Fastest way to find checks

[ChadCap864]

Hey I'm currently struggling with speeding up my end of day process of adding tips to open checks. I'll have a stack of credit card slips, but the only way I can sort the checks in the Transactions page is by Receipt #. The Receipt # is just 4 random alphanumeric digits. The auto-assign of a check number doesn't work since it only goes up to 100, which creates double named checks. If I use pre-authorize, then the checks are sorted in the Orders Page, by last name, which is too slow to search for and there's plenty of duplicate last name peopled in a single night.

Is there a way to sort these things by a Check # like other systems? My old system assigned a check number to every check, and at end of night the CC voucher had that check number, then I keyed it in to pull up the check and edit the tip. 

Thank you in advance!

[Summer2024 · Accepted solution]

Hi, @ChadCap864 ! 

Right now, Square’s system doesn't support sorting by custom or unique Check Numbers across transactions in the way you described. 

Here are a few suggestions and workarounds that might help streamline your process for now:

Workarounds to Consider:

• Use Open Tickets with Custom Names: Instead of relying on auto-generated names or pre-auth names, you can manually assign a unique ticket name (e.g. Table 12, T12-John, Check#245) before starting the order. This way, you have a clear identifier that can match your paper trail.

• Enable Tip Adjust via Dashboard: If you haven't already, make sure tip adjust is enabled so you can modify tips directly in the Transactions tab via Dashboard or POS. This avoids needing to find the check first. Just match based on the timestamp and amount.

• Export and Sort Transactions: Use the Sales > Transactions Export tool to download a CSV at the end of day. From there, you can quickly sort and match entries by time, amount, or customer name if available.

• POS Integrations: Some 3rd-party POS systems that integrate with Square offer better ticket/tagging and custom check number support. If this is a critical bottleneck, it might be worth exploring one that fits your workflow.

I hope this helps!

[ChadCap864]

Extremely Helpful! Thank you Summer. 

I've very curious about the export and sort option. Would I be able to edit all the tips on my laptop and then import that CSV back in with the tips edited? 

[Summer2024]

That's a great question, @ChadCap864 ! Unfortunately, Square does not currently support importing edited tip amounts via CSV upload. Here's a breakdown of what you can and can’t do:

What You Can’t Do:

• You cannot edit tips in a CSV file and re-import them into Square to apply those changes to actual transactions.

• Square doesn’t support bulk editing of tips via dashboard or import at this time. Each tip must be added/adjusted manually per transaction.

What You Can Do:

• You can export a list of all transactions (including open ones without tips) to a CSV file from the Square Dashboard under Sales > Transactions.

• That CSV can be used to match up credit card slips and make your process more organized. For example, you can filter and sort by:

  • Date/Time

  • Receipt Number

  • Customer Name

  • Amount

• Then, you’d manually enter the tips back into each transaction through the Dashboard or POS app by selecting the transaction and using the “Add Tip” or “Adjust Tip” option.

Workflow broken down: 

1. Export transactions as CSV.

2. Match each transaction with the corresponding paper slip and record tip in the CSV for your records.

3. Use the CSV to guide manual tip entry through:

   • Dashboard > Transactions

   • Or directly on the POS device (if tip adjustment is enabled).

4. (Optional) Save that CSV as an audit trail in case questions arise during payroll or dispute resolution.