Why are vendors showing up in different categories than what they are listed in the inventory?

[lstensland]

[The title of this thread has been edited from the original: Vendors showing up in different categories than what they are listed in the inventory.]

Hello,

I am part of a nonprofit that does consignment sales with artists. When an artist decides they want to become a member we change there reporting categories to reflect their consignment split. Any time we change the reporting category on the inventory items, when we pull the report it is still listed under the old reporting category which would underpay our artists. We made sure to unclick the old reporting category so that it is not being reported in two locations. Is there a fix to this problem?

[MayaP]

Hey @lstensland - I see this is your first post in the Seller Community, so I'd like to officially welcome you! 🎉👏

I apologize you are experiencing some issues with your vendor reporting. I am tagging one of our super sellers @Candlestore to see if they can provide insight. 😊

If you guys need anything else feel free to tag me or any of our Seller Community moderators if we can help with anything else @lstensland! 👍

[Candlestore · Accepted solution]

@lstensland ;

1 Thing I can think of right off the bat is the Old information is sticking around since the Seller use to be in an older category and had Income or sales there.  Thus the old catagory will remain until the sales only reflect the new category.  To test this theory you can view a reprt for after the category changed for the seller.  Square does not allow the change of previos data, so even when I change the name of my Ipad Device Name it still appears as the old name in older data but all new data is corrected to the new name.

[lstensland]

We have tried this resolution, with no luck. We changed one of our artists in January and when we ran the reports in March to pay them they were still listed as the wrong category. This last month pay out was the same situation with the same artist. 

[Candlestore]

@lstensland ;

What is your process that was working in the past?

Any report you pull from Square would pull the Total amount of the items sold not what is paid to the artist.  You would need to calculate this out, to the best of my knowledge.  Square does not have a way to handle consignment sales.  I also do not work for Square so I could be wrong but as far as I know there is no way to pay an artist based on consignment sales within Square.  The Categories you setup for each Artist would show their total Sales and fees recorded for the sale that you must pay Square.  Then you would have to calculate their commission based on your rates.  The only way I know of is if you had the Artist as a employees and pay them based on Commission sales, but that is with them logging in to your POS to get the sale.  

The other thing that was mentioned is to try a 3rd party application that is called Rose.  Here is a link to the thread commenting on the Rose application.  How-to-Track-Commissions-in-an-Art-Gallery/m-p/66087 

But the Rose application is not free and will cost about $65 a month, here is more about Rose : Rose 

[lstensland]

We have only been using square since the beginning of September 2023 so we are just starting to notice this issue. We are calculating the consignment rates manually, square is not providing this information to us. We have our categories set up as, Shop Artist 60- Jewelry, Shop Artist 50 - Jewelry, and so on for other merchandise categories but the 60 and 50 indicate what we will pay out. If an artist changes from a Shop Artist 50-Jewelry to a Shop Artist 60-Jewelry, we are noticing when we pull the report that the Artist remains in the old category that they were assigned when their inventory was first put into square, even though it has been changed in the inventory. I am getting the feeling this is more of a square shortcoming.

[Candlestore]

@lstensland ;

Ok I think I understand your system better:

Category  examples:

     Jewelery 50

     Jewelery 60

        ( These would be the Reporting categories )

Sub category examples:

      Sellers Name 1

      Sellers Name 2

      etc

        ( The Sellers Name would have a Parent of their % )

items Go into the Sub Category of the vendor, for example:

     necklace would be in Sellers Name 1 Category

     rimgs  would be in Sellers Name 2 Category

      ( These items would would have parent of Sellers Name)

So on your reports it would just show 30 items got sold to 50% and 25 items were sold at 60% for example.

Then when a seller pays to move from 60% to 50% you just need to select the sellers name and change the reporting category from 60% to 50% .   Then all items in that persons Category would also change reporting to the new %.

My guess if you have the Categories set this way and the reports are off as you state you may have missed an Item for the reporting as it should be.