How to alter data after a sale has been made?

[lastporter]

I'm the newest one of 10 artists in a co-op gallery/shop where most of the crew is pretty tech-phobic: our POS is a very underutilized tool. With the hope of gathering more data for end of month reporting, I recently set up Favorites tiles within the Checkout tab that each correspond to our 10 artist's initials.

Ideally when a sale is initiated, the cashier would tap the correct tile for the artist whose item is being sold, enter the price of the item, and proceed to check out. There have been a few incorrectly entered sales: say artist A was entered but it was actually an item by artist B.

Is there a way to go back into a sale once it's completed and change which artist the sale is attributed to? 

Thanks for any help!

[Candlestore · Accepted solution]

@lastporter ;

This is not possible since the Transaction was already completed.  

Now to keep this from happening again, since it sounds like human error.  Create Items for each Vendor.  So Vendor A Item1, Vendor B Item 2 etc.  Now when each vendor as at least 1 item, goto onto your Square Items Catalog tap Actions towards the top right, a menu will pop up with a few options, one of them is Generate SKU.  By clicking that Square generates a SKU for all Items that do not already have a SKU.  If you do not have the Generate SKU in the pop up menu you can create one yourself.  Say 7 random letters and numbers if you accidentally do this and create one that is already in use I belive Square has a Pop Up warning that the SKU is duplicated.  Now you can do a number of things with this SKU, Have the vendors print their own SKU to place a sticky Label on the back of every item.  For each Item with a Sellers SKU leave the Price field empty.  By leaving the Price field Empty, Square asks for the $ amount of the Item being sold.    Since you only have 10 Vendors currently, you can have a List by your Point of Sale Devices and then Search for the vendor and Scan their Associated Barcode then enter their price for the item sold.  Now with these methods it would require purchasing a scanner.

[Candlestore]

@lastporter ;

Another way for better reporting is have every Artist as a Vendor. Then you can actually run a Vendor report which will show Which Items of Each Vendor sold.  You would sign in to your Square Dashboard > Reports > Inventory Reports> Vendors Sales

Here is a link if your on a Computer : https://app.squareup.com/dashboard/sales/inventory-reports/vendor-sales 

I am not sure which POS system you have but if you have a Square Stand, you can use the Ipads Camera to read barcodes and QR codes with Square POS.  Its a little touchy with the rear facing one but does work.  

[JuneauArtistGal]

I'm also a member of an artists' co-op gallery that usually has 20-24 artist members.  The range of techno savvy amongst our group varies across the spectrum.  We have set up a system where each artist gets a 2-digit artist number.  We then set up a category for that artist using that number.  Each artist is responsible for setting up their own 8-EAN with each barcode starting with their artist number and are assigned to their category. We also require them to start the name of each item they have in Square with their initials.  The artists can use the rest of their barcode digits and the item names to organize their inventory as best works for them.  For instance, I'm a jewelry and my artist number is 38.  I use 3810 for earrings, 3820 for necklaces and 3831 for bracelets.  We therefore have 3 ways to identify each artist's sales: by their category, by their barcode number and/or by the name of the item that is sold.  As a final piece, we use the artist number as their employee number.  It has worked very well for us.  On a final note, each artist has a "no-code" variable item that we use for when the barcode doesn't work or is missing.  The same is done for a "shipping" variable item.  

Hope that makes sense and helps.

Jayne Andreen, Member

Juneau Artists Gallery