Square Terminal Passcode / Passcode Resets
- Access to the Square Terminal is by user, and requires a unique passcode per user.
- Should anyone need a different passcode for any reason, the following should be able to reset it for the user on the Square Dashboard (online):
- user's manager who is setup with catalog access
- Square user with Information Technology access (IT Square product owner), OR
- System Administrator access (Accounting) user
Square Training
Most of the training/help for Square is available on-line, and is included as links in the user checklist that should have been accessed by the when first setup. Reference the training links on that page: Square Training Checklist
Square Dashboard
Square dashboard is available as an access point granted to different permission sets in Square, including: “System Administrator,” “Information Technology,” “Accounting,” “Catalog & Manager,” and "Catalog & Invoices Manager"
When these users are setup in Square, they will be sent an email to create their Square Dashboard (online) account. If they do not get that link OR need it resent, a "System Administrator" user can resent it through the Square Dashboard
The modules a user sees when logging into the dashboard depends upon the permissions to which the user has access. Here is an example of a privileged user’s view:
Square Items & Categories (Catalog Management) Tips/Reminders
Certain manager users, in addition to system administrators, have the ability to create Items and Categories. ALL sales in Square should be itemized sales (e.g., driven from the POS Library of items) in order to facilitate proper tracking and accountability of the sales. This allows management to review the Item Sales reports and know exactly the volumes and amounts sold, down to the items we’re selling. Adding, changing, or deleting an item can (and should) be done on the Device OR on the Square Dashboard, and changes get pushed to the devices when done this way.
Category Recommendations
The Square Terminal’s Library view in the POS allows us to filter the display by the Categories. As such, it is recommended that when multiple business requirements are using a shared library, that the predominant things their Sales Associates are selling be available either easily via Category usage, and the Library items can be filtered to an appropriate Category at a time for ease of selling.
Category Naming Convention for Business Area Mapping to one GL
In the case of a new business area being added to sell items in Square, when that business area maps to one GL account, it is requested that the Category for the business unit include the first four digits of the GL in the Category Name, as the last four digits of the name. For instance, the Weaver shop has been adjusted to have a category name of “Weaver 0732”
Square POS Additional Tips/Reminders
Covered in training videos, but calling out a few key things sales associates might need to know quickly:
Include Donations
No matter what is being sold, there is a Donation category with a Donation item, all Sales Associate training includes steps to accept donations via this link, also included in the user training checklist: Square - Take Donations Instructions
Adding Customer Information (especially for Donations)
Customers can be added during the sale, from the "Current Sale" and then selecting the "Add Customer" in the dropdown arrow on the upper right, collecting the appropriate information on Customer screens.
Customers can also be added at the time of sale, on the Receipt screen. See the Square Training Checklist for Square videos on adding the customer.
Clearing the Cart
To clear the entire cart, navigate to it by clicking the “Current Sale” at the top of the screen, then click the dropdown on the upper right, and choose “Clear Items” (see above image)
Changing Items in the Transaction (Change Quantity, Remove Item, Notes, Discount)
If you’ve added an item to the cart and it needs to be changed, click into the Current Sale at the top of the screen, then click the item where you can have a variety of options for changes to that item, including Quantity, addition of notes, adding a Discount, Comp the item (if permissioned), or Remove the item from the cart.
Adding a Discount
If you know this as the item is being added to the cart, apply it in that screen. Otherwise, you can edit it once it’s in the cart by clicking on the “Current Sale” link at the top, then clicking the item itself, and setting the Discount in the section at the bottom. Discounts are applied item by item so add them to the item(s) to which they apply only.
Note: if an expected discount is missing, coordinate with Accounting so that the System Administrators, who have ability to add and edit these, can ensure it gets added for future use
Processing a Refund
A refund can be applied (if necessary AND in accordance with business policy) after the transaction has completed, by navigating to the 3 bars in the upper left of the Terminal, and choosing [Transactions] from the menu. Select the transaction that is required by clicking it, and then click the [Issue Refund] button, confirm the item(s) to refund, and click [Next], select the reason for refund, and then click [Refund]. If the customer desires a receipt, this will have to be manually produced, as it does not get run or sent automatically by Square.