One of our squadrons is setting up the sale of squadron clothing via their web site.
Payments will be taken via the Square card handling system,
I am looking for a way for the squadron treasurer too be able to easily allocate a payment, all you get on the bank statement is Square and an amount, and this is minus the card handling fees.
In the new Xero software coming into the system for those wings who have piloted the new system is there a faclity to raise a customer ( parent) invoice for these goods so that when the payment appears on the bank statement and Xero Dashboard it can be easily allocated by the treasurer to the appropriate parent account.
I do use Xero and Square in my buisness so am reasonably familier with both.
For those that are not using Xero thus far and are running a similar payment system how are you managing it, raising a hand written manual invoice perhaps ? .
Thank you for your input.
A
You can do all of what you need in Square. You either raise an invoice or add a description to a ‘cash’ or ad hoc payment.
So easy enough to tie to whatever you are using for orders/receipts for the patents.
Then just send report to the treasurer.
We don’t account to that level. Payments in go to a nominal account at a much higher level and don’t get allocated to a customer as such.
Subs are tracked on a spreadsheet. With a Squadron of our size, raising an invoice for every payment would be admin overload for very little gain.
Hello,
I realise I am a little late to this but Xero will allow you to raise invoices which you can electronically send to parents with a Square (or even other) payment link. This invoice integration is performed in “settings” which you access from clicking your organisation name on the top left.
Square can also fully integrate with Xero meaning any invoices you manage within Square will report through the Amaka integration app under the chart of accounts headings you assign products to in the Square PoS software. For that integration to work you’ll need to have a standard subscription as this will generate you many bills and invoices - more than the starter subscription allows (which is 5 bills).
To clarify what your answer is specifically - if you have a square card reader/setup, you need to:
a) set up the Amaka integration to link Xero and Square
b) make sure your clothing category in your chart of accounts is selected as available in Square
c) set up your products in your Square shop to be tied to what you set up in b)
d) let Amaka integration run (automatically) - it will generate an invoice which will total all of your sales for each product sale and generate a total for each chart of accounts category. It will also create a bill which will deduct your Square fees thus keeping your turnover accurate.
e) You will manage your customers and sales in Square, not Xero, but Square will give you the entries required for your Form 60.
When doing this on paper… good luck! There isn’t really an elegant way of doing this outside of bank transfers and an order form. ACP 10 won’t offer much.
Edit - somehow I deleted this! I have reposted it.