How do I export a report and include optional notes/special instructions on the report?

[gorriestore]

Hi: I need to export a report but can't find one that includes everything collected--I really need to optional notes/special instructions field on the report.

[Kelly · Accepted solution]

We have that!

The Item sales details report will include all of your items plus all of the notes that were added to that sale made with the Point of Sale app. To export the Item Sales report: 

1. Visit your Sales section of your Square Dashboard.
2. Select your Item Sales.
3. Select the Export button in the upper right hand corner.
4. Choose the Detail CSV option.

Or if a note is added to a sale from your Online Store you view this note from the Orders tab of your Square Dashboard:

1. Sign into your Square Dashboard and navigate to your Online Store.
2. Click Orders from the top right.
3. Then click Download CSV at the bottom of your screen. 
4. Open the CSV file (with Excel for example) and you'll see a column for Notes. 

[traceytates]

This did not work. The special instructions section did not show up. Help!

[Kelly]

@traceytates I'm a little unclear on what you mean by "special instructions", could you provide more info on the issue your experiencing?

[hnc]

A customer can add special notes to the merchant at checkout. This does not appear in any report that can be exported.

[Helen]

Hello @hnc. It sounds like you're using Square's Online Store. 

If a customer adds a note before checking out from your Online Store you can view this note from the Orders tab of your Square Dashboard:

1. Sign into your Square Dashboard and navigate to your Online Store.
2. Click Orders from the top right.
3. Then click Download CSV at the bottom of your screen. 
4. Open the CSV file (with Excel for example) and you'll see a column for Notes. 

I hope this helps but let me know if you're looking for different information, happy to help! 

[SWEATLRSS]

For tax purposes, we need to find out how many free sessions we've given out. Instead of going through the notes of each customer (we have 800+) and looking for the word FREE, is there a way to export them and then be able to search for both FREE and COMP, for example?

Thanks kindly

[nika]

Hi @SWEATLRSS!

I moved your question here so you can follow the steps on how to export those notes. Once that info has been exported, you can search within the CSV file or even use the filter option to display FREE and COMP in a way that's easiest for you to read.

Let us know if any other questions come up!

[SWEATLRSS]

@nika , thank you so much for taking the time to reply. Unfortunately, the above instructions don't help me.

By following the above instructions, you do get a report with a 'Notes' Column. However, it only contains the description of the actual product they purchased. It pulls this information from the Description field of the item being purchased. This isn't what I need.

When a customer makes a purchase, we also go into the Notes of the Customer themselves and actually document their purchase and any other details we may want to know in the future. I need THESE Notes. They don't have to have customer name or really anything attached to them. I just need all of them and to be able to search them. 

Is this possible?

[nika]

@SWEATLRSS Oh ok I see what you're saying. So you add a customer to the sale > go into the customer's profile > add a note under their profile > and then finish the transaction out.

I checked in with our Directory team and unfortunately there isn't a way to export those particular notes. I wasn't able to get an ETA of if this will eventually be available either. Sorry about that. I did make note that this is something our sellers are asking about and looking for. Hopefully we can have some advancements made down the line.

[SWEATLRSS]

@nika  - thanks for the reply. Yes, those are the notes I'm referring to.

Is it possible for someone internally to perform a database query for the words "FREE" and "COMP" in the Notes Table within the database and send me the results?

We need this for tax purposes and no chance I'm going through 800 customers and looking at each note. lol

Please feel free to call or email if you need to. That info should be attached to my account here.

[Joe]

Hi there, @SWEATLRSS - thanks for the reply. I can step in for Nika on this one!

We don't currently have a way to perform this kind of data pull in a shareable manner. I would recommend reaching out to our Support Team to troubleshoot the best way to collect this information. They should be able to troubleshoot a bit deeper and search for helpful workarounds.

We will keep an eye out for your call!

[SWEATLRSS]

@Joe - thanks for the suggestion to reach out to the Support Team. I just submitted two requests. The one above and I'll mention the other one below in case you can figure out a way we can gain access to this information.

In the Dashboard, when we go to Customers, the report shows a 'Created On' column. However, it says "x days ago" and not the actual date. Using "x days ago," it's quite tedious work to go back and find out how many new customers per month we had. We would have to calculate how many days from today was the first of February, the first of January, the first of December, etc. and then add each row, etc., etc. Tedious and pretty unnecessary work when a simple query of the 'Created On' table in the database would work much easier (which only you guys have access).

So I'd like to have a report that lists the actual dates (January 5, 2020, for example) so we can just count the rows and be done with it. If that's unable to be provided, is this a query that the Support Team can run for us and provide back to Jan 1, 2019? If so, that'd be great and we could handle it from here into the future rather easily.

[RachelMcCourty]

Hi,

Is there a way I can get 1 report to show all of the info, including any "notes to seller" captured at checkout stage (online orders)?

OR is there a way to capture a note completed by the buyer prior to reaching the checkout page so it reportable within Square Dashboard?  

Thanks!

[ashc]

Hiya @RachelMcCourty and welcome to the Community.

We don't offer this kind of report specifically at this time. 

I'd recommend checking our our Reporting Options here from the Support Center!

[technoking]

So, Square puts an optional notes section in the online order payment form, but provides no way to get to that information via a report export?  Someone in product management needs to look at this asap and either make the optional note really optional (meaning let us make that box not appear) or, allow us to report on it via Zapier or some kind of export.  Obviously many people are using this order checkout feature and will leave notes to the seller, and the only place to get them at this point in time is to go into each order individually, which is not practical.