Hi @MrHandyman and @HostingAllStar!
I still sense some confusion here, so I'm going to jump in as well.
For context, I make wedding cakes. I take deposits for cakes and the balance is paid at a later date (sometimes a year or more later).
For the sake of an example, let's say my tax year is January - December. I create an invoice in November 2023, receive a deposit in December 2023, and the balance is paid in May 2024. When I run a Sales Summary report for January - December 2023, the deposit taken for the invoice will not be recorded because the sales has not be marked as completed.
When I run a Sales Summary report for January - December 2024, the completed sale of the invoice created in November 2023 will be recorded because that is the year in which the invoice sale was completed. Because my accountant knows how Square works, he asks how many deposits I'm holding at the last month of my tax year (December 2023). He'll use that number to adjust my sales for 2024 so that my incomings are marked correctly (and because he's picky).
When I check my transaction history, the payment doesn't show up until the invoice is paid in full.
I think the issue might be where on dashboard you're getting your sales information from. Looking at the Invoices section of Dashboard will show you the invoice creation date (or edit date) and then the date the payment (or deposit) was made. But it doesn't filter by the date the payment was made. I have a perfectly confusing example to illustrate:
This invoice "creation" date is October 7, 2024. But if you look at the paid date, it's March 19, 2024. That's impossible. This invoice was actually created on March 11, 2024 (which I saw in Recent Activity section on the invoice). The last edit was made on October 7th which influenced the invoice date. A deposit was paid on March 19th (hence "paid" date appearing here), but again, in the details of the invoice you can see that a final payment was made in October:
When I go to the Transactions section of the Dashboard and look up October 7, 2024 the date when this invoice was fully paid, I see it listed for the total amount. Meaning the sale was recorded on the date that full payment was received. Note that the amount collected and the sales number are different as @_Violet stated they would be:
So while the invoice was created on one date and paid on another, it will only show up in transactions (and therefore sales) on the date it was completely paid.
I actually taught myself something here (thank you!) because you can filter transactions by partially paid. Notice that while the amount of money collected is reported, the sales number in the top right corner is zero:
I really hope this is helpful! Square is actually recording and reporting in the way that you want. The UX may not be communicating that in the clearest way ( @_Violet and @JJ_ might be able to communicate this example to the Invoices team), but in the back end it's happening as you wish.
Feel free to tag me (type @ and my name) if you have any other questions or concerns! I'll do my best to help.
@MrHandyman I just checked in my invoices and sales reporting and the invoices created in 2024 but paid in 2025 are showing as sales in 2025, not 2024 as they should. I looked back over multiple years and the amounts line up with when they are marked as paid.
So I am not sure. The invoice date is still 2024, but the money is in the 2025 income for the one that was in December but paid in January. Maybe I am not seeing it, but it seems to me like it is doing what you want.
Hi @MrHandyman and @HostingAllStar!
I still sense some confusion here, so I'm going to jump in as well.
For context, I make wedding cakes. I take deposits for cakes and the balance is paid at a later date (sometimes a year or more later).
For the sake of an example, let's say my tax year is January - December. I create an invoice in November 2023, receive a deposit in December 2023, and the balance is paid in May 2024. When I run a Sales Summary report for January - December 2023, the deposit taken for the invoice will not be recorded because the sales has not be marked as completed.
When I run a Sales Summary report for January - December 2024, the completed sale of the invoice created in November 2023 will be recorded because that is the year in which the invoice sale was completed. Because my accountant knows how Square works, he asks how many deposits I'm holding at the last month of my tax year (December 2023). He'll use that number to adjust my sales for 2024 so that my incomings are marked correctly (and because he's picky).
When I check my transaction history, the payment doesn't show up until the invoice is paid in full.
I think the issue might be where on dashboard you're getting your sales information from. Looking at the Invoices section of Dashboard will show you the invoice creation date (or edit date) and then the date the payment (or deposit) was made. But it doesn't filter by the date the payment was made. I have a perfectly confusing example to illustrate:
This invoice "creation" date is October 7, 2024. But if you look at the paid date, it's March 19, 2024. That's impossible. This invoice was actually created on March 11, 2024 (which I saw in Recent Activity section on the invoice). The last edit was made on October 7th which influenced the invoice date. A deposit was paid on March 19th (hence "paid" date appearing here), but again, in the details of the invoice you can see that a final payment was made in October:
When I go to the Transactions section of the Dashboard and look up October 7, 2024 the date when this invoice was fully paid, I see it listed for the total amount. Meaning the sale was recorded on the date that full payment was received. Note that the amount collected and the sales number are different as @_Violet stated they would be:
So while the invoice was created on one date and paid on another, it will only show up in transactions (and therefore sales) on the date it was completely paid.
I actually taught myself something here (thank you!) because you can filter transactions by partially paid. Notice that while the amount of money collected is reported, the sales number in the top right corner is zero:
I really hope this is helpful! Square is actually recording and reporting in the way that you want. The UX may not be communicating that in the clearest way ( @_Violet and @JJ_ might be able to communicate this example to the Invoices team), but in the back end it's happening as you wish.
Feel free to tag me (type @ and my name) if you have any other questions or concerns! I'll do my best to help.
