thread Re: NonProfit Pop-up event vendor tracking in Payments Troubleshooting

NonProfit Pop-up event vendor tracking

KylaLyn — Sat, 20 Sep 2025 19:24:47 GMT

I help out our quilt guild with square, we are a non profit org and have one pop-up event per year. We would like to track different Vendors/Crafters who put items in our boutique, but I am only seeing that in Square Retail. We can not afford to pay $90 per month for a once a year event. I need help in trying to set up inventory with some type of vendor tracking?

Re: NonProfit Pop-up event vendor tracking

ryanwanner — Thu, 27 Jun 2024 19:39:21 GMT

Hello @KylaLyn !

Your best bet without paying for the upgrade would be to create each vendor as a category in your item library. Then, each item the vendor has to sell can be an item linked to that vendor's name.

After the event you can then pull a category sales report showing each vendor's sales and you can pay them off of that.

Hope this helps!

Re: NonProfit Pop-up event vendor tracking

JK_Fiber_Art — Thu, 27 Jun 2024 19:57:25 GMT

Sometimes you have to take a different approach - you can setup your vendors like they are items but, no prices - when a customer picks an item, you select the vendor's name from the POS App screen - then enter the item's price, quantity and in the Note Field, enter what the item is. At the end of the event, you can run a Transaction Report to see what was sold. Hint, instead of the canned Transaction Report, use the Export feature - when you Export a report to a CSV file you get more information (shows more fields) than the canned Report. This is especially helpful as you want to see the Notes Field so you know what item or items were sold. Suggest using Excel to manipulate the CSV file data for creating a cleaner looking Report. Some things to keep in mind - all of the transactions will be associated with the Square Account that's used so it's going to look like income to that Account - if your organization has a Square Account already that will make things easier rather than using a member's Square Account. Also ensure that the Account is setup for Taxes (if applicable) ahead of time which will save some checkout time. There's other things to consider too - like what hardware you plan to use - for example - a smart phone with a Magstripe Reader or better yet, an iPad with a Contactless and Chip Reader. Last, best to have an internet connection or at least hotspot capability. (Note, you should be able to just use Square's POS App which is free - no need to spend extra money.)

Re: NonProfit Pop-up event vendor tracking

KylaLyn — Thu, 27 Jun 2024 20:22:47 GMT

Thank you - working through the categories now! I think this will work!