Square Report

The purpose of processing the Square report is to confirm that all credit card payments processing through a Square credit card processor are recorded appropriately in Campus Vue. Run the square report at the end of each month or each time you receive an income receipt from the Underground Café with credit card payments.

1. Log into https://squareup.com/ NOTE: There are separate logins for the BBC #1 Account and the Underground Café.
2. Click Sales – Transactions – then the down arrow next to the date range
3. Select the first date in the range, then the second date. NOTE: If processing UGCafe use the dates on the income receipt provided (make sure the first date is the first day after the last date of your last UGCafe report (check the last saved Excel report). If processing the monthly report for BBC #1, make sure to use the first date after the last day of your last report.
4. Click "Export – Transactions"
5. Save the spreadsheet in the Square Reports folder on the shared drive. Be sure to appropriately name the UG Café reports and always give accurate dates in the title.
6. In Excel, delete: Gift Card Sales, Gross Sales, Discounts, Net Sales, Tax, Tip, Partial Refunds, Other Tender, Other Tender Type, Other Tender Note, Transaction ID, Payment ID, Staff ID, Details, Description, Event Type
7. Cut the Total Collected column and paste just before Fees column.
8. Note: Unless processing UG Café report, skip this step. Sort the by Cash column. Delete all rows with $ amounts (negative and positive).
9. Delete the Cash column.
10. Click filter and check each payment type (card swiped, keyed, wallet, etc.) column. If any column has all $0.00's, delete the column.
11. Sort by remaining columns in sequence. Delete all rows with $0.00 for each tender type.
12. Change the format of each $ amount field to number, 2 decimals, negatives with parentheses.
13. Sort by date.
14. Auto Sum the $ amount fields. Change the format of the sums row to currency, 2 decimals, negatives in parentheses, then bold and double-underline.
15. Check to make sure "Total Collected" is equal to the "Card" amount in the sales summary on squareup.com.
16. Determine the account number to assign for each transaction. Note: Sometimes helps to add an "Acct #" column.
17. Enter the Total Collected total from the Excel sheet as a Misc. Income Receipt item in Campus Vue (use today's date unless processing the end of the month, use the last date of the month). Enter the dates in the description field. Be sure to use Credit Card Machine as the bank account, Mastercard as the card type, and xxx as the Auth. #.
18. Run the Bank Deposit report for Credit Card Machine. Make sure the total matches the Excel spreadsheet Total Collected. Print the Bank Deposit Report.
19. Highlight the cells to print, change the page layout to landscape, set the print area, and print.
20. Click next in the Bank Deposit window in Campus Vue, then Finish.