Voided transactions still showing as sales

[mikesclub]

We've just discovered a problem that may have cost me a lot of money.

Items that were voided during checkout are still appearing in our exported sales reports. I'm attaching a screenshot showing one item that was voided. 

In the exported report, the item appears as a sale, including the sale price, which is ok.

Then the item appears again with the word VOIDED in parentheses after the item name. This is also ok.

BUT, the net sale price now shows "0". When I total all the amounts in the net sale column, the original $5 amount still gets included. The report is actually saying that I collected $5 more than I actually did. This is not how a spreadsheet is supposed to work.

I believe the voided row should show the $5 in parentheses. Excel then interprets that as a negative number and totals my sales correctly. 

This may turn out to be costly for me. I pay my vendors based on the amounts they sell each month. According to the spreadsheet, that $5 sale was not cancelled, and I just paid that vendor for an item the customer didn't buy. 

We now know about this, and we manually fix each voided item every month, but that actually costs me more money (in labor). 

What's going on here? How many hundreds, if not thousands, of dollars have I lost because of this?

Please help immediately.

[Donnie-M]

@mikesclub Hey there, to get to where you see how sales are reported, need to dig a little deeper.  Which report are you using to export sales (very specific)?  Are the categories how you pay your vendors?

Looking at the time stamps, I see the void happened prior to the gross/net sale?  Do you have that particular transaction pulled up to look at?

[mikesclub]

I'm studying this a little further. We didn't notice the time stamp issue before. I'll provide more info in a bit. 

Yes, we use categories to identify vendors. That's the only way we've found to work. 

To get the report, we go to the Square dashboard and export the detailed version of the item sales report. Other reports, like category sales, don't identify each item specifically. Our vendors are essentially consigners, and we need to be able to pay them for each specific item sold, rather than just for total sales.

One more thing, As far as we can tell, an item is only marked (Voided) if it was in a ticket which we voided. We use tickets a lot as a form of layaway tracker. Occasionally the layaway falls through, and the ticket gets voided. 

This may not be the problem that I thought it was. I'll report more soon.

[VanKalkerFarms]

@mikesclub any follow-up info.  I'm interested to see what the result was.  The void before the sale is very interesting and raises some questions.