Square Point of Sale and Payment Link

[eileeng]

Step 1: I create an ORDER in square point of sale.  
Step 2: I have Tickets turned on and create a CUSTOMER TICKET for the Sale.
Step 3: With their Sales Ticket Open, I click CHARGE and then PAYMENT LINK as the form of payment. 

Step 4: Customer pays it, and I get a NEW ORDER Alert. 
Step 5: Back to Square Point of Sale Tickets.  The Sales Ticket is listed as unpaid but paid in full by the customer.  

Step 6: Since it is paid, if I void the ticket, the customer gets notified I just voided the Sale. 

How do I link the payment with the Sales Ticket without recording two Sales?  If I void the Sales Ticket because it was paid through a link the customer gets notified their sale was voided.  That is a bad look.

Any suggestions? 

Thanks in advance. 

[Laurie_]

Hi @eileeng,

Welcome, and great question! 

If it's just a matter of closing out the ticket, I would have suggested that you manually update the ticket to paid by using the "Other Payment Types" method. This option is used for record-keeping purposes when payments have either already been accepted or processed outside of Square.

However, as you noted, this creates a secondary problem with your inventory management. The only other way to close a ticket, apart from recording a payment, is to Void or Comp it.

Could you provide more information about your use case and why you first create a ticket before sending a payment link to your customer? Is it an option to add items to the cart directly and then send a payment link?

Understanding your workflow better will help me recommend a more efficient solution.

[eileeng]

Thank you for the response.  You asked about workflow on why we create a ticket before sending. 

Product: Catering 

A Customer orders by phone, text msg, or email ahead of time with a preliminary order with the primary goal of getting on the calendar.  Our products are food tray pick-ups and party packages.  I can only take so many in a day. It is similar to reservations.  So many a day with so many trays/pickups at a certain time. 

Time and Tickets: They could place a preliminary order a  few days or a few weeks in advance to get on the calendar. 

So we create a ticket like a calendar of events. Tickets are named with date-time-pick-up 06-24 3:00 The ticket function does a great job of alphabetizing orders.  

Products:  They initially place the preliminary order for example - 5 half pans of mac and cheese. It gives us an idea of the scope of their order for a specific time slot.   They have they have the option to change their tray count when their rsvps come back the week before. 
Sale: After they finalize their order, we send them the ticket via link for them to verify their order.  

Payment: They have the option to pay in advance with the link or pay on pick-up with their card.  Very few pay cash on pick-up but for those who do, they have their total in advance.  At any given time, multiple people may be involved in a sale.  Example: A bride orders her food but a maid of honor pays the bill.  Parents book and order for a graduation party but Grandparents or Uncle may pay for it.  

Large Events and Fully Packages: All of those are created in invoices but there is currently no way to sort by service date.  So we still create a ticket for the date and time. 

OTHER SQUARE PRODUCTS:

Calendar:  I subscribed to the paid version but I can not send links to clients to verify their finalized order. 
Square for Retail: There is an option to schedule an order but it has to be paid first.  That is not an option because they need to finalize their order when they receive their final counts. 

It would be fantastic to utilize the calendar along with the point of sale and integrate links.  

I am open to all ideas and suggestions.  Thank you for your input.