Can I backdate or edit a transaction?

[Community-Team]

Hello Seller Community! 

Am I able to backdate or edit a transaction after the sale is complete? What if the sale occured earlier and I recived payment at a later date? 

[SnoMan]

There is 0 reason NONE no matter what excuse Square tries to use. I have never worked with a system that you cannot change the invoice date or the payment date. No, you cannot edit the amount charged to the card or the date the card was processed but even major retailers can adjust the invoice date. Now once it is paid on then no it cannot be edited and is locked but until then they can make all the changes in the world and keep the invoice date. But I have 2 invoices that were created in 19' and we didn't put their paper check payment in, their business claimed it as an expense in 2019 we claimed it as income in 2019 thru accounting but we cannot set a date we received their paper check payment so to give them a proper receipt and clear this invoice as paid in square and have it accurately shown on our reports? That makes absolutely no sense, I as the owner should be able to do adjustments, I can in QuickBooks, and if they took that away I would leave them. I understand square is new to the whole invoicing world which is way different from POS of Joe down the road selling you a nicknack and not joe giving you 500 nicknacks and then invoicing you for them. Square needs to get on the ball with this if they want us to use the invoice features and for them to claim fraud and outright say they have no plan to add a simple and reasonable request is absurd and makes each of us second guess if Square is the right choice for our growing business due to the vast amount of now and increasing POS app market. I would hope Square takes this as seriously as we are, and I would be happy to speak with higher ups at Square to explain my position as a person owing 5 companies for over 15 years to shine a light on this simple need.

[OCGarageDoorLLC]

My request is a little different. Is there any way to apply a date other than today's when creating an invoice. I was doing a service call late yesterday and got in late and very tired so I did not try to invoice the customer until today. Other times I just miss something. A correct date can be very important in the case of warranties. Also, in rare instances county sales tax rates may change from one day to the next, so correct dates are important. On your end you could still show the date the invoice was created, but also allow an actual service date to be displayed for my and the customer's purposes. It also helps align purchases with jobs when the dates correspond.

[PrimePawz]

Hello,

I'm going through my sales from the weekend and noticed a wrong amount charged to the customer. I clicked on it but see no options other than to refund which I don't want to do. Any ideas? I've gone through the website put can't find any information to call Square.

Thanks

[JJ_]

Hey there @vgiordano

I'm sorry about this experience and thank you for joining others reporting how this has impacted your business. I will make sure to pass your feedback to our product team for their visibility and consideration when working on future updates to Transaction reporting.

[bmn]

I would like to add my two cents worth.....   I had a team member record an invoice and payment as $348.80 instead of $384.80.  It was a simple case of transposing numbers and I am unable to fix my records so that my bank deposits and sales records match.  If I go through an audit, I will be in trouble for non-reporting of sales.  I could simply add the $36 onto today's transactions, but then yesterday and today would BOTH be wrong and I am unwilling to have incorrect records for multiple days when it's unnecessary.  I am not sure why this is an issue and Square hasn't found a solution.  There are MULTIPLE systems that will allow you to make adjustments to previous transactions and leave an "audit trail" which eliminates the fraud issue as it notates every little thing you do, who performed the action and why.  As a leader in the POS market, I cannot fathom why Square cannot implement this simple programming change.  It's absolutely ridiculoud.

[ST-Swami]

Their claim is the ability can lead to fraud.  But, it is not their job to police the business activities of a location.  That act is up to law enforcement entities, not private business.  Do you believe gun companies, alcohol producers, and drug companies regulate the possibility for illegal use?  Nope, that is up to ATF, DEA, and Treasury on a federal level..  (not at all meant to start a political or ethical discussion, example use only.)

[Daniel-labs]

I issued an invoice to a customer.  The customer paid via check.  I cashed the check over a month ago.  Now that I'm catching up on my bookkeeping, I marked the invoice as paid and indicated that it was paid via check.  However, Square will not let me indicate the correct date that the check was cashed - It only allows me to indicate that the payment was received today.  Now my bookkeeping with Square is inaccurate and there is no way to fix it.  This is a huge problem for me and my business and creates potential liability for me as a business owner as it could create confusion during an internal or external audits.

Square should allow business owners to indicate the date that a check was cashed when marking invoices as paid.  We don't all update our books every single day - which would be essential for this lack of functionality to not cause problems.

Square - if you're listening, please give us the ability to enter the date that an invoice was paid when we are indicating it was paid by cash or check.  This is ridiculous!  It makes me want to switch to a different credit card processor.  There are plenty of competitors that offer this functionality.

[rococomac]

YES!

For example, I had an invoice set up, Client paid. A week later, client lets me know he will be leaving that job and gave me the new contact person. Since it has been paid, I cannot go back in and edit their info or add that info for my delivery/set up guy. It's a very inefficient way of handling the invoices.

Also, it would be best if we could " add to" the invoice as opposed to starting a new one. The invoice could just have a remaining balance... it's not that complicated.

We also need invoices to be organized by date of service! You need to give us options on how to organize our own invoices. It's just sloppy of Square to leave it this way.

Start listening to all of us that use and PAY for this program. Please do better!!

[lind13]

I have a few more checks that I need to record for 2022, but if i record my check it will be for 2023 not 2022. My transactions for 2022 isn't finished. Is there a way I can edit that?

[Kassi_]

Welcome to the Community, @lind13 - 

At the moment, you cannot backdate or change any transaction information for your payments. 

I have moved your post to a thread where other sellers have discussed the same thing. I know this has been a huge ask from our sellers to add to our roadmap, but it's still considered a Feature Request. 

You can jump over to the Ideate Board and post it there too! In the event we get more information from our Product Team, we will circle back and change the status on the post to keep you in the loop. 

Also, you can tag any other seller you'd think would be interested in this feature to add their voice! 

[VermontPuzzle]

I thought I had set up tax exempt for wholesale correctly -- but at the end of the quarter it is telling me that those wholesale sales are taxable.

This information is then sent by you to my state either now or with a K-1 -- this makes me have to deal with telling the state tax department what the error was -- and if I miss dotting an i or crossing a T the state will charge me a penalty and interest.

In the end I will have to spend a lot of time dealing with it. 

The tax exeption for wholesale is not easily figured out (at least for me).

[SSMusic]

I also want to add sales from previous dates. I want to be able to compare sales from 2023 to 2024 but can't figure out how to import the sales information.

[RobynR]

Hey @SSMusic,

Welcome to the Community.

You cannot add previous sales or adjust transaction details, such as the amount, date, and time for any completed payment.

This would be a feature request. Please feel free to share your feature request in our Ideate Room.