Table of Contents

What does it cost?

Square's pricing is simple. Any transaction you place with the Square hardware (swipe, dip, or tap) will be charged 2.75% transaction fee by Square. See https://squareup.com/pricing.

Can I cancel anytime?

Yes, cancelling the integration will stop the sync between VineSpring and Square. All orders and customer information previously synced will persist, and new information will not sync.


Best Practices to Ensure Your Square Orders Sync Smoothly

Entering Orders in Square

!!IMPORTANT!!  To ensure that Square orders are properly synced and appended to your VineSpring Customer Records, it's vital that you append the Customer to the order *prior* to taking the payment.

IPAD:  

  1. Add items to the order.
  2. Click on the down arrow in upper right (next to 'Current Sale' label) and choose 'Add Customer'. 

3. Follow prompts to search or add new customer. 

4. Search for the Customer based on name or email address.

5. Add them if they are not already in Square.  Best practice is to collect their email address.  If you do not collect their email address, then the order will be 'anonymous' in VineSpring.

6. Click the 'Add to Sale' blue button to append them to the order.

IPHONE:  

  1. Add items to the order.
  2. Click on 'Current Sale' label at top of screen.  
  3. Click down arrow to the right of order total.  

4. Choose 'Add Customer' in dropdown.

5. Follow prompts to search or add new customer.

6. Search for the Customer based on name or email address.

 7. Add them if they are not already in Square.  Best practice is to collect their email address.  If you do not collect their email address, then the order will be 'anonymous' in VineSpring.

8. Click the 'Add to Sale' blue button to append them to the order.

Note:  If you do not see the Add Customer icon or prompt during a transaction, please confirm the following settings:

  • On the Square app, navigate to Settings - Customer Management. Make sure the following fields are enabled:- Collect Information Before Checkout- Collect Information After Checkout
  • Navigate to Settings - Email Collection.  Make sure Show Email Collection Screen is enabled. More information: Collect Emails With The Point Of Sale App

With the Customer Management and Email Collection features enabled, you can now collect email address during or after the order is placed.
More information: Manage Your Customer Directory From The Square App

When will I see Square Orders appear in Vinespring?

Square orders are brought over into Vinespring on a nightly basis. 

Can I edit an order in VineSpring after it's been brought over from Square?

This is not advised. Orders synced to VineSpring from Square consider Square to be the master record and any changes you make to that order in VineSpring may be overwritten or lost. There are circumstances where VineSpring must re-pull orders from Square and when this happens the order is overwritten in VineSpring.

If I need to edit or add a SKU, what is the best way to do that? 

Any edits or additions of SKU's (Products/Items), must be made in BOTH VineSpring and Square - this does not sync automatically.  Note that the SKU is how the systems talk to each other, so the SKU must match exactly.

What about Inventory?

At this time, Inventory is *not* depleted by Square orders within VineSpring. Square inventory must be managed manually.

What abut Promotions?

Promotions must be set up both in VineSpring and in Square. When you apply a promotion to a Square order, that discounted price will be reflected in the order in VineSpring.
Note: Although you will see the discounted price in VineSpring, you will not see the name of the Promotion on the order.

What about Reporting?

Reports and Orders Downloads work normally with the Square synced orders.

Note, however, that any Deposit Reports and Summaries report on orders taken directly within VS (Stripe) - and do not take into account Square orders.

Troubleshooting

Why am I seeing 'undefined' products in my VineSpring reports?
Any edits or additions of SKU's (Products/Items), must be made in BOTH VineSpring and Square - this does not sync automatically.  Note that the SKU is how the systems talk to each other, so the SKU must match exactly.

Discounts applied to an order in Square appear in VineSpring, but the name of the promotion does not appear.

V2: Although discount amounts applied in Square flow into the VS synced orders, the name of the promotion does not.

I've setup employees in Square and applied their name to orders, but the Sales Rep is not appearing in VineSpring.

A VineSpring Sales Rep Name must match the Square Employee ID field for orders to be stamped correctly in VineSpring with your Sales Rep.

  • In VineSpring, navigate to the Users > Sales Reps screen
  • Copy the Sales Rep Name field.
  • In the Square admin, navigate to Employees
  • Click on an Employee name and enter the Sales Rep Name into the Employee ID (Optional) field.

At the end of the order, my customer entered their email address to send themselves a receipt, but their email does not appear on the order in VineSpring. Instead, the VineSpring orders shows "anonymous".

This is by design. You must obtain permission from the customer to collect and store their email address. Here are a few options:

  • On the Square app, navigate to Settings - Customer Management. Make sure the following fields are enabled:- Collect Information Before Checkout- Collect Information After Checkout
  • Navigate to Settings - Email Collection.  Make sure Show Email Collection Screen is enabled. More information: Collect Emails With The Point Of Sale App

With the Customer Management and Email Collection features enabled, you can now collect email address during or after the order is placed.
More information: Manage Your Customer Directory From The Square App

I added an email to an order correctly, but it is still appearing as anonymous in VineSpring.

We've identified 2 possible issues that can cause this:

  • Square has reported a bug in their API whereby (rarely) an order paid with a credit card does not properly transfer the customer information to VineSpring. These orders will be re-pulled by VineSpring on a nightly basis so you should see the customer information on the order the next day.
  • In some circumstances, a duplicate customer record is created in Square and although this customer record appears to be associated with the transaction in Square, no customer ID is passed to VineSpring. Reach out to VS Customer Support if you see this happen and we can help.

Can I edit an order in VineSpring after it's been brought over from Square?

This is not advised. Orders synced to VineSpring from Square consider Square to be the master record and any changes you make to that order in VineSpring may be overwritten or lost. There are circumstances where VineSpring must re-pull orders from Square and when this happens the order is overwritten in VineSpring.

I need to make an edit to our Location in Square.

V2: Make the edit in Square and then contact VineSpring Support to let them know.  We will then initiate a manual sync to bring over that new information.

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