Donating a portion of my sales to charity

[MM_Man]

Hi, Everyone.  I have a co-marketing arrangement scheduled with a school's PTA, during which I plan to donate a portion of our sales to the PTA if a customer identifies as a parent of a child at the school.  So, if the parent says that they have a kid in the school during the promotion, and they purchase goods for $10, I will donate 20% of that, or $2 to the PTA.  I'll most likely just cut a check to the PTA after the promotion period is over.  I want Square to keep track of sales to these individuals and ideally to do the math for me on a day-day basis so I can keep track of the progress and the revenue share.  I can't find any guidance on point.  Any suggestions for best how to accomplish this?

thanks, C

[JK_Fiber_Art]

Hi MM_Man,

Square does keep track of your sales however, keeping track of your Donations from those sales would require some additional accounting/bookkeeping - something I believe that is not a built in Square feature.   You may need to use a 3rd party accounting/bookkeeping app.   For example, this one may work.   And Quickbooks Online is another option.  Bottom line there's a ton of apps out there, one just has to find one they are comfortable with.   Perhaps other Community Members have some suggestions for you as this is a creative group of people.

[MM_Man]

Thanks, JK.  I'll look into Hurdl.  Do you know how I would (should) enter each sale when the customer's purchase is keyed into the POS terminal?  There appear to be a lot of work-arounds but I'm not sure which one is the best method.  I envision being able to "tag" any given sale as being sold to a customer that's part of the promotion as ideal, so that I can go back later and manually calculate the revenue share for the PTA.  (of course, an automatic method would be even better, similar to the way that sales tax is calculated as a separate line item in each sale adn each report).

thanks!

[JK_Fiber_Art]

One work around is to take advantage of the "Notes" field when doing a Transaction.  For example you could simply enter a code that you make up like #0000 for example - it should stand out for you to recognize especially if you're adding any additional details concerning the item you're selling.   Then you can manually calculate the revenue share for the PTA by running a report.  You can't access the Note field directly but, you can export the transaction data to a CSV file and see the Notes field.

* Login to your Square Account Dashboard -

* Select "Transactions
* Pick your Date Range (top row)  Example: Jan 2023-Dec 2023

* You should see all of your Transaction for that Peroid

* Next, select "Export"

* Select "Items Detail CSV" - Generate

* It may take a few minutes - when complete, you'll see a prompt at the bottom of the Screen - select Download

* Once you have the file - you can open it with Excel and review your data - look for the "Notes" field

* From there you can arrange the data anyway you want

Hope that helps .......

[DanielleR]

I just created an item in my square for the items of the sale, and then generated a report for items and filtered it by just those items.   It gives me how many were sold, and the total of all sales.   Example.  Special mugs are being offered for the organization I am working with.  Whether they are premade or custom, I have the items with a special name/code at the beginning.   When any sell, I pick the items accordingly.   Example "TXCR Mugs" and "TXCR Mugs 2".    If someone orders a mug that isn't part of this offer, then I just use my regular items in the system.