How to use Square

Items & inventory

In this menu, you'll be able to view and change your Wiise items and variants, manage what items are sent to your Square store, re-synchronise your items in your store, and reconcile your inventory between Wiise and the store. 

Note: Any item(s) you sync from Wiise to Square must have an Item Category Code assigned on the item card. Without the item category code, the item can't be synced with Square. http://wiise-20556082.hs-sites.com/knowledge/how-to-set-up-square

Items / Variants 

The Items / Variants page is where you can view and manage your items and item variants in Wiise on a single page. 

How to manage store items

The Manage Store Items page is where you to add, remove and synchronise items from Wiise to Square. You can also reconcile your inventory on this page. To open this page, select Items & Inventory > Manage Store Items. 

How to add items from Wiise to Square

Item synchronisation goes one way, from Wiise to Square. To add items from Wiise to Square, you'll first need to add items to the Store Items page, then synchronise the items from Wiise to Square. 

1. Start on the Stores page. Select your Square store and go to Items & Inventory > Manage Store Items. 
2. Select Process > Add Items.
3. Then select the items from the list you want to add to the Square Store. You can select multiple items by holding down Shift and selecting another item. When you're done selecting items, click OK. 
4. Your selected items will be added to the Store Items page. Any new items added will need to be synchronised to the Square store. You can tell if this is needed if the Synchronisation field is set to Required. 

Note: The maximum image allowed in Wiise to be able to synchronise with Square is 1MB. You can view the image size for each item on the Store Items page by adding this field—go to Settings > Personalise > More > +Field > and drag the Image Size field from the left panel to the items table. 

How to synchronise items from Wiise to Square

To send Store Items from Wiise to your Square store, you'll need to synchronise from Wiise to Square like this:

1. Select the items that need to be synchronised and select Process > Synchronise Items.
2. You can choose to either synchronise just the selected items, or all items at once. Select the relevant option and click OK. 
3. The item(s) will start to sync with Square. When it's complete, you'll see that the Synchronisation value will be completed. The External Id field will show the Square identifier for the product. And you can click on the External Id field in Wiise to open the product page in Square.
4. When the sync is complete, you'll see the items added to your Square products page. 

The following Wiise item card fields will be synchronised with Square:

*Picture, Description 2 and Item Attributes will only be synced from Wiise to Square if it's enabled in the Store Settings page. 

How to remove items from Square

To remove items listed on the Square Store, you'll first need to remove them from the Store Items page in Wiise.

1. From the Stores page, select your Square store and go to Items & Inventory > Manage Store Items. 
2. Select the items from the list you want to remove from the Square Store. You can select multiple items by holding down Shift and selecting another item. When you're done selecting items, select Process > Remove Items to finish.

How to resync items 

To synchronise all your Store Items in Wiise to your Square Store at once, you can do it directly on the Stores page. 

1. First, make sure your Square store is selected (highlighted). 
2. Then from the Stores page menu, select Items & Inventory > Resync Items.

Note: The Status field on the Stores page shows if the items need to be synchronised with Square. If a store item is changed or removed, or a new store item is added, the field will show Requires item synchronisation. Click here to start. Select the hyperlink message to synchronise the required items from Wiise to Square. 

How to reconcile your inventory

You can reconcile your inventory from Wiise to Square, or from Square to Wiise. This means you can adjust your store item inventory in Wiise and reconcile item availability with Square, or you can update the inventory levels in Square and reconcile the item availability with Wiise. 

1. From the Stores page, select your Square store and select Items & Inventory > Reconcile Inventory.
2. You'll see a prompt asking how you'd like to reconcile your inventory. Select your preferred option and click OK. 
   • Option 1: From Wiise to the external system - uses Wiise as the source of truth for inventory levels. 
   • Option 2: From the external system to Wiise - uses Square as the source of truth for inventory levels. 

Note: If the Status field on the Stores page shows Requires item synchronisation. Click here to start., then you must synchronise all store items with Square before you can reconcile the inventory.

Sales transactions

Every time you use Square, you'll need to import your Square transactions into Wiise. Transactions can be imported manually or you can set up a schedule.

You can import Square transactions into Wiise at any time of the day to get real-time sales reporting. When you import transactions, your items inventory will update automatically. Alternatively, you can schedule Square transactions to be imported automatically every hour if you prefer the inventory levels between Wiise and Square to be consistent throughout the day.

Then at the end of the day, you can then empty the drawers and bring the cash to the bank, and then reconcile the inventory.

Note: Make sure you check that there are no pending transactions on any item before you do a manual inventory reconciliation during the day.

How to manually import from your Store

If you want to manually import orders from your Square store, first, make sure the correct Square store is selected on the Stores page, then select Sales Transactions > Manually Import from Store.

A pop-up will ask from what date you'd like to import transactions from. Enter the date and time, or use the date picker, then select OK. 

Note: Wiise will connect to Square and import all orders from the date and time you've selected for all locations. 

How to import sales transactions (Square orders) manually for selected locations

1. From the Stores page, select Settings > View Locations.
2. Select the store location, then select Import Transactions. 
3. A pop-up window will ask you to select what locations to import from.
4. Select All locations or Selected locations (this will be based on the locations you selected in step 2).
5. Then select OK.
6. A pop-up window will ask you to enter the date and time to import POS transactions from.
7. If you selected more than 1 location, it will default to the earliest Last POS Transaction Imported date/time of all locations.
8. If you selected 1 location, it will default to the Last POS Transaction Imported date/time for your selected location.
9. To finish, select OK.

When the import is complete, you'll see a count of how many ledger entries were created in Wiise.

How to schedule an import from the store

To schedule an automatic order import from your Square store, first, make sure the correct Square store is selected on the Stores page, then select Sales Transactions > Schedule Import from Store.

The job queue entry card will open where you can set up the recurrence and frequency of the automatic import.  

Note: You need to have the Synchronisation Mode set to Scheduled from the store settings to be able to use the automatic import. 

To change the Synchronisation Mode, first, make sure the correct Square store is selected on the Stores page, then select Settings > Edit Store Settings. 

How to post cash from drawers

You'll need to manually post cash transactions made using Square in-store in Wiise. This is usually done at the end of each day. 

First, make sure the correct Square store is selected on the Stores page, then select Sales Transactions > Post Cash from Drawers.

A page will show all your Square store locations, the imported cash sales transactions and the amount in the store drawers.

• Imported Cash Sales Transactions: The total cash transactions retrieved from Square for the chosen location. Select the amount to drill down to the individual transactions that make up that amount.
• Cash Amount in Drawers:  Enter the total cash amount in the drawers for the chosen location. This amount should at least match the Imported Cash Sales Transactions amount. 

Now select Post Cash from Drawers to post the cash amount into your cash receipt journal. This will clear the Cash Amount in Drawers and record the date and time in the Date Transactions Last Imported field. 

Settings

During the initial Square setup wizard, you can add settings for your store, including locations. And you can change these settings anytime. 

First, make sure the correct Square store is selected on the Stores page, then select Settings. 

A drop-down menu will appear with the following pages to choose from:

How to edit Store Settings

The Edit Store Settings page contains most of the fields needed to synchronise your Square store with Wiise. 

To edit your Square store settings, select Settings > Edit Store Settings.

Here are the field definitions:

General

• Description: The name of your Square store. By default, it's called Square Store, however, you can edit it. This name will appear on the Stores page. 
• Id: A non-editable field showing the Store URL.
• Provider:  Shows the sales channel provider, i.e. Square. 
• Synchronisation Mode: Shows the synchronisation mode between the Square and Wiise. If this is set to Scheduled, the orders will automatically import according to the job queue settings. If it's set to Manual, you'll need to import orders manually. 
• Sync. Image and Description: If you enable this option, each time you sync items, the first image and item description in your Square store will be overwritten by the image, Description 2 and Item Attributes in Wiise. This option is disabled by default.

Inventory Synchronisation

• Item Journal Batch:  Shows the journal batch used to post item sales transactions from Square.
• Phys. Inventory Journal Batch: Shows the journal batch used to post stocktake and reconciliation transactions from Square.

Sales Synchronisation

• Sales Journal Batch: Shows the journal batch used to post your sales transactions from Square.
• Cash Receipt Journal Batch: Shows the journal batch used to post your payment transactions from Square.

Fee Synchronisation

• Vendor No.: Shows the vendor (Square) used to post your fee transactions against (=purchase fees of software).
• Fees Journal Batch: Shows the journal batch used to post your fee transactions from Square.

How to resync store settings

If you have changed the Square store locations and shipping rates in the Square Admin portal, you'll need to resync your Square store settings. Select Settings > Resync Store Settings.

Wiise will resync with Square and update the store locations and shipping rates. 

How to view locations

To view your Square store locations, select Settings > View Locations. There are a few key fields on this page:

1. Make sure each Square store location is linked with the correct Wiise Location Code. This ensures all transactions made from the chosen Square store location are linked to the chosen Wiise location.
2. The Walk-in Customer No. field shows the customer you want to post all your guest transactions from Square. This would be common for POS transactions where customer details may not be recorded. You may want to create a separate Walk-in Customer No. in Wiise for each Square store. 
   • Note: Square orders created in the Square Admin portal without a customer linked to the order will use the Walk-in Customer No. chosen for that store location when that order is imported back to Wiise.  

How to import sales transactions (Square orders) manually for selected locations: 

1. From the View Locations page, select the store location, then select Import Transactions. 
2. A pop-up window will ask you to select what locations to import from.
3. Select All locations or Selected locations (this will be based on the locations you selected in step 1).
4. Select OK.
5. A pop-up window will ask you to enter the date and time to import transactions from.
6. If you selected more than 1 location, it will default to the earliest Date Transaction Last Imported date/time of all locations.
7. If you selected 1 location, it will default to the Date Transaction Last Imported date/time for your selected location.
8. To finish, select OK.
9. A pop-up will show you the invoices, credits, card payments, card refunds and fees posted. 

How to view Employees

You'll need to create your team members in Square.

To view your Square team members, select Settings > View Employees. There are a few key fields on this page:

1. Make sure each team member is linked with the correct Wiise User ID. The user must have a Wiise License Type of Full User or Team Member.

Maintenance

How to re-authorise Wiise

If your Square API key, password, or version has changed, you'll need to re-authorise Wiise to update the link between Square. 

To re-authorise Wiise, first make sure the correct Square store is selected on the Stores page, then select Maintenance > Re-Authorise Wiise.

A pop-up will appear—enter your Square API key, API password, and API version. You can find these by logging into your Square Admin portal and selecting Apps > Manage private apps.

How to delete transactions log

If you want to delete the transactions from your Square store and Wiise, select Maintenance > Delete Transactions Log. 

You can either delete the transactions log and outstanding orders or delete just transactions log.

Note: You can duplicate transactions between Wiise and Square after deletion.

How to delete a store

If you want to delete the entire store from Wiise, select Maintenance > Delete Store.

This will remove the Square store from the Stores page, disable the synchronisation with Wiise, and delete the external reference of historical transactions 

Note: Deleting the store can create duplicate transactions in Wiise if you recreate the store.

Credit card transaction fees

Every time you take a credit card transaction, there'll be a 1.9% Square transaction fee (subject to change). If you refund a credit card payment, the fee amount is also refunded.

If you have an online store or website, you can also take credit card payments from there.

The transaction fee amounts will be logged against the vendor you've chosen during the Square Setup wizard.

To change the vendor:

1. Under the Settings menu, select Edit Store Settings.
2. In the Fee Synchronisation section, select the Wiise Vendor No. to change the vendor.

Credit card payments without an item

You can also take credit card payments that aren't tied to a specific item in Square. In the Sales Journal, it will show as the Cash Transaction Item No. shown in the Item No. for cash transactions field of the Square location.

For example, if your Cash Transaction Item No. is Cash Only, the Description for that transaction will say Cash Only, together with the name of the item selected in the Sales Journal.

When you use Square, the transaction will appear on the Customer Ledger in one of the following ways:

Cash transactions against items

Wiise will create one Invoice (sales) or Credit Memo (refund) customer ledger entry per item for the total amount of the transaction. If the quantity is more than 1, the total for items sold will show:

• The External Document No. field in the customer ledger entry will match the original transaction ID in Square.
• Depending on your tax setup in Wiise (using the Walk-in Customer No. field for each location), the corresponding G/L entries and VAT / GST entries will be created.
• When you leave the customer ledger entry, the related item ledger entry will be shown for invoices only, not refunds.

The customer ledger entry will stay Opened until you've emptied the cash drawers at the location (see below).

Wiise will create one negative (sales) or positive (refund) item ledger entry per transaction line for the total quantity sold.

Please note that you won't be able to navigate from the item ledger entry to the related customer ledger entry.

Credit card transactions against items

Wiise will create one Invoice (sales) or Credit Memo (refund) customer ledger entry per item for the total amount of the transaction. If the quantity is more than 1, the total for the items sold will appear:

• The External Document No. field in the customer ledger entry will match the original transaction ID in the POS system.
• Depending on your tax setup in Wiise (using the Walk-in Customer No. field for each location), the corresponding G/L entries and VAT / GST entries will be created.
• When you leave the customer ledger entry, the related item ledger entry will be shown for invoices only, not refunds.

Wiise will create one Payment (sales) or Refund (refund) customer ledger entry for the total amount of the transaction. This financial transaction will be applied to all sales transactions created above (per item). It closes the transactions:

• Depending on the setup of your Cash Receipt Journal Batch in the Store Settings page (balancing account), a bank ledger entry can be created.

Wiise will create one vendor ledger entry for the total amount of the fee taken by Square to process the credit card transaction:

• Depending on the setup of your Fees Journal Batch in the Store Settings page (balancing account), a bank ledger entry can be created to deduct the fee from the amount paid by the customer.

Wiise will create one negative (sales) or positive (refund) item ledger entry per transaction line for the total quantity sold.

Please note that you won't be able to navigate from the item ledger entry to the related customer ledger.

Free cash transactions (no items linked)

These transactions aren't automatically imported in Wiise. You'll need to record them manually in Wiise. 

To do this for a specific customer, you'll need to create and post a manual cash receipt. When you've posted the cash receipt successfully, you'll see an entry in the Customer ledger.

Credit card transactions (no items linked)

Wiise will create one Invoice (sales) or Credit Memo (refund) customer ledger entry for the total amount of the transaction:

• The External Document No. field in the customer ledger entry will match the original transaction ID in Square.
• Depending on your tax setup in Wiise (using the Item No. for cash transactions field for each location), the corresponding G/L entries and VAT / GST entries will be created.

Wiise will create one Payment (sales) or Refund (refund) customer ledger entry for the total amount of the transaction. This financial transaction will be applied to the sales transaction created above. It closes the transaction:

• Depending on the setup of your Cash Receipt Journal Batch in the Store Settings page (balancing account), a bank ledger entry can be created.

Wiise will create one vendor ledger entry for the total amount of the fee taken by the POS provider to process the credit card transaction:

• Depending on the setup of your Fees Journal Batch in the Store Settings page (balancing account), a bank ledger entry can be created to deduct the fee from the amount paid by the customer.

Drawer cash withdrawal/deposit transactions

You can create Drawer cash withdrawal/deposit transaction by choosing a Cash Amount in Drawers for each location in the Post Cash From Drawers page in Wiise.

Wiise will create one Payment (sales) or Refund (refund) customer ledger entry for the total amount of cash taken from the drawer. This financial transaction will be applied to all outstanding sales transactions for the location. It closes the transactions:

• Depending on the setup of your Cash Receipt Journal Batch in the Store Settings page (balancing account), a bank ledger entry can be created.

Stocktake transactions (from Wiise to Square)

A physical count is created in Square, which overwrites the current stock level for each item.

Stocktake transactions (from Square to Wiise)

A physical inventory journal is created in Wiise for each item. You'll be able to review the journal before posting to track the wastage at your store locations.

How to manage your stock using Square

Every time you sell items using Square, it will reduce the stock numbers in Wiise too. So your stock levels should match in Square and in Wiise. If you find that your stock levels don't match, you can fix any differences from the Stores page. You can either do this for all store locations at once or reconcile inventory by store location.

To reconcile inventory for all locations at once:

1. From the role centre, select Sales Channels and then Stores.
2. Select your Square store from the list.
3. Select Items & Inventory, and select Reconcile Inventory and select the source of truth. 
   • If the stock levels do match, then no adjustments will show up when you select the Reconcile Inventory button.
   • If the stock levels don't match, Wiise will ask if you want to open the Physical Inventory Journal. This page shows the previous inventory count, the new inventory count, and the difference between the two. To finalise the changes, select Post/Print > Post. 

To reconcile inventory per location:

1. From the role centre, select Sales Channels and then Stores.
2. Select your Square store from the list, then select Settings > View Locations.
3. Select the store location from the list, then select Reconcile Inventory and select the source of truth. 
   • If the stock levels do match, then no adjustments will show up when you select the Reconcile Inventory button.
   • If the stock levels don't match, Wiise will ask if you want to open the Physical Inventory Journal. This page shows the previous inventory count, the new inventory count, and the difference between the two. To finalise the changes, select Post/Print > Post. 

Note: If you need to do a manual inventory reconciliation during the day, make sure there are no pending transactions on any item that will be imported into Wiise and that all items are synchronised with Square. If any item(s) in the Manage Store Items page need to be synchronised, you must synchronise them before you can reconcile inventory.