Overview of Square Inventory
OneUp for Square enhances your Square experience by adding a full inventory system alongside. For each item in Square, we create a corresponding item in OneUp and track its inventory.
1. Run your first sync
On your first sync, OneUp takes all the item variations in Square and creates corresponding products and services in OneUp. It also sets the 1st sync date and the initial inventory levels.
2. Tracking Inventory OUT
For each sales transaction in Square Register, we will create an Invoice, Payment, and Delivery Note in OneUp.
3. Tracking Inventory IN
Record Purchase Orders in OneUp and email them to your vendor. When your order is received, convert that PO to a receiving note, and your inventory in OneUp will be increased.
4. Update Inventory levels in Square
On every sync, OneUp pushes the recalculated inventory level back to Square.
Best Practices Regarding Basic Product Info
OneUp for Square works best if you maintain your item details in Square then push them to OneUp. Products created directly in the OneUp interface will not be synched to Square.
If you ever add more products to your catalog, or need to update prices or other details, always do this from within the Square dashboard.
Products will be synced from Square to OneUp. One OneUp Product will be created for each variant in Square. This is how the properties of the item are mapped into OneUp:
Square → OneUp
Name + Variant → Product Name
Category → [not used]
Price → Sales Price
Price → Purchase Price
Initial Inventory Level → Inventory Entry
Advanced Product Info in OneUp
By editing products in OneUp you can add more advanced info:
Purchase Price: Set the purchase price of your products. This number will be used in COGS reports.
Family: Set this for advanced reporting segmentation (coming soon)
Valuation Costing: Set to Standard Cost to use the Purchase Price in your accounting. Use Weighted Average Price to automatically adjust the cost according to the actual price paid for received orders.
Minimum Stock Quantity: Setting this number will assist you in maintaining a good minimum level of stock with Automatic Inventory Ordering.
Please maintain the minimum quantity in Square and OneUp will retrieve the corresponding information after the sync.
OneUp takes all the items in Square and creates corresponding products and services in OneUp. It also sets the 1st sync date and the initial inventory levels
During the first sync, OneUp also gets the initial inventory levels of each product (recorded in Square) during this sync and records that with OneUp Inventory Entries to the Square Location (see below).
OneUp does not download historic transactions during this sync, only transactions after the 1st sync.
It is highly recommended to run an inventory count sheet after your first sync. Square does not handle any product costs, so the WAP (Weighted Average Price) is set to your sales price. The cost per product needs to be set up in the inventory count sheet in inventory → stock → button → inventory count sheet.
Invoices, Customer Payments and Delivery Notes
For each Square Register transaction, we will create in OneUp an Invoice, Customer Payment, and Delivery Note.
Invoice: is created as the official record of what products were in the order
Payment: is created as the official payment of the invoice
Delivery Note: is created to record the inventory withdrawal from OneUp, reducing the qty in inventory.
See Current Stock Levels in OneUp
Go to Inventory > Stock to see your current inventory level. This can be exported from the button in this screen.
You can expand each product to see the levels split out by storage location.
Purchasing from your Vendor
Run Automatic Inventory Ordering in the Stock Screen to reorder products that have fallen below their Minimum Reorder Point. This also takes into consideration any existing undelivered Sales Orders and Purchase Orders in OneUp.
Sync Levels back to Square
After processing purchases and receiving inventory, run sync again from Settings > Connected Apps to push current inventory levels back to Square.
Note: Only stock levels from Square Location within OneUp will sync back to Square (see below on storage locations).
Doing an inventory count
OneUp is the MASTER of inventory with the design of the integration. After the 1st sync for a given product, the inventory level coming from Square is ignored at every subsequent sync.
This means, when you do a total inventory count, you must enter the new count in OneUp and NOT in Square.
- IMPORTANT: Before doing a total inventory count, finish your workday and run a synchronization between OneUp and Square.
- After the successful sync, go to Inventory Count Sheets in OneUp (at Inventory > Stock > Inventory Count Sheets)
- Name the Inventory Count (like "Spring 2015 Inventory") and be sure you select Square Location on the 1st step of the count sheet
- Go to the 2nd step of the count sheet and enter your numbers.
- Click "Done" to save.
- Run a synchronization with Square to push the updated inventory levels back to your Square Register.
You can return to past count sheets to print the results.
During the 1st sync 2 'default products' will be created in OneUp (as services):
- Tip (for Tips added to a purchase)
- Custom amount (for sales recorded as an amount only)
All inventory coming from Square will be retained in a single storage location in OneUp called "Square Storage Location". This allows you to keep your Square inventory separate from other sales channels (such as POs received from your customers, or phone orders not processed with Square). So if you work with multiple locations in Square, these will not be synced over to OneUp.
You can of course set up multiple storage locations within OneUp, but their stock levels would not sync back over to Square.