Internal charges via Square

[MJ5]

Hi, we use Square for our bar sales, but I'm wondering how can I use it to manage how stock is charged back to events where the stock usage doesn't go through the POS?  Anyone else doing this?  Pros and cons?

Thanks

[Seamus]

Hey @MJ5,

Thanks for your message!

To clarify, are you looking to move stock or inventory numbers from your Square Point of Sale to somewhere else managed outside of Square? If so, this should be a matter of making a stock adjustment on the Square end, then you'd need to manually do the same on the other system you're using.

Please let me know if I've misunderstood!

[MJ5]

Hi Seamus, thanks for your reply. 

Yes that's what I'm trying to do but in a way so that any internal charge codes I apply to stock adjustments are then easily flagged in finance reporting.  Currently I adjust stock levels in Shopventory and make a note at the time of the event and charge code, but have now found that there is no way to search for that note and detail in either Square or Shopventory.  I'm wondering if there is a more 'active' way of recording stock usage so the data can be pulled in a report?  And to further complicate it, our event stock is charged at cost whereas bar stock is charged with assorted mark ups, so I don't think I could do it via the virtual terminal / recording other payment as the amounts would be totally different.

Any ideas?

[Seamus]

Hey @MJ5,

Got you - unfortunately I think the issue here is that the integration between Square and Shopventory doesn't support copying notes from one platform to the other.

With that said, definitely get in touch with Shopventory to check on if they have a way of doing this. 3rd party integrations with Square are built and supported by those companies and we don't tend to play a role in the development of these integrations (we have publicly available APIs for companies to work with should they wish to integrate with Square). Shopventory should have more insight into how this works - though, I've not heard of this being doable in my 4 and a bit years working for Square, so I do think you may be sadly out of luck here.

If you're able to get in touch with Shopventory though, please let me know what they say!

[MJ5]

Thanks Seamus.  Good to know there isn't a super obvious way that I was just overlooking.  I've chatted to Shopventory and they have suggested doing custom stocktakes per event to capture the usage and any notes that way.  I'm trialling one now to see if it gives my finance team enough info for their purposes.  Thanks again for your advice.

[Javatrain]

We have a cafe and trailer. All our stock counts when received by suppliers are entered into our cafe location only. We have a discount code set up “COGS PAID” with the amount left blank. We have another discount code with “INTERNAL TRANFER” set at 100%. 
when we move stock qty to our trailer, we have trailer set up as a customer, a sale is recorded with the “customer” apply the cogs paid discount then apply the internal transfer discount. We use payment method other and write a note to mark the transaction. 
we then go into the item and update the trailer location qty manually. 
This works ok for us. 

[Arie]

Hi @Javatrain,

Thank you for sharing this workaround, and welcome to the Seller Community 👋

Please feel free to share any other questions, or feedback you have about stock management with us here!