Automated RICS Software Gift Card Liability Digest
Every Monday, WebRun opens RICS Software, pulls all outstanding gift card balances, totals the unredeemed liability, logs the breakdown to a Google Sheet for trend tracking, and creates a draft journal entry in QuickBooks for your accountant to review and post.
How do I automatically track gift card liability from RICS Software each week?
WebRun opens RICS Software every Monday, totals all outstanding gift card balances, logs the weekly liability breakdown to a Google Sheet for trend tracking, and saves a draft journal entry in QuickBooks for your accountant to review. No financial entries are posted without human approval.
- Gift card liability is tracked weekly without anyone running a manual RICS report
- Accountant receives a draft QuickBooks entry to review every Monday
- Cards expiring in 30 days are flagged automatically for proactive customer outreach
Built for sporting goods store owners · retail accountants · footwear shop bookkeepers · multi-location retail finance teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.ricssoftware.comin a real browser with your saved login - no setup, no API keys. -
1
RICS Software - pull outstanding gift card balances and total liability
ricssoftware.com
WebRun opens RICS Software to pull outstanding gift card balances and total liability. - Open RICS Software and navigate to gift card reports
- Pull the total value of all unredeemed gift card balances as of today
- Note the number of cards issued, redeemed this week, and still outstanding
- Capture any cards expiring in the next 30 days
Done when Total outstanding gift card liability and card counts are captured from RICS.
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2
Google Sheets - log the weekly liability breakdown for trend tracking
google.com
WebRun opens Google Sheets to log the weekly liability breakdown for trend tracking. - Open the gift card liability tracking Google Sheet
- Append this week's figures: total outstanding balance, cards issued, cards redeemed, expiring soon, and date
- Highlight any week where liability increased by more than 20% for review
Done when This week's gift card figures are appended to the Google Sheet with trend highlights.
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3
QuickBooks - draft a journal entry for the accountant to review
- Open QuickBooks and navigate to journal entries
- Draft a gift card liability adjustment entry reflecting this week's outstanding balance
- Save the draft without posting. Leave it for the accountant to review and post.
Done when A draft journal entry is saved in QuickBooks for accountant review. Nothing is posted automatically.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it post the journal entry to QuickBooks automatically?
No. The QuickBooks journal entry is saved as a draft for your accountant to review and post. No financial record is updated without human sign-off.
How does it handle gift cards expiring soon?
WebRun flags cards expiring within 30 days in the Google Sheet so your team can decide whether to remind customers or adjust the liability estimate.
Why does my accountant need a weekly gift card liability figure?
Unredeemed gift cards are a financial liability on your balance sheet. Keeping an accurate, up-to-date total helps your accountant reconcile accounts and produce accurate financial statements.
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