How long is transaction history retained in Square?

[shussein]

Hi There,

We're currently evaluating Square for use at several F&B locations in our organization. One question from our accounting department is how long the detailed transaction history is available in Square. Is it there a point after a certain number of years where it's removed? If so when? Otherwise is the history retained in perpetuity?

We want to know whether we'd need to print and archive reports to meet our historical transaction retention requirements or if we can rely on that history to be available online in Square for at least 4 years.

Thanks!

[Helen · Accepted solution]

Thanks for your interest in Square @shussein! 

If you use Square, your transaction history will be available to you for as long as you need it! We don't have any plans to remove or restrict transaction history or reports. 

So, no need to print anything! This should save your accounting department time and paper. 🙌 

[Helen · Accepted solution]

Thanks for your interest in Square @shussein! 

If you use Square, your transaction history will be available to you for as long as you need it! We don't have any plans to remove or restrict transaction history or reports. 

So, no need to print anything! This should save your accounting department time and paper. 🙌 

[shussein]

Thanks Helen, great to hear!

[Helen]

You're welcome!

Feel free to post more questions if they come up! 

[Anah]

so, as long as i am a user, i can acess the reports as well? not just the transcation. but ALL the different types of reports. 

[nika]

That's correct @Anah! With an active account, your transaction history and reports will be available to you whenever you need them! 🙌

[GroveandBaker]

We use to be able to look at custom transaction reports that could show when we started with square completley to the current time. Now we can only see a report for a one year durration max. Why was the viewing durration changed?

Thanks, GB

[jasonldaniel]

My transaction history only seems to show to June 16 2020 - today is June 16 2024, is there a way to see transaction history older than 4 years?

[MayaP · Accepted solution]

Hi @jasonldaniel- I see this is your first post in the Seller Community so I'd like to officially welcome you! 🎉👏

I did some testing on my end. When I go to Dashboard Transactions and enter a date past four years. So I did 2019, initially, when I entered the dates it told me "Reports can only be shown for one year or less." But when I continued and entered the start and end date and click "return" the transactions do populate for me. 

Let me know how that works! 

[jasonldaniel]

No. It does not work. I can search for a single day i.e. 6/16/20-6/17/20 and it only shows transactions for 6/17. Yesterday it showed transactions for 6/17 and 6/16.  6/16 data has disappeared today. 

[Candlestore]

@jasonldaniel ;

I just tried this on my Square Dashboard.   I changed the Date from This Year to last Year.  Deleted 23 and typed in 20 for the Start and End Dates and I gor Transacations for all of 2020 to export.

Here is a Link to your Dashboard Transactions page :  https://squareup.com/dashboard/sales/transactions 

I know when using the Calander and selecting days or weeks etc you need to make sure the days you want the report for stayed circlered in Blue.  If you double click the selection goes to one day.  Also if you tap the 17th for example and then the 12th you will only see the 12th transactions.   If you select 12th then the 17th you see all transactions on the 12th through the 17th for example.  So it appears you can go forward but not select backwards by date.

[brunch1]

I don’t know if this is accurate. I can’t even access my square statements before last may…

[Candlestore]

@brunch1 ;

Change the Start and End Dates.  The start and end dates can only be within a year.

So jan 1 0f 2019 t0 December 31 of 2019

 Our July 23 2023 till July 22 2024

Change the dat eas shown in the picture below in your dashboard on a computer at :

https://squareup.com/dashboard/sales/transactions 

After hitting enter screen amounts changed to the Date Range specified.  You are not able to click the drop down to look back over a year and need to adjust the dates in the bottom as indicated by the red oval.

[Alk]

I am testing out Square. Could someone please confirm for me whether it is possible to retrieve transaction history older than 1 year ago?

Whilst I know that this once possible with Square, I am not sure that it still is...

As a test, when I put in 2018 as a start date range, Square doesn't properly accept it, and sometimes I get a message stating that I can only use a date range of a year, therefore, I don't believe that it is possible to go back beyond a years history anymore.

Thank you.

[Alk]

Having spoken to Square support; I have an answer to this now. Transaction history is kept indefinitely and is available from the inception of the account. However, you can only view 1 years worth at a time - ie. 1st January 2018 to 31st December 2018. You cannot view 1st January 2018 to 2nd February 2019.

From a practical point of view, this works fine for accounting, as you don't view more than 1 years worth at a time anyway and importantly Square keeps the older transactions - so it's all great. 👍

[Candlestore]

@Alk ;

What I have done was to download each year as sepperate files.  Then I use Power Query in excel to add al these sepperate files as one huge file to compare previous sales or transactions.  So now I can take this one file and create a Pivote table to fit my needs.  Hope this helps you out.

[WCLSLLC]

Actually, I have been asking square to tell me where / provide me with a year of missing transactions and records on my Buisness account. No help whatsoever. I have all of my store items still, all of the different options for them still in tact. All of my customers and their information in my customers section from the invoices sent and paid. But strangely, when I go to pull reports they pull back with no sales records. 

I have emails, customers, a square debit card, even receipts from square invoices all that tell me what I already know.. this is a gd lie. BUT Square hasn’t done anything to fix it, at all. I have reached out multiple times.

I have a customer who has had a question for two months that THAT I CANT ANSWER. This is absolutely ridiculous for a “Buisness Payment Solutions Provider”. 

I needed to pull the reports to give the SBA, my deadline is in a week and they have no wiggle room because it’s been two months. And I have been asking, for freaking months for Square to fix it. I am going to lose my targeted advance. Yeah, that targeted advance only for people that the SBA figured out that they wrongfully denied, the actual businesses, when all of the jerks got SBA grants. Do not rely Square for anything, I relied on them and I really regret it. 

[Arie]

Hi @WCLSLLC,

Thanks for getting in touch and sorry to hear about the frustrating experience. Transaction history is kept on your profile, and is not deleted by us. If you're missing transactions, it's possible that these sales were taken on a Square location that you might have deactivated. These transactions would come back up in your Dashboard when reactivating the location. To check, follow these steps:

1. Log in to your Dashboard. 

2. Head to Account & Settings > Business > Locations.

3. From the Status tab on top of the page, select "Inactive". 

4. if you do have an inactive location, reactivate it by clicking on it and selecting > reactivate. 

Please let us know how you go with these steps, and if you have an inactive location.