Square Reports Not Accurately Reflecting Sales

[createnewberry]

Hello, we run a small art shop that sells pieces by local artists. While putting together a report to notify artists of our sales this year, I discovered several discrepancies where the Square Report says that we have sold 400 or more of an item that we only sold 3-4 of. There are several items that seem to say this. I have tried re-running the report (which is for Jan 1, 2024-Dec 31, 2024) several times and checking the un-edited file to make sure I did not make any calculation errors. I am also very familiar with each artist and their pieces, and know for a fact that we did not, for instance, sell 30 pottery sculptures when the artist only had 5 for sale in 2024. The sum of all of the item sales seems to be correct to what the Square Hub says we made this year. Is this an issue with Square being unable to process so many values, or something else I haven't picked up on? 

Some of my process is below if that is helpful.

Here is the report type I made in Square to see the summary: Reports>Item Sales>Set Date to Include All of 2024>Export>Summary CSV

I also exported the Detail CSV once i discovered this issue. Items which showed "74 Items Sold" in the Summary CSV were only visible 3 times in the Detail CSV, which I assume is the correct amount. 

[JJ_]

Hey there @createnewberry

I haven't seen any reports of Item Sales Report giving inaccurate amounts. One thing I can recommend to correlate these sales is going into your Transactions page in the Square Dashboard, filtering the same dates (Last Year), filtering by Item, and pasting the item name. This should point out the times that our system processed a sale for this particular item. 

I hope this solves your situation. If it doesn't please reply with an example item and I will do my best to look into it for you. 

[createnewberry]

Hello, thanks for the response! I actually got on the phone with a representative from Square yesterday and we were able to figure out that apparently this issue is caused by more than one item having the same name! We use the category function to classify an item as being made by one artist or another, and often name items things like "pottery" then go into more detail about the item in the description. Apparently, items in one category with the same item name (even if they have a different SKU and description) are sometimes combining in the summary reports. We are working on a new naming system to work around this problem, but we like for the item name to fit on our SKU stickers so we might have to do a bit of experimenting. 

[JJ_]

Glad to hear you were able to clear that up, @createnewberry . Feel free to reach out here in the Community if any other questions arise!

[Candlestore]

@createnewberry 

After Renaming your Items, leave the SKU field Empty.  Then you can have Square create SKUs for you for each Item and Variation.  This will make the SKU about 7 Characters to fit barcodes.