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Is there a way to Isolate invoices to users?

Hi Squares!

 

I am wondering if you guys know of a way to segment or isolate each individual users (on a team plan) Invoices, I don't want each of the employees seeing or modifying other peoples invoices. They are all using Mobile App and Square Reader, but they need to make their own receipts (and I need to have the name show up, hence the use of invoices, instead of just the Payments page. There is nothing in team permissions, and I haven't been able to find anything anywhere, please help!

Message 1 of 13
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Square Community Moderator

Re: Is there a way to Isolate invoices to users?

Hey @WeGotYou!

 

Welcome to the Seller Community 

 

Hmmm. We do not have exactly what you're looking for, but I can think of a workaround that will meet your needs.

 

Creating a location for each employee would be the best idea. That way you can only give each employee access to a specific location. They will only be able to see invoices and transactions from their location. I have to double-check but you shouldn't need Team Plus to make employees location specific.

 

Would that work? 

Isabelle
Community Moderator, Square
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Message 2 of 13
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Re: Is there a way to Isolate invoices to users?

Hi there Isabelle,

 

I would like to do this option, however, the prices of our products frequently change, and I would like to keep it consistent between "Locations"

 

Also, I need to track individual sales for each person, which is only part of the "teams" plan. I suppose if they each had their location, this would not be an issue, but again, the product pricing to be consistent across all locations, as well as the customer list would be my biggest concern.

Message 3 of 13
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Square Community Moderator

Re: Is there a way to Isolate invoices to users?

You could match the item libraries @WeGotYou.

 

I do understand that although the items would be the same, they would be considered entirely different inventories which makes tracking difficult. 

 

 

 

Isabelle
Community Moderator, Square
Sign in and click Mark as Best Answer if my reply answers your question.
Message 4 of 13
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Re: Is there a way to Isolate invoices to users?

Hi Isabelle, 

 

I am interested to know more about "adding locations"

 

I do NOT need item inventories, and have no issue matching up the item libraries.

 

My concern is tracking. I need to know how much each person does (only 1 person per location). How hard is this to track within my Dashboard? I need to calculate each persons sales on a nightly basis, as well as track advanced stats, like Specifics of "Items" sold, credit card transactions vs debit vs cash transactions.

 

My permissions are all the same, except for myself of course. So the need for Teams was only for "Sales reporting by team member". Can I also get around this by having multiple locations? As a new business, the $45 USD is expensive

 

What are the Cons of using multiple locations, given that I don't need inventory tracking, just the ability to create "itemized" receipts that can be tracked by each location

 

Could you give me an idea of what it would look like? I don't want to cancel teams, nor get charged for each "location" at $45 a pop, until I know it works for my use case.

Message 5 of 13
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Square Community Moderator

Re: Is there a way to Isolate invoices to users?

Hey @WeGotYou!

 

Thanks for your reply! 🌠

 

By utilizing Team Management Plus and creating a profile for each team member using one location, you will have access to all of these features. As you can see, this includes activity log by team member, sales reporting by team member, individual sales, etc. I believe that has everything you need. Your only issue with that, is you're struggling to find a way to provide your employees with Invoices access without being able to view all invoices. Is that correct?

 

I'm thinking now that perhaps Locations wouldn't work because it sounds like you want to keep the features of Team Management aside from sales and analytics, which would be very costly.

 

Let's see if our Super Sellers have any suggestions here:

 

@Goldneye @Donnie-M @alexandriak @GourmetOnWheels @JamesSandbar @Pesso @MAXSDELI @porktaco @Ron @ryanwanner @GoGoGuest

 

Isabelle
Community Moderator, Square
Sign in and click Mark as Best Answer if my reply answers your question.
Message 6 of 13
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Super Seller

Re: Is there a way to Isolate invoices to users?

From what I see your looking to track sales via invoices. 

as far as I know you can not track who sold the invoice the reports are very basic and I'm not sure when someone pays the invoice it goes toward their sales as invoices are paid via web link mostly. They should have a feature in invoice to "attach sale to team member:" to better track who sold what. Sorry I don't have an answer. I will write back if a figure anything out.

James
Message 7 of 13
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Super Seller

Re: Is there a way to Isolate invoices to users?

@WeGotYou I think the only way you can do this effectively is through the use of locations.  Invoices is sort of a separate app from the regular point of sale.  You can still use the team permissions with the team passcode at no charge.  From what I have seen you could use the invoices app on each device and assign it a device code so that only that device can access that locations (each location would have 1 device with 1 device code) with shared library of items.  You can then break down reporting for each device and that is pretty simple.

 

The big question here is are the invoices vital to what you are doing since this is a daily reporting?  I am trying to understand the purpose of specifically using invoices only (I am guessing you have down payments and payments due upon receipt etc.)  You would basically be treating each employee as a cost center(location) which would give you that detailed breakdown.  Team management also gives you that reporting on a point of sale level.  IF you don't have recurring billing or balance due transactions you may not need multiple locations.  Can you give us a little more insight on what your transactions look like?

Message 8 of 13
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Re: Is there a way to Isolate invoices to users?

Thank you so much for the help everyone. I truly appreciate you. 

 

My needs are as follows:

Each Receipt needs to have Customer Name and address, which is why I've been using invoices. Using the regular checkout does not have this information on the receipt even if I attach a customer.

 

I also have a need to make multiple receipts at a time and invoicing is the only way I've found to store that information.

 

As far as tracking it really doesn't seem like I need Team Plus if I can track each location. and separate their tips at each location. It actually seems easier to track.

 

As long as I can track Tips, Item Type Sales (Mainly be able to track each locations Delivery Fees collected and some other fees, which are separated as individual items), and Sort that data by week filters, that's all I really need.

 

Another question that arose, I have a Zapier form to create a customer automatically when they place an order in my fulfillment app. If they have separate locations can they still access all the customers I have on my main location just like the item matching?

Message 9 of 13
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Re: Is there a way to Isolate invoices to users?

I also wanted to add, can someone do a quick walkthrough of how to set this up effectively? 

-I have 8 "Drivers". They all will have their own Square Reader, with their own Locations, that track their tips and item sales independent of one another.

-It seems like Customers and Items can persist across the board, so all good there.

-I am confused about the "Team Passcode" as well as "Device Code" and how this applies to multiple locations. If I assign each person a Device Code, why is all their "Team Passcodes" the same. Is assigning a device code good enough to separate all their data? If the Team Passcode is the same for everyone, it might not matter much, as long as they're all separated.

-I only need 1 set of permissions. other than myself, which is why I am not really all that interested in Teams Plus, assuming I can use it for my use case scenario

-Do I need to set up Tipping Options, Taxes, and other options on EVERYONES device individually? I'd rather not as that means I'd have to meet up with all of them and apply it to each of their phones, is there a way to do this remotely?

 

1) If I'm separating this by "device code" and "locations", do they all have to share the same "Team Password". 

Message 10 of 13
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