding Qwikcilver issuance or redemption can be identified.

The finance team can investigate whether:

• SAP posting is duplicated
• Wrong gift card account was used
• Qwikcilver transaction exists under another reference
• Timing caused the transaction to fall into another reconciliation period

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Example: card balance confirms the redemption movement

Qwikcilver shows:

Pre-transaction Card Balance: ₹7,000

Redemption Amount: ₹2,000

Post-transaction Card Balance: ₹5,000

This provides additional assurance that the Qwikcilver redemption movement itself is internally understandable.

The finance team can then focus on whether the corresponding ₹2,000 accounting movement is present in SAP.

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Example: one transaction appears on the next SAP posting date

Qwikcilver:

Transaction Date: 31 March

Reference: QC-45218

Amount: ₹5,000

SAP:

Posting Date: 1 April

Reference: QC-45218

Amount: ₹5,000

The one-day difference does not necessarily represent an error.

The transaction may simply have crossed the accounting-period or interface-processing boundary.

A reconciliation should allow the finance team to identify such legitimate timing differences.

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Separate gift card exceptions by type

A useful output is to classify exceptions into operationally meaningful groups.

Issuance exceptions

Examples:

• Qwikcilver issuance missing from SAP
• SAP issuance entry missing from Qwikcilver
• Issuance amount differs
• Incorrect store/site
• Reference mismatch

Redemption exceptions

Examples:

• Qwikcilver redemption missing from SAP
• SAP redemption entry missing from Qwikcilver
• Redemption amount differs
• Invoice reference mismatch
• Store or POS discrepancy

Other investigation items

Examples:

• Adjustment transaction
• Reissued card
• Unusual transaction response
• Timing difference
• Manual reference mismatch

This is more useful than putting every difference into one generic unmatched bucket.

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Investigate exceptions using Qwikcilver transaction detail

Once Cointab identifies a Qwikcilver-only exception, the finance team has several fields available for investigation.

For example:

• Card Number
• Invoice Number
• site_location
• Outlet
• Merchant ID
• POS Name
• Transaction Time
• Reference Number
• Approval Code
• Response Message
• Batch Number
• Notes

This makes it much easier to trace the transaction back to the retail operation.

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Investigate SAP-only exceptions using accounting information

Similarly, an SAP-only exception can be investigated using fields such as:

• G/L
• Account
• Assignment
• Document Number
• Profit Centre
• Cost Centre
• Site
• Text
• Clearing Document
• Invoice Reference

This helps determine whether the SAP transaction:

• Belongs to the gift card program
• Was posted against the right location
• Was already cleared
• Uses another transaction reference

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Download the complete SAP vs Qwikcilver reconciliation in Excel

Once the reconciliation is complete, download the full working from Cointab.

The Excel output can contain:

• Fully Matched issuance transactions
• Partially Matched issuance transactions
• Unmatched issuance transactions
• Fully Matched redemption transactions
• Partially Matched redemption transactions
• Unmatched redemption transactions
• Manual Matches
• Relevant SAP source fields
• Relevant Qwikcilver source fields

The finance team can retain important information such as:

• Card Number
• Invoice Number
• site_location
• Outlet
• Transaction Type
• Reference Number
• Approval Code
• Pre-transaction Balance
• Post-transaction Balance

for exception review.

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Use the reconciliation as a gift card control report

A gift card reconciliation can provide much more useful information than:

SAP total = Qwikcilver total

For example, the finance team may determine:

• 10,250 Qwikcilver issuance transactions reconciled with SAP
• A small number of issuances require investigation
• Most redemption transactions reconcile
• A few redemptions are missing from SAP
• Certain transactions have amount differences
• Exceptions are concentrated in specific stores

The objective is to understand the underlying transaction population rather than merely reconcile a grand total.

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Store-level exception analysis can identify process issues

Suppose nearly every store reconciles correctly except one location.

That store may have:

• Several SAP-only transactions
• Several Qwikcilver-only redemptions
• Repeated reference differences

This can indicate a store-level or POS-level process problem.

Because Qwikcilver provides:

• site_location
• Outlet
• POSName
• Region

the finance team can analyze exceptions operationally instead of treating them as isolated accounting discrepancies.

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Reconcile daily or periodically depending on transaction volumes

Retail gift card volumes can be significant.

The reconciliation can be performed for the relevant reporting period using updated SAP and Qwikcilver files.

A typical process becomes:

1. Export the relevant SAP gift card ledger.
2. Obtain the Qwikcilver transaction report.
3. Upload the SAP file to Cointab.
4. Configure Posting Date, Reference, site_location, amount and other identifiers.
5. Upload the Qwikcilver report.
6. Configure Transaction Date, Transaction Type, Invoice Number, Reference Number, site_location and amount.
7. Reconcile gift card issuance.
8. Review Fully Matched issuances.
9. Investigate issuance amount differences.
10. Review Qwikcilver issuances missing from SAP.
11. Review SAP issuance entries missing from Qwikcilver.
12. Reconcile gift card redemption.
13. Review Fully Matched redemptions.
14. Investigate redemption amount differences.
15. Review Qwikcilver redemptions missing from SAP.
16. Review SAP redemption entries missing from Qwikcilver.
17. Complete Manual Matches where required.
18. Download the reconciliation working.
19. Resolve accounting or operational exceptions.
20. Upload corrected data and rerun where required.

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Transactions can reconcile in a later period

Timing differences can occur between the operational gift card system and SAP.

For example:

31 August

A gift card is redeemed at a retail outlet.

Qwikcilver records the redemption immediately.

SAP has not yet received or posted the corresponding transaction.

The reconciliation shows:

Present in Qwikcilver but not in SAP

1 September

The transaction is posted to SAP.

The next reconciliation can now identify the corresponding SAP entry.

The original exception was therefore a timing difference rather than a permanent discrepancy.

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Why SAP and Qwikcilver need to be reconciled even when integration exists

Even where systems exchange information automatically, reconciliation remains useful.

Integration answers:

Was data sent between the systems?

Reconciliation answers:

Did the resulting financial records actually agree?

Potential issues can still include:

• Missing transactions
• Duplicate transactions
• Wrong values
• Wrong references
• Incorrect stores
• Delayed postings
• Adjustments
• Period differences

The reconciliation acts as an independent control over the gift card accounting process.

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Gift card reconciliation is different from payment gateway reconciliation

A gift card may be used as a payment method at checkout, but gift card reconciliation is not the same as reconciling a normal payment gateway.

A payment gateway reconciliation typically follows a flow such as:

Customer Payment → Gateway → Bank

A gift card program follows a different lifecycle:

Gift Card Issuance → Stored Card Value → Redemption

The finance team therefore needs to reconcile both:

• Creation of gift card value
• Consumption of gift card value

against the corresponding SAP accounting entries.

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Gift card reconciliation is also different from sales reconciliation

The customer bill and the gift card redemption amount may not be the same.

For example:

Customer bill: ₹6,000

Gift card used: ₹2,000

Other payment method: ₹4,000

The Qwikcilver redemption is:

₹2,000

The gift card reconciliation should therefore focus on the ₹2,000 gift card component.

The remaining ₹4,000 belongs to the reconciliation process for the other payment method.

This separation helps prevent incorrect comparisons.

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How Cointab helps reconcile SAP with Qwikcilver by Pine Labs

Cointab can help retailers automate gift card reconciliation by allowing finance teams to:

• Upload the SAP gift card ledger
• Upload the Qwikcilver by Pine Labs transaction report
• Reconcile gift card issuance separately from redemption
• Use TransactionType to distinguish transaction populations
• Match transactions using Reference and ReferenceNumber
• Use InvoiceNumber and SAP invoice references
• Use the common site_location field
• Compare transaction amounts
• Use date windows where posting dates differ
• Extract identifiers from SAP Text or Assignment where required
• Identify Fully Matched transactions
• Identify amount differences
• Identify Qwikcilver transactions missing from SAP
• Identify SAP transactions missing from Qwikcilver
• Review card numbers and balances during exception investigation
• Review outlet and POS information
• Review Approval Codes and transaction references
• Manually match genuine transactions with different references
• Download the complete reconciliation working in Excel
• Rerun the reconciliation after corrections

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Automate SAP vs Qwikcilver gift card reconciliation

If your retail business operates a Qwikcilver by Pine Labs gift card program and currently reconciles gift card transactions manually against SAP, Cointab can automate much of the repetitive comparison work.

For issuance:

Qwikcilver Gift Card Issuance → SAP Accounting → Automated Matching → Exception Review

For redemption:

Qwikcilver Gift Card Redemption → SAP Accounting → Automated Matching → Exception Review

You can identify:

• Issuances correctly reflected in SAP
• Issuances missing from SAP
• SAP entries without corresponding Qwikcilver issuances
• Redemption transactions that agree
• Redemptions missing from SAP
• Redemption amount differences
• Store-level discrepancies
• Reference mismatches
• Timing differences
• Transactions requiring manual investigation

Instead of relying on a manually maintained Excel reconciliation, the finance team receives a transaction-level view of the complete gift card issuance and redemption process.

If your company uses SAP and Qwikcilver by Pine Labs for gift cards, you can use Cointab to automate issuance and redemption reconciliation.

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For high-volume retail gift card programs, customized SAP exports, or more complex Qwikcilver reconciliation requirements:

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