Using Square with a Device Code

A few months ago I put some of my items for sale at a local bank.  The bank uses and wanted a guest access in order to sell my items for me.  Sweet deal but how?

I knew the basics of Square and had my item library already established but this was beyond my understanding.  I called their customer service but this was completely unhelpful.  I knew the program already far better that the young guy who answered the phone.  His response was to put me on hold for extended periods of time, ask other people, and come back to the phone 10 minutes later still having no idea.  In that amount of time I had answered my first question, then taught him, which led to a new question and the same response from him.

So here’s the skinny.  Here’s how to do it.  (If you haven’t used square before then I recommend setting up your account, doing steps 1 & 2 and then skip to step 6 which accesses the sub dashboard and then go back and work through steps 3-5.)

1) Create a location:  On the far left you’ll see a dark bar….go to Account & Settings and then to Locations under Business.  Create a new location.   

2)  Link a bank account.  Before you exit Account & Setting go up to “Account” sub tab “Bank Accounts” and make sure that a bank account is linked to this location so that you will receive your deposits.

3)  Create a tax code.  The new place you are selling might have a different tax code than where you will be selling at other times so you need to create a new tax rule for this specific location.  Click on Create Tax, make sure only the location you want to apply the tax rule to is chosen and then decide if you want taxes added into the price or added to the final price.  (Tip:  I plug in all my locations and tax rules for all my events at the beginning of the summer since I never remember to do this in the last days before an event.  Also definitely double check what you think the taxes for the location are with the most up-to-date info from your state, it’s usually online at your Department of Revenue) 

4) Adding items.  Now I’m assuming your item library already has your items list in it.  When you click on an item a screen comes up on the right.  Make sure that the box is checked for the location you are wanting these items to show up at.  (Tip: Want to double check and make sure you didn’t miss an item?  Go to the top and instead of “All Categories” “All Locations” change locations to only the location you are focused on.  Anything missing?  Go back to “All Locations” find it and make sure the box is checked).  If you are in the sub dashboard for your location the “All Locations” will not show up because you are already in a location specific viewing screen. 

5) Charging different prices.  Want to charge more (or less) at one event than another?  Or charge more for the blue ones than the green ones?  

Choose the item in your item library.  Just under the title is the category but just below that is the SKU area.  This allows you to create subcategories where you charge different amounts.

Click on the blue down arrow and you can further specialize your pricing per location.  If you are working from the sub dashboard then you wont see the blue arrow because you are already in a location specific viewing screen.

6) Inventory checklist.  Does your location request a printed inventory list?  Even if they don’t probably safest to email them one.  This acknowledges what you gave them, and what they should have.

In the Main Dashboard go to Items>Item Library and click on any item in your list that is going to that location.  On the pop up screen to the right, under “Inventory” click the location and select Go.  Now you are in a subdashboard specific for this location.  (You can adjust taxes, discounts, modifiers, categories, etc.  You wont see all your items- just the ones you have chosen to be at listed at the location, you can also create new items if you need to.)  In this sub dashboard you can choose each item from your item library and under inventory you can “start tracking inventory.”  Here you can indicate if you are giving this location 3 red ones and 2 yellow or however you track.

When you are done, under a blue Import/Export tab you can export (download) your inventory list into an easy to email form.  

7) Checking receipt look.  Under Account & Setting>Business>Receipt you can get a look at what your receipts look like.  The top pill shaped button “At Home” is a drop down box, if you drop down and choose your location you can make changes to way your receipt is viewed by your customers.  Add or remove a logo/change header color/add or remove contact info

8) Device code.  Ahhhh now you are close to done.  You have your inventory in place, your taxes, your receipts look the way you want them to.  Now you just need to have guest access for those lovely people that will be taking money for you, either at a location or at a festival.   Accounts & Settings> Business> Locations.  Choose your location and the screen pops up on the right.  Scroll down to near the bottom for device codes.  You’ll need to name the device that you are providing a code to such as “ipad” or “iphone” whatever lets you know what you are talking about.  Once you hit save a screen pops up with the device code.  WRITE THIS CODE DOWN or email it to yourself this is the code they will need when theylog into their iPad.  Rather than using a square account they will bypass all sign ins and “sign in using a device code” they will plug in your device code and have limited access to your account.  (I personally use device codes for all of my events because I can track customer information for each event separately.  I can see easily how much I spent at each event, how much in taxes I need to pay, etc.)

I hope this is helpful, I hope I didn't forget anything.  Let me know if you have any questions.