How do I get reports to match my deposit?

[JMUSK]

I have never quite been able to recreate the Sales Summary Net items (gross sales, discounts etc.)  in a way that matches our actual deposits.

There's a lot of factors that affect the sales reports like pay outs, fees, refunds, and subscription purchases.

I would appreciate if someone could make a breakdown of everything that actually affects Net Sales so that I could create invoices in my accounting software that actually match my deposits.

Here's an example of what I would need:

The following stuff is already included in the Sales Summary 

Gross Sales
(Discounts)
Net Sales

Gift Card Sales
Tax
Tip
(Partial Refunds)
Total Collected

I would like to go from Total Collected down to Expected Deposit Total as follows:

Total Collected

- pay outs

- subscription fees

- Transactions carried over to next days sales summary

+ transactions from previous day

- Pending credit transactions

+ Previously pending credit transactions added to deposit

+/- anything else that affects the Sales Summary down to the point of deposit.

 Ideally Square could create a master report that includes data from ALL the other reports (payment methods, drawer reports, etc). 

Thanks in advance!

[EJ_ · Accepted solution]

@JMUSK Thanks for the post! 

This specific report you mentioned isn't fully available, but you might get a bit more useful information from downloading your Deposit Transaction report. 

This will at least give you the transactions that were included from the previous day. 

You can also view the Pending Deposit amount that's sitting in your Square Balance from the Deposits tab. 

I'll definitely send this over to our Product Team, as I can see how these specific categories of reports would help with accounting. 

[Tracys]

so without being able to print a report with the total paid in and paid out-we find the square app not useful for our company. Please let me know when this becomes available. I will start researching other vendors for POS.

Thank you,

[ycsf]

The advice to download a transaction report and analyze it is ludicrous for restaurants and cafes. What good would it do? I would only know what transactions had been included in the deposit, but it wouldn't address the issue raised by the original poster. Why can't Square reconcile deposits and sales in a helpful daily way?

[TahoeKristen]

"downloading your Deposit Transaction report"

How does one go about doing this and will this show which transactions were included in each deposit?  It's pretty annoying that the deposits are random numbers.  Thinking there's got to be an easier way than hand doing the math to figure out which transactions we were actually paid for and when.  Thanks!

[Chad]

Hey @TahoeKristen!

When you're on the Square Dashboard head to the Sales tab on the left hand side. This will take you to all of the reports. On the top of this page you will see the Deposits option you're looking for. 

You should now see a screen outlining all of your deposits by date. If you click on a specific deposit it will show which transactions were included. You can also download a CSV file of this report using the Export option in the top right corner. 

Please let me know if you get stuck at any point! 😀

[jenviale]

The deposit still doesn't match up when I go to my bank account. In the past I use to be a ble to look at my square deposit and my bank account and it would match. I'm very confused.

[Helen]

Hello @jenviale! The Deposits report that Chad mentioned above includes the date and status of each deposit sent to your bank account. I also recommend this Support Center article about the next business day deposit schedule which has useful information about when your deposits will be sent to your bank account! 

[cc1980]

This sounds like exactly what I am looking for, except that I can not find a sales tab to even start the process.  Any help is greatly appreciated.

[Arie]

Hey @cc1980,

Thanks for writing in and welcome to the Seller Community 👋 😊

You can find your transfer report here. Click on the transfer you'd like view, and download a report showing each transaction included by selecting the export button. 

I hope this helps! 

[Kakawa18]

Hi there. I don't see anything regarding deposits on my sales page. 

[2Flustered]

But where do I find all the items that were missing from that deposit ???  I.e. Cash Sales are $200, the app transaction for that day's cash deposit says $100 and itemizes each item totaling the $100 but where is the other $100 that is not part of that transfer?????  What a mess this is ! I'm missing lots of money!!

@Flustered

[Kassi_]

Welcome to the Community, @2Flustered - 

If you take any payments outside of card transaction, that money would not come through your deposits from Square. The payment is just recorded if it's not paid with a card. This can cause an issue with the deposits not matching the reports. 

Also, you will see that the fees are taken out before your deposits are sent over too. Another way for your reports to not match the deposit, but you can see a breakdown of this in the Sales Summary on your Dashboard under Reports. 

If you're still missing funds, I can recommend reaching out to our CS Team directly: 1-855-700-6000. They will be able to take a look at the account specific information regarding your transfers. 

[Dvalleyassoc]

Any update in this? This is exactly what I am looking for.

[Chad]

Hey @Dvalleyassoc! 

The report JMUSK suggested is still a feature request. We're tracking the feedback on this thread, but we don't have any updates to share at this time. If there is movement on this a member of the Community Team will update the thread. 

[plastercarousel]

[This post was updated by moderator in 2020 to reflect a name change - deposits are now called transfers.]

I am also looking for a clean transfer report that I can use to compare to what is shown in QuickBooks for my bank deposits. I just need a report that shows the net amount transferred per day (just like the bank shows it) so I can easily reconsile. Currently, I am only able to export every transaction but I just want a daily summary. Thanks in advance!

[Tom]

Hey @plastercarousel, welcome to the seller community and thanks for bringing this up. If I'm understanding your reporting needs correctly, it sounds like the reporting process in this article should get you the right information: Match Deposits to Sales. Have a look there and let us know if any questions remain. 🙂

[plastercarousel]

Thanks Tom. Unfortunately, this gives me a detailed list of all transactions that occurs. I just want a single number that matches what is transferred into my bank account each day. So, an aggregate of each days total minus fees, etc. so I can match what gets transferred with what Square reports. Does this make sense?

[Tom]

Ah, got it—apologies for the confusion! It sounds like you'll be able to find the information you're looking for on the online Square Dashboard > Balance >tab. From there, you can set any given time period and either view or export the report that shows the net transfer amount accompanied with the date it was sent from Square.

Note: if you're set up with the "Next Business Day" transfer schedule and the cutoff time is causing your transfer to be split up, you may need to adjust your close of day. This will ensure that a full day’s business activity is grouped in one transfer.

Hope this helps clear things up. Please don't hesitate to let me know if any questions remain, or get in touch with an account specialist if you'd like someone to take a deeper dive into specifics.

[plastercarousel]

Thanks Tom. That did the trick!

[Tom]

Glad to hear it—appreciate your patience! 🙂