Setting up customer account that shows transaction dates for each purchase made

[Skyloungeavalon]

Hi, I have a cafe located in a local airport, I have the staff management team adding items daily to a card file tab that is finalised at the end of each month.

We have the staff details setup as a card, however when printing the account for payment, I can't find the option to apply the date of the transactions? The only option I can find is the date the monthly transaction report is finalised, along with the items purchased throughout the month, but no dates they were purchased, now I have the account being queried; and can't produce the very simple information they're requesting.

Surely Im doing something wrong? Your input would be much appreciated.

[Katie_SQ · Accepted solution]

Thanks for reaching out @Skyloungeavalon,

I'd like to clarify how you're currently managing your staff purchases. Based on your description, it sounds like you have:

• Created a customer profile for your staff (e.g., "Staff Details" profile) 
• Attached a card on file to this profile
  

And are taking payments using one of these two methods:

1. Open Tickets:

   • Create an Open Ticket that remains open throughout the month
   • Staff add items to this ticket throughout the month
   • Finalise payment for all items at month-end
   • (The "Staff Details" profile is assigned to this ticket, which has the card on file)
     
     

2. Individual Transactions:

   • Staff process separate transactions for each purchase
   • (The "Staff Details" profile is assigned to each individual transaction, which has the card on file)

If you're using Open Tickets, unfortunately, Square doesn't currently display the date each item was added to the ticket. You would need to manually note these dates in the checkout notes section when you pay for the ticket at the end of the month. 

If you're processing Individual Transactions with the staff profile added to each one, you can export a complete transaction history that includes dates by following these steps:

1. Sign in to the Square Dashboard and navigate to Payments & Invoices > Transactions
2. Use the Date Range filter to select your timeframe (e.g., "this month")
3. Click on the Card # filter and switch it to Customer
4. In the Filter by Customer search bar, type the name of the staff profile
5. In the top right corner, click Export > Transactions CSV

This will generate a spreadsheet with all transactions for the "Staff Details" profile during the selected period, including dates.

If you're not seeing many transactions, this suggests the staff profile wasn't consistently added to each transaction, or you're using Open Tickets instead.

I'll be on the lookout for your reply if you have any questions. 🙂