Overview: Connecting Square POS to CustomBooks™

Key Benefits of the Integration

1. Automated Financial Records: Watch as your daily Square transactions automatically flow into CustomBooks™, effortlessly recording themselves as Cash Sales.
   
2. Comprehensive Data Sync: Seamlessly sync essential sale, shipping, inventory, and payment information directly into your accounting system in real-time.
3. Smart Staging Area: Prevent messy duplicate records. All incoming data is first placed in a dedicated staging area where intelligent matching is performed against your existing products, customers, and orders.
4. Total Control: Maintain complete accuracy and peace of mind by reviewing and approving all synced orders before they officially hit your books.
   

Setting Up Square

1. Navigate to Sales → under the Tools section, select Cloud Commerceᴮᴱᵀᴬ.
   
2. Click the Add Store button to initiate the connection.
   
3. Under the Stores options, click the Square button. A new browser tab will open and direct you to the Square authorization page.
   
4. Log in using your Square email (or phone number) and password. A confirmation page will then appear indicating that the connection was successful.
   
5. Return to the CustomBooks™ tab. A popup window with a spinning circle will display, indicating that your Square data is currently synchronizing.
   
   
   
   
6. Wait for the synchronization to complete. Once all data is received, Cloud Commerce will display your available Square customers, items, locations, sales people, and cash sales, which you can then review to either approve as new or match to existing records in CustomBooks™.
   
   
   

Store Configuration

1. Description: An internal name or label for this specific connection (e.g., your company or specific store location name).
   
2. Feed Start Date: The specific date from which CustomBooks™ will begin importing historical data and transactions from Square.
   
3. Ecommerce Platform: Displays the active platform for this connection (Square).
   
4. Store ID: The unique identifier for your connected Square account. You can click the Disconnect button here if you ever need to unlink the integration.
   
5. Clearing Account: The designated general ledger account or bank account in CustomBooks™ where funds from your Square transactions will be initially deposited or tracked.
   
6. Default Sales Tax Rate: The standard tax rate that will be applied to imported transactions if a specific tax mapping isn't provided by Square.
   
7. Default Location: The primary inventory or physical location in CustomBooks™ assigned to incoming Square orders.
   
8. Set Product Code with: Determines how CustomBooks™ assigns item codes to new products imported from Square. You can choose to be prompted (Always ask), let the system generate one (Autonumbering), or use the existing SKU from your POS (SKU # from Store).
   
9. Last Refresh Time: A read-only timestamp showing the exact date and time of the most recent data synchronization.
   
10. CustomBooks Default Company for Consumer and Individual Sales
    
1. Default individual company: The generic customer record (e.g., "Individual sale") that will be assigned to standard, walk-in consumer transactions where a specific customer profile isn't needed.
   
11. Additional Settings
    
1. Don't show "New Address" screen for exact matches: Do not trigger the 'New address detected' screen if an identical address is already on file.
2. Auto-create Inventory Adjustment: Choose how the system handles inventory discrepancies during sync (Ask every time, Yes, or No).
   
3. Match addresses by Contact Name: Match the Company Address if the contact's First and Last Names match those in Staging.
4. Match products by name: Define the strictness of your item matching logic by selecting Exact match, Starts with, or Contains.
   
12. Payment Methods Mapping
    
1. Default payment method: Enter the method of payment (e.g cash, credit card, check). Payment methods may be added if necessary. Certain payment methods may be tied to other fields (e.g. check and check number).
2. Mapping Table: Allows you to link specific Square payment types (e.g., Cash, External, Other) directly to your corresponding CustomBooks™ (CBK) payment methods to ensure cash receipts are recorded accurately.
   
   
   

Processing Square POS Orders/Sales in Cloud Commerce

1. Intelligent Matching: Incoming data is cross-referenced with your existing Cash Sales, products, and customers. If the system finds corresponding data, it labels the incoming record as a Match (possible match). If no existing record is found, it is automatically tagged as New.
   
2. Required Approval: To safeguard your accounting data and prevent messy duplicates, all synced orders, products, and customers must be approved before they are officially recorded in CustomBooks™.
   
3. Flexible Processing: You have complete control over this review process. Once you have determined whether the incoming records are new or matches, you can choose to approve them either individually or in time-saving bulk batches.
   
   
   

1. CustomBooks™ Cloud Commerce
   
2. Integrations: ShipStation