Receipts for product picked up that were paid in advanced.

[astropilot]

Is there a way in Square to issue a receipt of product picked up based on Invoices?

Most of my sales is cash and carry. I have some folk that I will invoice them for their order and then, they will make partial payments (this is easily recorded) and partial pickups of product. I need to track the partial inventory pickups and issue a receipt until the the order is satisfied. 

Thanks

[Donnie-M]

@astropilot A little tricky there.  You are trying to allocate the inventory or set aside and then bill until that order is fulfilled if I read it correctly.

That might be a little tough because that is a very dynamic situation.  I would recommend looking at House Accounts.  You could effectively "charge" the pickups to the house account and then bill the customer/invoice them.  They can make partial payments here and inventory would go out as they charged to the account.   This will be like accrual accounting.  The inventory will go out and the sale will be recorded.  When they pay it will not show up anywhere but the house account, so it won't mess up your sales.  Does this sound like something that would work?

The only other thing I could forsee would be to do a custom item that is inventoried for the one customer and when inventory hits 0 you know they are done.

[astropilot]

Thanks for for the suggestions. I sale hay for horses and cattle. Many times someone will pay me upfront the total for say 500 bales, but they only have time or space for 100 bales per trip. I want to issue a receipt to verify pickup and the count number. 

Invoicing works well as some people will want 1000 bales and pay in installments, but the will pickup the hay also partial. That's the part I am try to track.

The only other thought was to have the price per unit of $0 for pickup. But that gets confusing.

If I understand house accounts correctly, the customer gets the hay 1st and then I bill. I only have one account that I trust for that.

Again thanks.

[Donnie-M]

@astropilot Yes, that would be correct, and this makes more sense now.  My gut reaction is to just create an item with each customers name, track inventory, and you can do just that with 0.00 price.  So when they order 1000 you would just add 1000 to that person's item.  I would just put it in its own category like "Pre-Paid Hay".

So in this scenario..pre-pay up front..no problems.  The question would be on your installments, are they making payments on a total purchase?  or are they saying I want 1000 bales at 1$ a piece, but I can take 100 today so here is $100.00.  But you want to go ahead and allocate that 1000.  This system would in essence work there too as you could have your regular "hay", "Pre-paid Hay", and "Promised Hay".  So you would be able to say that the inventory on "Pre-paid Hay" + Promised Hay" = Allocated Hay.  So the "hay" + "hay coming in" -  "allocated hay" = hay available for sale.

Granted this only works when you have a very simple inventory.  Otherwise, it is possible to use open checks, but that doesn't reduce the inventory.  Basically you are setting up a system where you have to do the starting inventories.  You can then run the item sales report to figure out what you sold and what has been picked up.

This might be clear as mud and I might have not set it up exactly correctly, but maybe the idea will make sense.  using categories, you can work with inventory tracking to know what you have out, promised, and available.  You can easily give receipts and the receipts will reduce the special inventory you have for that customer.  Unless you have 100's of customers, this can be done and you can still do billing, invoicing, payments.

[astropilot]

Thanks for the recommendations. I very rarely hold hay without money down. So, I would basically initiate an invoice and mark a partial payment that day. I guess what I will probably do is then just have a price of $0 to issue a receipt. The thing I hate about that is it shows a price of $0 - again can be confusing. 

I have issued 4 invoices altogether, but accepted no partial payments.  We will see how it goes this Summer.

Again, thanks for the input.