How can I get the SKU to show on digital receipt or in the transaction list in the Dashboard?

[naroescape1]

When i look at the transactions list from the Dashboard and click on a transaction, we really need to see the SKU of the items purchased on the transaction record/detail/receipt or whatever it's called on the right side of the screen. Just having the item name makes it very labor intensive to reconcile inventory and transactions into our Quickbooks system.  Showing the SKU for each item in a transaction would save a ton of time. 

Our inventory is sync'd with our Woocommerce website (except for items that have multiple attributes which is a feature I've been asking for, for a few years now). and all items on the website have a unique SKU. 

[Candlestore]

@naroescape1;

Do you need the SKU on the receipt OR do you need to see the SKU for a transaction to be able to import it or copy paste it to QuickBooks?

The First answer is not possible I believe about having the SKU on the Receipt.

The 2nd answer is go in your dashboard-Reports-Item Sales- Export-Detail CSV

This will give you a csv file that can be opened by any spreadsheet program like excel or google sheets (sorry I do not know the name for the Apple spreadsheet program).  There you will have a list of each transactions number Item and SKU plus more information.  There are a few types of these exports find the one you think will help you the best.  The one I mentioned here has the most detail (ie Detail.csv) the only thing with this is that each item for 1 transaction is in a separate row on the sheet.  ie if you sell 5 items to customer A, then in the spreadsheet will have 5 rows for for that transaction...the transaction ID column will have the same ID  for these 5 items with more details....fees, taxes discount etc. 

 There are import tools you can use to get this data into QuickBooks.... Commerce Sync I have heard works well and I use Transaction Pro Importers which works for me.  If you can download your sales data from Woocommerce as a csv file you could use TPI to import that data to QBs also.  I download my sales data as a csv from Square and from my website and have it imported all through TPI to QBs to keep my inventory accurate in QBs.  

Commerce sync link:

https://www.commercesync.com/square 

TPI Link:

https://transactionpro.grsm.io/iucyv3jvqy57 

[NaroEscape]

Thanks Keith

the csv file export is unusable for what we need to do since each item is a separate row as you said. 

We sell racing gear at the track and online. It’s the transactions at the track I’m taking about. On any given day we could have 40-50 transactions, many with 

multiple items. We need to get them into QB to keep track of the customer info, sales, tax, inventory, etc. What we do now is after a weekend, we log into Square dashboard > Transactions and manually enter each transaction into QB to capture customer, contact info, items, fees, tax, etc.  Basically create an invoice, receive payments deducting fees, so our bank accounts, inventory and such are all in sync.

So when we click on transactions from the list for the day, we see the customer, items they purchased, receipt #, fees, etc. but no SKU of the items. Problem is we have lots of items that are close in description so we have to search our QB item list and figure out what sold to create the invoice. Having the SKU right there on the transaction receipt would save a ton of time. I honestly have no clue why it’s NOT there. Why bother having one if you don’t use it?

[Candlestore]

@NaroEscape ;

1 question... Do you use QuickBooks online or Desktop?

2 Ideas for you ;

    This way is free using Google Sheets and would get the SKU in with the Item for easy reference.

   1)   Add the SKU field to your Item name. You can do this quickly by following these steps:

      You export your Items list by csv.  Then Concatenate your Item and SKU fields (join the data together)

       here is a YouTube video about this.  https://www.youtube.com/watch?v=VTZnCyfeE48 

        Just decide if you want the SKU or Item first switch columns to how you want them.

       So export Your Items open the CSV file, then save it twice File-Save AS Test and then Save as Edit

       this will give you 3 Items Files Catalog with Date.... TEST and Edit files

       Open the Edit File

       Delete all Columns except Item Name and SKU in the Edit File

       Now do the YouTube Video to these two columns

       After you have Joined Item and Sku to column Item Sku

       Copy the ENTIRE Row of Item Sku (everything below the Header of Item Sku)

       Open The TEST file and under Items paste everything you just copied.

       Now upload your inventory back into Square using the Test file, use the Modify item Library 

       The only thing that should have changed is the Item Name field to "shirt 876126123" or "876126123 shirt" from just "shirt" depending which you wanted first.

        if all this looks good your all set and can keep doing as you have been doing and now your SKU will be on your receipts.

        if anything looks messed up you can always import the file you downloaded originally from Square "catalog......" 

The next method is not free but can save you a lot of time..... how long does it take to enter 40-50 transactions?

2)   The 2nd method would be to use TPI, which takes me 5 to 10 mins to upload all my sales from a day or from a week. This was after I sorted out all the mapping and figuring out Excels Power Query to get a spreadsheet set up for importing correctly.  I upload my sales transaction from Square and From my Website as Individual Sales Receipts not as an invoice which you could do with TPI.  This is what one of my Square sales looks like after a few clicks and the import is done ....

In Quick Books my Item is my Square SKU, all the data on here is done by TPI and no typing or searching.  Top Right of the sales Receipt it says Square Template.... which I tell TPI to use for my Square in store sales, Under the Header Square Sales Receipt is how we were paid and its selected in Green this customer used a Visa.  Also on here is The Date, The Transaction ID, Payment ID and the Deposit ID in case there is a question on this transaction I can find it in QBs and in Square. If the name of the customer is available it would be listed in the Ship to Box.  I also import the Square Fees so my Deposit matches what my bank gets, and the Taxes are imported and not calculated by QB to avoid rounding errors.  As you also can see in the top I put this deposit into a fake Square account called "Checking at Square 1...", This is so when I get a deposit of XXX.XX the following day in my bank, I transfer that amount from Checking at Square 1... to my business checking where Square actually deposits my payments less their fee.  After this transfer shows at Square Bank 1..., its balance should equal $0.00.  If it does not equal $0.00, I have learned I must have a Split Payment.... a Cash and Credit card payment for a transaction or two on the date where the Square Bank balance was not $0.00, unless it was a weekend then I have 2 or 3 days to look at (Friday, Saturday, and Sunday) since for me these all get deposited Monday morning.   This is not bad for me since I usually do not have split payments and if I do, I have my team text me at the end of the day.  So here is what my Square bank journal looks like..... Notice after a Wells Fargo Payment the balance = $0.00

I went back to find days when we were slow so not many transactions hitting this account.  I whited out the Memo which is Square's Deposit ID and also the current Balance which is todays sales since the deposit will not hit my bank till tomorrow morning.

[NaroEscape]

Keith

thank you for the time you’ve put in to the details!

we use QB desktop

option 1 won’t work because all our inventory is coming from our website sync. And I can’t (won’t) put the SKU as part of the name on the site….especially since some items have long names and huge SKU numbers (**bleep** vendors) so except for multi attribute items, everything comes from the website, which gets new items added all the time. I’ve added over 100 just last week. 

I’ll have to think through your option 2 because quite honestly I couldn’t follow it the first time I read it.  I don’t use Sales Receipts at all primarily because they don’t show up in the reporting we do using invoices. 

Does this method capture all the information on the customer into QB? Billing/shipping address, phone, email, etc? Plus all the individual items and any notes we added at the transaction? 

what I’m also concerned with is that the item names on the website - and thus in Square - don’t match exactly to what’s in QB.   In QB, we kinda use the SKU as the item name. On the website and in Square, we use a more descriptive real name as you might expect.

for example: we sell Stilo  racing helmets. On the website it will say “Stilo SA2020 ST5 GT Composite Helmet”, which will sync to Square as that name. Then there will be variations in size and color (as a sidebar, before version 2.0 of the Square Woocommerce plug in on our site, it would sync items with multiple attributes like size and color. After 2.0 it no longer will for any new items we post on our website…such a PITA) In QB, the item Name of that same product is listed as “STAA0700AF2T61-XLG-SIL” where the 61 is the size and we add XLG because every other manufacturer used S, M, L, XLG etc except Stilo so we can easily relate a size across brands, and SIL so we can easily differentiate Silver vs Flat Black (using FBK in the name).  

So unfortunately they won’t let together on an upload.

[NaroEscape]

Some reason it cut off my last comment:

this would be so much easier if they would just give us the option to have the sku appear on the receipt. It’s really not that hard…

[Candlestore]

@naroescape1 ;

Trying to learn a video recording software to show you what I do which may save you time.   Just an update.

[Candlestore]

@NaroEscape @naroescape1 ;

My 2nd option of Transaction Pro Importer works with QuickBooks Desktop.and has a 1 time fee starting at $199 currently.   You use the program as long as it's working for you, sometime in the future with a QuickBooks update you may need to buy a newer version. It imports the data you want as long as it's in a csv file and there is a field for that information in QuickBooks.  Yes TPI can import Invoices too, I am just not as familiar with that way of importing data.  The process is simple once you get the terminology and which fields You want to match up.  As you stated you use the Item name in Square and your website, but the SKU for the item name in QuickBooks.  The same for me, but in all three I have a field for a SKU.  So when I transfer my data in, I tell TPI that SKU from Square matches the Name Field in QuickBooks, this is called mapping.  For me I can import the buyers name and a ship to address for each sales receipt, should be the same on an invoice.  I just choose to use Square as my buyers name for sales receipts so I do not have a lot of customers in my customer list for cash sales and need to keep adding them in QuickBooks, that is what Square is for to me.  So I have my customers from Square imported to the ship to Address field in QuickBooks, when available.  Sometimes in Square when people use a CC the name field is blank, not sure why but it is.  Now I am not sure how you get your information from your website to QuickBooks but if you can export your website files via csv file you could use TPI for that too with no extra cost.  TPI does have some videos on their website how this works and what all it imports to QuickBooks.  Here is a simple explanation how it works:

1) You open the Program TPI

2) Choose the csv file you want imported to Quickbooks

3) Choose what information is being imported from a drop down list

       one of these:

• • Bank Statements
  • Bills
  • Bill Payments
  • Checks
  • Credit Card Charges
  • Credit Card Credit
  • Credit Card Statements
  • Credit Memos
  • Deposits
  • Estimates
  • Inventory Adjustments
  • Invoices
  • Item Receipts
  • Item Receipts with Bill­­­­­
  • Journal Entries
  • Purchase Orders
  • Receive Payments
  • Sales Orders
  • Sales Receipts
  • Statement Charges
  • Time Tracking
  • Transfer (Bank)
  • Transfer Inventory (QB Enterprise only)
  • Vendor Credits

• Lists Supported

  • Accounts
  • Classes
  • Customers
  • Employees
  • Items
  • Item Assemblies
  • Item Fixed Assets
  • Item Groups
  • Item Sales Taxes
  • Other Names
  • Price Levels
  • Vendors

  4)Click Next

     5) Shows what data was read by TPI  Click Next

      6) Map how your data is matched into QuickBooks

              This is where Tpi Reads QuickBooks to see what fields Quickbooks has available for your import.

              A Bank statement import has different fields then an invoice field for example

              This is where you choose to match Squares SKU field to the Item Field in QuickBooks

                 You get I think 3 columns

                      Quickbooks Field name        CSV file names in a Drop Down selection    Static Value

             This is where on my Sales Receipt in a previous comment I match the Item, Date, Transaction ID, Payment ID, Deposit ID Customer Name etc to the imported fields in QuickBooks.... This is also where I assign a static Values to Customer ,Deposit to my Square Bank 1, and the Template that QuickBooks is to use for what my Sales Receipt looks like.

      7)  You can now save your mapping so the next time you run TPI this mapping is done for you and you can save multiple maps.  Meaning I have a Map for Square and a different Map for my website

😎 Next Then TPI verifies the data is valid and not missing a required field for QuickBooks if it is you can edit it and repeat this step.

9) verify some settings into QuickBooks  Next Next  (I left these at default)

10) go get Coffee as each (Invoice is created and Imported to QuickBooks)  Depending on the number of transactions and speed of your computer this time varies. 

11) You can verify that everything was imported and save this import record.

12) Close TPI

13) All your newly created invoices are in QuickBooks

This sounds like a lot of steps but now what I do is basically Download my CSV file move to replace my previous download, open TPI select this file, choose Sales Receipt, then  choose my map file then Next for the rest of the screens.   I did a small video but I did not like it and made a few errors as i was speaking or the dog was barking..... sorry I am not a YouTube professional   lol   Will try again later tonight.

[NaroEscape]

And oh btw, naroescape1 and NaroEscape are the same (me) it wouldn’t let me login before and made me make a new account, Now it did so…