Committed inventory for Invoices with Square

3 Kudos · ‎12-08-2022

Hello Square Sellers!

We’re excited to announce that you can now commit inventory to buyers when creating an invoice. With this update, stock held in an open invoice is marked as committed and removed from the available to sell count to help reduce the risk of accidental overselling.

This will help you in situations where you may need to invoice a buyer for particular items and want to make sure that inventory isn’t sold to anyone else before the buyer pays. For example, an invoiced item will no longer be available on your square online store since it has been committed to another buyer already. Nonetheless, you will still be able to add overcommitted stock to an invoice if you wish to do so.

What do I need to do to use this feature?

Make sure that you are tracking stock on any of the items that you want to use this feature.
Verify that the adjust inventory levels through invoices setting is turned on (this is normally turned on by default).

That’s it! Any items added to an open invoice will now be marked as committed.

This update is available to all sellers who use Invoices and are currently tracking stock of their items. Learn more about these updates and how to manage inventory in our Support Center.

We would like to take this opportunity to thank the following sellers for their help in beta testing this feature:

@JTPets @quikone@arboristsupply@Volpi@jewelcam@thegrapevine

arboristsupply · 12-08-2022

Yay! So happy with this feature existing!

jewelcam · 12-08-2022

GREAT!!! This is wonderful, and I was glad to help.

Will the committed "field" be available for 3rd party API access? As soon as it is, please let me know. I need it to sync cross-platforms that are also syncing with Square.

So the "Stock on hand" and "Available to Sell" fields would need to be accessible by 3rd party developers so I can Sync across all my platforms.

Square is doing a great job! Keep it up!

LukeNieuw · 12-12-2022

That's a great update!

Has anyone ever asked about the ability to turn an open ticket into an invoice? I ask because we've had events run a bar tab as an open ticket then request it be invoiced. We do it manually right now but would be sick if there was an easy button to convert open ticket to invoice so we can send it over quickly.

Ryan_M · 12-13-2022

Hi @jewelcam ! the inventory availability API is something that is on the product team's roadmap for the new year. We will post any updates to this space as it launches.

Ryan_M · 12-13-2022

Hi @LukeNieuw ! The product team thinks this is really great feedback and is something they are considering implementing in the future.

Sam_400º · 12-13-2022

Totally useless to me in my line but wow! Can see how this is gonna make life so much easier for retail 👍🏻

jewelcam · 12-13-2022

Vendor and Cost of Item would also be another valued field for 3rd party developers to have access to. It would make my life much easier too!!!

nell_a · 12-14-2022

Extremely useful in our business, essential even. Thank you.

Arie · 12-14-2022

Hello Square Sellers!

We’re excited to announce that you can now commit inventory to buyers when creating an invoice. With this update, stock held in an open invoice is marked as committed and removed from the available to sell count to help reduce the risk of accidental overselling.

This will help you in situations where you may need to invoice a buyer for particular items and want to make sure that inventory isn’t sold to anyone else before the buyer pays. For example, an invoiced item will no longer be available on your square online store since it has been committed to another buyer already. Nonetheless, you will still be able to add overcommitted stock to an invoice if you wish to do so.

What do I need to do to use this feature?

Make sure that you are tracking stock on any of the items that you want to use this feature.
Verify that the adjust inventory levels through invoices setting is turned on (this is normally turned on by default).

That’s it! Any items added to an open invoice will now be marked as committed.

This update is available to all sellers who use Invoices and are currently tracking stock of their items. Learn more about these updates and how to manage inventory in our Support Center.

We would like to take this opportunity to thank the following sellers for their help in beta testing this feature:

@JTPets
@quikone
@arboristsupply
@Volpi
@jewelcam
@thegrapevine

nell_a · 12-22-2022

Hello @tranguyen

What is the impact of inventory on Estimates? Is it, in the same way as Invoices, committed inventory? It should be, as that estimate is a commitment, until it expires, to honour delivering on its content.

Also, I don't see any guidance on this new feature in the link provided: https://squareup.com/help/us/en/article/6142-track-your-square-inventory Has it been written?

Thanks

Breffni · 12-22-2022

Hi @nell_a - that's a good question. I would imagine this is only applicable to sent Invoices, rather than estimates but I'm taking a look into it now and will get back to you soon.

Breffni · 12-22-2022

Update @nell_a - I found some conversations internally indicating that it does not apply to estimates currently, but this doesn't seem to be documented in our resources.

I've reached out to the product team who released this feature to see if they can provide any insight here and to check if it's something we'll implement later. From there I can request the content be updated to include this information.

I'm not sure if I'll have an update this week given the time but I'll you know as soon as I hear back.

Tommer · 12-30-2022

Thank you for developing it! I do have two suggestions:

1. A lot of sellers don't use invoices as much. We need this for "Orders" (generated online and at the POS), and possible for open tickets.

2. An invoice maybe paid well before or after the items were provided to the customer, and then the committed stock will be inaccurate. There should be a "Fulfilled" flag for an invoice that will us to indicate when the committed stock was used.

I outlined this also in October here:

https://www.sellercommunity.com/t5/Square-Online/Product-Suggestions-October-2022/idi-p/399498

Thank you

arboristsupply · 01-13-2023

Hi! Not sure where best to put this, but here we are.

I'm loving that stock is now taken from invoices, HOWEVER the "stock on hand" and "available to sell" are a little whacky.

If I go to enter new inventory and select "inventory recount" as the option, I personally think that should OVER-RIDE all previous inventory. I'm running into a lot of situations where there is "negative" numbers and I enter 10 new ones in stock, and all of sudden it only shows 5 in stock. And I can't seem to fix it unless I add imaginary 5 more to stock, to make it actually 10. However then the minus's just continue and it really confuses stock.

I think if you do the stock action of "stock received" it should account for the minus' because that is obviously helpful.

However the inventory recount needs to properly reset the count. Because sometimes the count is wrong. And fudging the numbers to make it show correctly do not ultimately fix the problem.

Also does anyone else struggle with shipping being VERY temperamental on working? I find if I don't enter it in the precise order of selecting the shipping, THEN putting the weight, then going back for the box size, it does not work if I do it in the actual listed order. It will not work half the time, and go wonky, not really sure why. Can square maybe look into these glitches with shipping further?

thank you!

LabyrinthForge · 07-21-2023

Agreed! I have 2 items "Committed" but the check is long closed and I can't seem to figure out how to "release" the items... anyone else know how?

PizzaDive · 07-22-2023

No, it's a definite glitch. I had one that never corrected itself for 6+ months no matter what I tried. I ended up having to delete the item and recreate it.

Rue_Lindgren · 11-28-2023

Love this new feature. Any chance there will be a Stock on Hand and Available to sell column on the inventory download spreadsheet in the near future?

JJ_ · 11-29-2023

Thanks so much for this Request @RueLindgren. In order to appropriately send these to our product teams we’d love it if you'd submit this request on our Ideate page for Square Point of Sale. Our team monitors these boards, and we triage them to measure needs. You can search the boards to see if this has been requested before and add your use case if so!

Dannyhester57 · 01-28-2024

Good evening,

does this work with products in open orders aswell, rather than invoices? We’ve found the only way to make it adjust stock before the order is collected / delivered is to mark it as paid (even if it isn’t)

thanks

Breffni · 01-30-2024

Hi @Dannyhester57, thanks for your post.

This feature is only available for Invoices at the moment.

I can confirm that stock will not be deducted for normal sales or orders until the payment has been made.

Fruitsofstrathm · 06-21-2024

Can you or someone verify this actually works in committing stock BEFORE payment - as it is now 2024 and this is what the setting button says for this “new feature” from 2022...

Many thanks!