How do you get a monthly / yearly damage report

[edwilson301]

Hello. I use square for retail for my retail nursery (plant nursery). Plants, like food, occasionally are no longer saleable. I remove them from inventory by damaging them out of stock. Does anyone know how to create a daily / weekly / monthly / or annual damage report in Square for retail. I cannot look at every item history and then write it down,  because I have a lot of inventory and it would waste a lot of time. I need to use this report for tax purposes.  

[JustinC · Accepted solution]

There isn't a report available to export sadly, but from Dashboard > Items > Inventory Management > History, you can filter by damaged:

[JustinC · Accepted solution]

There isn't a report available to export sadly, but from Dashboard > Items > Inventory Management > History, you can filter by damaged:

[awakenings]

Is there a plan to add a report like this? For a retail business having access to reports like this to determine shrink, etc. are key. It seems like paying for this upgrade is a bit pointless if something as basic as a shrink report (damage, theft, etc.) isn't available.  

[AshleyK]

@awakenings we don't have a specific feature like this in our roadmap, but you may want to check out our Square for Retail subscription which gives you more in depth inventory reporting. From here, you can filter your Inventory History report by actions taken on a specific item, or all items. 

It also offers a Cost of Goods Sold report that can break down your profit margins for each item as well as all of our other base reports. 

[awakenings]

Ashley,

Thank you for that.  I've been trying to get someone from Square to answer this question since 4/9/2021.  I know there is a custom option for Square for Retail that I may qualify for based upon volume, however, as I've said I've been trying to get information since 4/9.  Is there anyway that someone can contact me?

[AshleyK]

@awakenings I'm really sorry to hear the frustration regarding hearing back. You can reach out directly to Customer Success at [Redacted] and ask to speak to the Square for Retail team if you want to know more about the process. They can also set up an appointment with you to contact Sales if you wanted to talk about pricing. Please keep in mind, you will need a customer code to get an advocate on the phone. Here is the link to get that code: squ.re/contactsqsupport.

Looking at your case history, I don't see anything since December, so I would definitely recommend reaching out via the phone option above. Let me know if you run into any trouble there. Thank you!

[awakenings]

I subscribe to the paid version of Square for Retail - can you explain to me where you're getting this reporting?  I have been unable to duplicate what you're showing me in the screen shot.

Thanks!

[JJ_]

Hello @awakenings 

The screenshot shared by AshleyK is from the filter dropdown under the Cost of Goods Sold report.

[oprego]

This does not seem to be available in the COGS report anymore was it removed - how do I get a report of Lost items - you cannot filter on Adjustment types.  Please advise

[thecichlidsourc]

using this report still does not pull accurate information!!!!!!     it will show no cost on items that i have clearly put a cost on. i have doubled checked and tripled checked that the cost was on an item. Why is the only reports are for sales???????? I am not using the free program, i pay for Square Plus. I have even tried to create a report, and all you can do there is sales information.

[MayaP]

Hello @thecichlidsourc, this feature for a damage report is something our team is working on, if anything changes we will let you know.  Please see @edwilson301 workaround for now. If you need anything else let us know! 

[obsidianandsage]

thank you.  now if there was just an option for theft which is included in the inventory adjustments but not on this report.  

I appreciate your response

[awakenings]

What is the new process for doing this as this functionality has been eliminated with product "enhancements" from Square. We now have no way to export this data. Running an inventory system without some way to get this information is frankly irresponsible and shortsighted of Square. What is the fix?

[MayaP]

Hello @oprego, thanks for reaching out. I personally have never seen "lost/damage" adjustment type available in our COGs Report. I have only ever seen it under Items > Inventory Management > History > Adjustment Type. How long ago was that available?  Would the steps provided above help with what you are trying to accomplish?

[MayaP]

Hey there @awakenings are you wanting this adjustment available in the COGS Report as well? 

[obsidianandsage]

I am looking for better reports and a way to better track loss, damage, theft or an item I use in the store.  I love the purchase orders and maybe i just don't know how to use all the functions yet.  but when i adjust inventory in the item screen i would live to know when i print a loss report it includes theft and damage

[Kassi_]

Hey @obsidianandsage - 

There isn't a specific report for what you're looking for, but you can check out the Best Answer by JustinC for a workaround in the meantime. 

I moved your original post to add your voice to this Feature Request for our Product Team. 

Thank you for reaching out about this! 

[Ria]

Hi @awakenings - 

We appreciate your feedback and will make sure to make this visible to our product team.

[awakenings]

It is really unacceptable that you offer the option to select theft, etc., and then the report you point us to doesn't even offer all of those adjustment options.  This report is key to your retail customers.  We must know our shrink - it's vital information as it's money that is literally walking out of our doors, thus less opportunity for payment via Square and decreased earnings.

[edwilson301 · Accepted solution]

Hello everyone. I was able to work around this issue, and you'll have to excuse my not giving you perfect step-by-step instructions on how to make your own report, but I will try to navigate you on the highlights. Some of the finer details, you'll have to figure out because I'm not there to show you. This is what I ended up doing to get a damage report, a loss report and so on...

On Dashboard, go to Items,... go to Inventory Management,... go to History,... within history, select the time period for your report,... (I need a damage/dump report for the entire year for tax purposes, as well as loss and theft. Each report has to be done separately). DE-select All Adjustment types and select the adjustment type for your report... I selected damaged, All Costs and All Vendors. 

Here is how you can extract the report, because Square does not offer to print the report... (Shame on Square, it would be easy to tabulate it from this point, but it isn't available).

Here is how I get my numbers: Highlight the list that comes up. Avoid putting your curser on an item, because you want everything in the list to highlight. I cannot explain this very well, but do not hover over the item, rather place your curser to the left of the first item, (for PC users) click/hold the left click on your mouse and direct your curser to the bottom of the page. (Sorry, I don't know how to do this for MAC users). Your page should highlight the area of the report that you want, Date, name, Vendor, Total cost, location, and adjustment. Once you have completely highlighted the area, use ctrl C. This will copy your selection.

I use Microsoft Excel. I hope you have this program, because it can be very helpful. I create a new workbook and paste the list using ctrl V. Everything you highlighted should transfer to the workbook. You may have multiple pages to transfer. Highlight and transfer to Excel as many times as you need. You can do the whole year, by the month, or by the day or designate your own time period. To "total" or "add" your column so you can get the grand total of all your damages, etc (Square doesn't do this either), within Excel, use the 'sum' function under your Excel column to be added. (If you don't know what this is, there are plenty of tutorial from YouTube) I need a total balance for damages, loss, theft and other adjustments. I make a new workbook for each adjustment type and print it for my records and save a copy of the workbook to refer to if my accountant has questions. (paper, paper, paper for taxes) That is how I get all my numbers. It is time consuming, but it is better than reading each damage $ value off and having someone write it down, etc... I did this the first year I used Square. What a pain!