How do I add a category to a sales record?

Our website (not affiliated with Square) used a misspelled category name. When I run the item sales report, these items have "None" as the category. How do I add a category to these transactions?

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Square Champion

Hello @OVQGAnna.  If it is a closed transaction, Square does not allow for anything to be changed.  There are no exceptions to this long-standing policy.  You can, of course, manually adjust sales in your bookkeeping software, but Square reports will be wrong for these transactions.

Chip A.
Square Expert & Innovator and member of the Square Champions group. (But NOT a Square employee, just a seller like you)

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Thinking outside the box.. what if I were to add the misspelled category to Square? Would that allow the missing items to pull into the square reports properly?

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Square Champion

@OVQGAnna in this case, probably not.  The issue is with the fact that the third-party website sent a mismatched category to Square.  Square did not recognize it, so saved the transaction with category “none.”  Since Square did not save the invalid category name it received adding that misspelled name now will still not change the transaction.  As I said earlier, your only recourse is to correct things in your accounting and then live with the fact that your accounting will be slightly off of your Square reports. These sorts of discrepancies are very common and are almost always handled by notes and adjustments in our accounting systems which are ultimately the final say, especially as far as the IRS is concerned.

Chip A.
Square Expert & Innovator and member of the Square Champions group. (But NOT a Square employee, just a seller like you)

Was my post helpful? Take a moment to mark it as a solution. Marked solutions help other sellers find possible resolutions to similar problems. Also, if you find your solution elsewhere (say, through Support), it is helpful to come back to your post and tell us about it, then mark that as a Solution. Solutions are what this Community is all about!
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Square Champion

Hello @OVQGAnna !

 

Unfortunately there's not a way to go back and alter past transactions. Once they're closed they're permanently stored in the system.

 

Depending on your integration, if you've updated the category name all new orders should report correctly going forward. As for those "None" transactions, the only real way to adjust them for your books is in your accounting software.

 

Wish I had better news!

Ryan Wanner
Golden Pine Coffee Roasters
Colorado Springs, CO, USA

Square Champion: I know stuff.
Beta Tester: I break stuff.
he/him/hey you/coffee guy/whatever.

Happy Selling!
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