Need input on what setup is best for me. Scenario is below...

[lacocinachico]

Hi!!  Help please! I need guidance on how to set up our Square system logistics that we use for large events. For instance should we be using multiple locations etc… Below I have laid out what our needs are, and would like some guidance on what the setup should be to accomplish this the best way square is able.

We will have three sales locations. With each location having two square registers. The Square Registers at these spots will be selling two different item tickets (beer & Cocktail). In addition, each location will have multiple iPads running the square app. These ipads will not be “selling” anything but will be used to track inventory used (ie. Coors or Bud Light, Vodka Cocktail or Whiskey Cocktail.) All sales and inventory used should be able to be reported globally, but also be able to drill down to see which location sold quantity of tickets as well as inventory used from the ipads. The two individual registers at each location can be reported together.

What is the best way to set this up on the Square dashboard?? Multiple locations? Signing in through register code for machine profile? Whats the best way to set up items? Two “sale” items (for tickets) with corresponding price, and multiple items with a price of zero to track inventory? We would like it if the Square Registers could not see the inventory buttons, and conversely the iPads not be able to see the ticket sale buttons. If we want to differentiate between an item such as Vodka cocktail and a double Vodka cocktail, would it have to be two separate items or can we add a modifier of “double” to the vodka cocktail item. Having it be two separate items would be very cumbersome as we have at least 8 base items that would need a duplicate item for the “double option.”

I have read all the Help information that is pertinent and tried several options last year with no luck, as we had to sacrifice reporting inventory used just so we could be sure that we were at least able to track Sales.

I know there is a way to accomplish this, I just don’t know how. I need a Mandalorian to pop up and say “this is the way.” Thanks!

[Summer2024]

Hi @lacocinachico ! Thanks for reaching out to the Square Community! We are so happy to have you here! 

I am going to tag in some Square experts who may have some insight for you, @Candlestore , @TheRealChipA , @JTPets 

Hopefully they have some tips and ideas to get you going in the right direction. 

[Candlestore]

Thanks @Summer2024 for tagging me.

@lacocinachico I am confused by this line "These ipads will not be “selling” anything but will be used to track inventory used (ie. Coors or Bud Light, Vodka Cocktail or Whiskey Cocktail.)"

To track Inventory with Square you would need to complete a Sale as Square is used for a Point of Sale.  So you would need the sale to go through the Square system to reduce inventory.

What I would do is create 2 categories   Beer and Cocktails.

The Sub Categories of Domestic or Imported

Then Items of the Beer would be by Types or Brand   Budweiser

Then under the Items would be Variations of the beers your selling:

  Variation -  12oz Bottle,  12 oz Can etc  or maybe they are Draft and have the size there with a Price.

For the Vodka or Double, you could use Modifiers or Variations.   I usually use Variations for my Items.

You can create an Option Set to be applied to all 8 of your Base items so it is less cumbersome.

As for on your Ipads you can select the More toggle in the Bottom right of the screen and the choose Customize what buttons are on the Bottom row.   As for doing this on the Register I am not familiar with the Register just Ipads as I use Square Stands.

Now since you want to not take money using Square but still track the inventory, the best I dea I have is creating a 100% discount that applies to your 2 Main Categories of Beer and Cocktails if you use those as Categories.  These discounts would be automatically applied when an Item from either of these categories is added to the Checkout.  This will still let you have a Receipt to show what was ordered and reduce inventory.

The issue I have with a Double is tracking how much of the Doubled item mixer was added.  I think you can do this as a Bundled Item where the Vodka Cranberry uses say 4oz Cranberry and 1oz Vodka for a single and a Double would use 4oz Cranberry and 2oz Vodka for example.  

I may have missed a few points but if you need farther assistance ask away someone here should be able to help and maybe give better examples.