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Setting Up and Using Square with TouchBistro

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Table Of Content

Chapter 1. Supported Devices

Section 1. Printers

Chapter 2. Before You Begin

Chapter 3. Setting Up Square on TouchBistro

Chapter 4. Connecting Square with Your Receipt Printer

Section 1. Check Your Wi-Fi Network

Section 2. Note Your Printer Name and Type in TouchBistro

Chapter 5. Setting Up Square for Sign on Screen and Sign on Slip

Section 1. Setting the Square Register App for Sign on Screen

Section 2. Setting the Square Register App for Sign on Slip

Chapter 6. Using the Square Integration with a Sign on Screen Set Up

Chapter 7. Using the Square Integration with a Sign on Slip Set Up

Chapter 8. Reconciling Tips Written on Receipts in TouchBistro

Chapter 9. Split by Seats

Chapter 10. Making a Partial Payment

Chapter 11. Manual Entry – No Pre Auth

Chapter 12. Manual Entry – With Pre Auth

Chapter 13. Offline Payments

Section 1. Set the Square Register App for Offline Mode

Section 2. Processing a Sign on Screen Offline Payment

Section 3. Refreshing Offline Payment Status

Section 4. Doing an Offline Transaction with Square Set for Sign on Slip

Chapter 14. Refreshing a Large Number of Offline Payments

Chapter 15. Performing a Refund

Chapter 16. Switching Locations

Chapter 17. Managing Gift Cards in Square

Section 1. Enable Gift Card Sales on your Square Dashboard

Section 2. Selling a Gift Card

Section 3. Logging Gift Card Sales in TouchBistro

Section 4. Setting Up Your Menu

Section 5. Logging the Order with Your Gift Card Menu Item

Section 6. Reporting

1) Edit Your End of Day Template

2) Perform Your End of Day

Section 7. Checking an Existing Card’s Balance

Section 8. Reloading a Card

Section 9. Correcting Errors

Chapter 1. Supported Devices

Device

Country

Square Reader

USA, Canada, UK, Australia

Square Stand

USA, Canada, UK, Australia

Square Contactless + Chip Reader

USA, UK, Australia

Section 1. Printers

If you intend to use a thermal (receipt) printer or impact (kitchen) printer with both TouchBistro and Square, you need the following printers supported by both TouchBistro and Square:

1.  Star Micronics TSP143LAN or TSP143IIILAN (Thermal)

2.  Star Micronics SP742ML/ME (Impact)

These are the LAN/Ethernet models. You can use a USB printer with your Square Stand. However, you cannot print from TouchBistro to your USB printer.

Note: Square does not support Epson printers. TouchBistro does not support the Star SM-T300 mobile (Bluetooth or Wi-Fi) printer.

Chapter 2. Before You Begin

Ensure:

1.  You have downloaded the Square Register app.

2.  You have an account with Square.

3.  You are logged into your Square Register app.

Chapter 3. Setting Up Square on TouchBistro

1.  Login as Admin and tap Admin | Admin Settings.

2.  Tap Payment Gateways and tap Square Payments.

3.  Tap Connect to Square Account.

4.  Tap Get Started.

5.  Enter your email and password you used to login to your Square Register app and then tap Sign In.

Note: It’s very important not to share your Square login and password with employees.

6.  Follow the on screen prompts. If you’re prompted to allow TouchBistro to access to Square details, tap Allow.

7.  Tap Done when you see the Authorization Complete screen.

8.  TouchBistro will show the location. Double check and then tap < Square Payments to return to the setup screen. If you have multiple locations set up in the Square Register app, tap the location appropriate for this iPad.

9.  Ensure your Currency Code is correct. If not, set your iPad’s location settings to your correct nation. Tap Save if location and currency code are correct.

Chapter 4. Connecting Square with Your Receipt Printer

You will probably want TouchBistro and Square to output to the same receipt printer. Follow these steps.

Section 1. Check Your Wi-Fi Network

Before you start, ensure the iPad running the Square Register app is connected to the same Wi-Fi network as your TouchBistro app.

1.  Tap Settings.

2.  Double check the iPad is connected to your TouchBistro network. If not tap, Wi-Fi and select your TouchBistro network from the list.

Section 2. Note Your Printer Name and Type in TouchBistro

1.  Login as Admin and tap Admin | Admin Settings.

2.  In TouchBistro tap Printers & KDS.

3.  Tap the printer you want the Square Register app to print to. For example tap Receipt.

4.  Note the name you gave this printer (for example, Receipt). Also note the printer models.

5.  After noting both name and model numbers, open the Square Register app.

6.  Tap the Options icon at the bottom of the screen.

7.  Tap Settings.

8.  Tap Settings if you’re not on the Printers screen or do not see the Settings menu.

9.  Tap Printers.

10. If you see more than one printer, match the model number displayed in Square with the model number of the receipt printer and then tap that printer. If you have multiple printers of the same model name, you will need to do trial and error test print to determine which printer is your desired receipt printer. See below.

11. If you have more than one printer of the same model name, immediately tap the Print Test button.

12. Investigate each of your printers and look for the test receipt.

13. If this is not the desired printer, tap the back arrow and test the next printer.

14. If this is the correct printer, enter the printer’s TouchBistro name in the Nickname field.

15. Slide Receipts to the enabled position.

16. Tap the back arrow.

17. You will now see your properly linked printer. Tap the Options icon at the bottom of the screen and return to your register screen.

Chapter 5. Setting Up Square for Sign on Screen and Sign on Slip

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Setting up a sign on screen (i.e., authorization/tipping done via the iPad screen) or a sign on slip (i.e., authorization/tipping done via a credit card receipt) workflow is done via the Square Register app. If you are not using another payment integration, you can leave these items disabled on TouchBistro.

Section 1. Setting the Square Register App for Sign on Screen

1.  Tap the Options icon at the bottom of the screen.

2.  Tap Settings.

3.  Tap Settings if you do not see the Settings menu.

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4.  Tap Signature and Receipt.

5.  Tap Customer Signs on iPad.

6.  If tipping is appropriate for your venue, you can set up tipping. Tap Settings.

7.  Tap Tipping.

8.  Enable Collect Tips.

9.  Tap Set Percentage Amounts.

10. Set appropriate percentage suggestions. Tips are calculated on the post-tax amount (that is the subtotal + tax).

11. Enable Allow Custom Amounts if you want customers to leave tips different from the suggested percentages.

12. Tap the Options icon at the bottom of the screen and return to your register.

13. Return to TouchBistro.

Section 2. Setting the Square Register App for Sign on Slip

1.  Tap the Options icon at the bottom of the screen.

2.  Tap Settings.

3.  Tap Settings if you do not see the Settings menu.

4.  Tap Signature and Receipt.

5.  Tap Customer Signs on Printed Receipt.

6.  Tap Settings.

7.  Tap Tipping.

8.  Enable Collect Tips.

9.  Ignore the rest of the settings on this screen.

10. Tap the Options icon at the bottom of the screen and return to your register.

11. Return to TouchBistro.

Chapter 6. Using the Square Integration with a Sign on Screen Set Up

1.  On the Order screen, tap the Checkout  icon.

2.  Tap Credit Card.

3.  Tap Pay in Full (enter a lesser amount if the customer wishes to make a partial payment).

4.  You will be switched over to the Square Register app. Swipe the offered card.

5.  Have the customer enter a tip.

6.  Have the customer select a receipt option.

7.  Have the customer sign on screen. Tap Done Signing.

8.  After the customer selects a receipt option, you will be returned to the TouchBistro. Close the order.

Note: tips entered on the Square Register app will get logged in TouchBistro and reported on your end of day for refunding tips to servers.

Chapter 7. Using the Square Integration with a Sign on Slip Set Up

1.  On the Order screen, tap the Checkout  icon.

2.  Tap Credit Card.

3.  Tap Pay in Full (enter a lesser amount if the customer wishes to make a partial payment).

4.  You will be switched over to the Square Register app. Swipe the offered card.

5.   The Square Register app will approve the transaction and then generate three receipts: a customer copy, a merchant copy, and an authorization receipt.

6.  Have the customer sign the merchant copy and enter a tip on the tip line.

7.  You will be returned to the TouchBistro Checkout screen with the order marked paid. Close the order.

8.  Switch to the Square Register app.

9.  Tap the Options icon at the bottom of the screen.

10. Tap Activity.

11. Locate and tap the payment with the small clock icon, indicating you need to complete the tip pre-auth.

12. Enter the tip written on the customer copy.

13. Tap Add.

14. Verify the final settlement total and tap Settle.

Chapter 8. Reconciling Tips Written on Receipts in TouchBistro

Pre-auths entered into the Square Register app need to be reconciled in TouchBistro for your reporting. You can do this after every bill is closed or at the end of the day. You must be logged in as either an Admin or a Manager type profile.

1.  Tap Orders.

2.  Tap the All Closed Bills tab.

3.  Locate the orders with Tip Required next to it. If you have a lot of closed bills, slide Only show if tip required to the green position to filter out bills not requiring tip reconciliation.

4.  Tap the order.

5.  Tap the Information /wp-content/uploads/2014/11/chapter4image019.png icon associated with the bill.

6.  Tap Refresh. If you have many payments that need reconciliation, tap Refresh All.

7.  TouchBistro will report its contacting the Square Register app for the tip information.

8.  After a moment, TouchBistro will update the bill. Tap the Information /wp-content/uploads/2014/11/chapter4image019.png icon associated with the bill.

9.  Tap Print Preview.

10.  You verify the tip was properly recorded.

Chapter 9. Split by Seats

If customers prefer to split by seat and offer different methods of payment, follow these steps.

1.  Tap the Checkout  icon.

2.  Tap Split by Seating. Seats are split out at the bottom of the screen.

3.  Tap the first seat that wants to pay. In this example, the seat wants to pay with a credit card. So tap Credit Card.

4.  Tap Pay in Full.

5.  You will be taken to Square Register app. Swipe the card and complete the transaction as normal.

6.  You are returned to TouchBistro. Close the seat.

7.  Tap the next seat that wants to pay. In this example, the next seat pays with cash.

8.  Enter the amount paid in cash and any cash tip added.

9.  Close the seat. Note, closing a seat to cash, cash payments are not recorded in the Square Register app.

10. Tap on the next (or last) seat that needs to be closed. We’ll assume this last seat pays via credit card.

11. You will be taken to Square Register app. Swipe the card and complete the transaction as normal.

12. You are returned to TouchBistro. Close the seat. If this is the last seat, it also closes the table.

Chapter 10. Making a Partial Payment

If the customer wants to pay part of the bill via a card payment and the balance in cash or some other form of payment, follow these steps:

1.  On the Order screen, tap the Checkout  icon.

2.  Tap Credit Card.

3.  Enter the amount the customer wishes to put on the credit card.

4.  You will be switched over to the Square Register app. Swipe the offered card.

5.  If the Square Register app is set up to prompt for a tip, the customer can tap No Tip if he or she wishes to leave a tip for the full amount via the next method of payment. Alternatively, if the customer wants to use the card to include the tip on the full amount, the customer should be directed to use the Custom Tip Amount and enter a manually calculated tip. Note: This example assumes you have the Square Register app set up to process orders via the sign on screen method.

6.  Have the customer sign and tap Done Signing.

7.  You are returned to TouchBistro and notified of the bill’s outstanding balance.

8.  Tap Cash or another payment option. If the cash option is selected, you are shown the balance remaining. Tap Pay in Full or entered the cash amount offered and tap Pay.

9.  Select a receipt option and close the order.

Note: If the Square Register app was set to have customers complete the tip via signing on the slip (pre-auth), see “Reconciling Tips Written on Receipts in TouchBistro” for more information.

Chapter 11. Manual Entry – No Pre Auth

You use Square’s manual entry method if, for example, a customer’s card can’t be read by the card reader. However, it’s also useful for accepting phone payments for delivery orders or call ahead pick ups. Below are example steps on how to do a phone order for a delivery where the customers pays for the complete order ahead of time. That is, the customer does not charge a tip at time of delivery.

1.  First, open the Square Register app and tap Settings | Signature and Receipt.

2.  Verify Customer Signs on iPad is selected.

3.  Tap Orders.

4.  Tap the Take-Out/Delivery tab and tap the Add /wp-content/uploads/2014/11/chapter1image010.png icon. Tap Delivery.

5.  Tap the Checkout  icon.

6.  Tap Credit Card.

7.  Tap Pay in Full.

8.  You will be switched over to the Square Register app. Instead of swiping, tap on Present Card or Enter Number.

9.  Request the customer card number, expiry date, CCV, and postal or zip code. The Square Register app will prompt you through entry of each of all required details. Tap Charge.

10. Complete any offer if tip or tap No Tip.

11. Tap Continue.

12. You are returned to TouchBistro. Print a receipt to give to the delivery person and close the order.

Chapter 12. Manual Entry – With Pre Auth

If you take phone-in delivery orders and would rather have customers enter a tip on a printed receipt, you can use the pre-auth method.

1.  First, open the Square Register app and tap Settings | Signature and Receipt.

2.  Verify Customer Signs on Printed Receipt was selected.

3.  Tap Orders.

4.  Tap the Take-Out/Delivery tab and tap the Add /wp-content/uploads/2014/11/chapter1image010.png icon. Tap Delivery.

5.  Tap the Checkout  icon.

6.  Tap Credit Card.

7.  Tap Pay in Full.

8.  You will be switched over to the Square Register app. Instead of swiping, tap on Present Card or Enter Number.

9.  Request the customer card number, expiry date, CCV, and postal or zip code. The Square Register app will prompt you through entry of each of all required details. Tap Charge.

10. Square will print a merchant copy for the customer to sign. Retrieve that from the printer and give it to the delivery person.

11. You are returned to TouchBistro. Print a receipt to give to the delivery person and close the order.

12. When the delivery person returns, you now need to complete the pre-auth.

13. Retrieve the merchant copy from the delivery person with the entered tip and signature.

14. Switch to the Square Register app.

15. Tap the Options icon at the bottom of the screen.

16. Tap Activity.

17. Locate and tap the payment with the small clock icon, indicating you need to complete the tip pre-auth.

18. Enter the tip written on the customer copy.

19. Tap Add.

20. Verify the final settlement total and tap Settle.

21. Open TouchBistro.

22. Tap Orders.

23. Tap the All Closed Bills tab and locate the orders with Tip Required next to it.

24. Tap the order.

25. Tap the order again.

26. TouchBistro will report its contacting the Square Register app for the tip information.

27. After a moment, TouchBistro will update the bill with the tip.

Chapter 13. Offline Payments

If you lose Internet connectivity, TouchBistro and Square can still work together in an offline mode.

Section 1. Set the Square Register App for Offline Mode

1.  On the Square Register app tap the Options icon at the bottom of the screen.

2.  Tap Settings.

3.  Tap Offline Mode.

4.  Slide Allow Offline Mode to the enabled position.

5.  Note the risks and tap Allow Offline Mode.

6.  Adjust the transaction limit if desired.

Section 2. Processing a Sign on Screen Offline Payment

1.  Tap the Checkout  icon.

2.  Tap Credit Card.

3.  Tap Pay in Full.

4.  You will be switched over to the Square Register app. Swipe the offered card.

5.  The Square Register app will attempt to access the Internet.

6.  After a brief time of trying to access the Internet, the Square Register app will offer to enter into Offline Mode. Tap Enter Offline Mode.

7.  Have the customer enter a tip.

8.  Have the customer sign on screen. Tap Done Signing.

9.  You will be returned to TouchBistro. Close the order.

Section 3. Refreshing Offline Payment Status

If you access Orders | All Closed Bills, you will see any payments taken during offline mode will be flagged as Offline Payment. If you see closed bills marked as offline payment, you need to verify the Square Register app has processed those payments and then refresh their payment status in TouchBistro. You may want to do this only at the end of your business day, before you do your end of day. Unless you have more than 200 offline payments, there’s no need to do this refresh step more than once before your end of day.

To do this:

1.  Return to the Square Register app. If you see it is still in offline mode, return when you have verified your Wi-Fi network has Internet access. Payments made during offline mode will be flagged with an icon that has a clock symbol . This indicates these payments are waiting for the Square Register app to detect an Internet connection and process offline payments.

2.  When you no longer see the red warning about offline mode, tap the Options icon at the bottom of the screen.

3.  Tap Activity.

4.  When the Square Register app detects Internet access again, it will automatically submit and process offline charges. Verify the payment has been made if the payment icon is a simple card icon. If the icon has a clock symbol the payment has yet to be submitted and processed. Wait until the payment has gone through.

5.  If you see no payments with clock symbols, return to TouchBistro.

6.  Return to the All Closed Bills tab and tap the Information /wp-content/uploads/2014/11/chapter4image019.png icon associated with one of the payments flagged as an offline payment. Tap View/Edit Payments.

7.  Tap Refresh or Refresh All. Refresh will update the payment status on the selected bill. Refresh All will update the payment status on all offline bills found under the All Closed Bills tab.

8.  If you look at your closed bills again, you will see they have been properly refreshed.

Note: If you have more than 200 offline payments, you need to use the refresh option under Admin | Admin Settings | Payment Gateways | Options. See below for further details.

Section 4. Doing an Offline Transaction with Square Set for Sign on Slip

1.  On the Order screen, tap the Checkout  icon.

2.  Tap Credit Card.

3.  Tap Pay in Full (enter a lesser amount if the customer wishes to make a partial payment).

4.  You will be switched over to the Square Register app. Swipe the offered card.

5.  The Square Register app will attempt to access the Internet.

6.  After a brief time of trying to access the Internet, the Square Register app will offer to enter into Offline Mode. Tap Enter Offline Mode.

7.   The Square Register app will approve the transaction and then generate three receipts: a customer copy, a merchant copy, and an authorization receipt.

8.  Have the customer sign the customer copy and enter a tip on the tip line.

9.  You will be returned to the TouchBistro Checkout screen with the order marked paid. Close the order.

10. Return to the Square Register app. Check to see if it’s still offline. Payments made during offline mode will be flagged with an icon that has a clock symbol . This indicates these payments are waiting for the Square Register app to detect an Internet connection and process offline payments.

11. When you no longer see the red warning about offline mode, tap the Options icon at the bottom of the screen.

12. Tap Activity.

13. You now need to reconcile. Return to the Square Register app. If you see it is still in offline mode, return when you have verified your Wi-Fi network has Internet access. Payments made during offline mode will be flagged with an icon that has a clock symbol . This indicates these payments are waiting for the Square Register app to detect an Internet connection and process offline payments.

14. Locate and tap the payment with the small clock icon, indicating you need to complete the tip pre-auth.

15. Enter the tip written on the customer copy.

16. Tap Add.

17. Verify the final settlement total and tap Settle.

18. Return to TouchBistro and tap Orders | All Closed Bills.

19. Unlike the reconciliation steps for online transactions, payments won’t have the Tip Required flab but be still marked as Offline Payment.

20. If you open the bill you will see the tip entered into the Square Register app has not been updated. As well, the card type is marked as unknown.

21. Tap the Information /wp-content/uploads/2014/11/chapter4image019.png icon associated with the offline payment and tap View/Edit Payments.

22. Tap the Information /wp-content/uploads/2014/11/chapter4image019.png icon associated with the payment and tap Refresh or Refresh All. Refresh All will cause all offline payments to refresh.

23. Exit from the payment screen and you will see the bill has updated both its payment status and with the tip amount entered into the Square Register app.

Chapter 14. Refreshing a Large Number of Offline Payments

If you have done more than 200 offline payments, you need to use the refresh option under Payment Gateways.

1.  Tap Admin | Admin Settings.

2.  Tap Payment Gateways and Options.

3.  Use the date/time wheels to set a time period for the Internet outage or you could just set it for your whole service time. Tap Refresh. If you have more than 200 offline payments, break up the refresh period into two or more periods.

Chapter 15. Performing a Refund

1.  Tap the Options icon at the bottom of the screen.

2.  Tap Activity.

3.  Locate payment you wish to refund and tap it.

4.  Tap Issue Refund.

5.  If you want to issue a partial refund, enter the amount to refund in the Amount to Refund field. If not, leave the default amount.

6.  Select a reason for the refund.

7.  Tap Refund.

8.  You will a refund icon next to the payment you just refunded.

9.  If you would like to issue a receipt, tap the order and tap Issue Receipt.

10. The refund receipt will confirm the refund, indicating the amount refunded.

11. Return to TouchBistro and tap Orders.

12. Tap the All Closed Bills tab and tap the Information /wp-content/uploads/2014/11/chapter4image019.png icon associated with the bill you just refunded on the Square Register app.

13. We need to recreate a refund invoice to balance out sales logged (but refunded). So tap Refund Sale.

14. Tap the Bar Tabs tab. You will see your refund invoice created here with the value of the bill as a negative. Tap it to open it.

15. Note the return invoice makes all items on the bill as negative amounts and properly calculates the tax that needs to be balanced out as well. If any of these items are tracked using the TouchBistro inventory system, TouchBistro will return the items or ingredients to stock.

16. Tap the Checkout  icon.

17. Tap Non-Integrated Credit Refund.

18. Tap the card that was offered. For example, Visa.

19. Tap Full Refund.

20. Return to the All Closed Bills tab. We can now see our original bill we refunded via Square and the matching refund invoice that will balance out the refunded bill for sale reporting purposes.

Chapter 16. Switching Locations

If you have setup your Square Register app to support multiple locations, and you’ve changed locations on your Square Register app, you need to change the location set in TouchBistro.

From the Square Payments screen, simply tap Choose Location and tap the location set in the Square Register app.

Chapter 17. Managing Gift Cards in Square

Gift cards are sold, enabled, and managed via the Square Register App and your Square Dashboard. Before you begin setting up gift cards, ensure you’ve ordered Square-compatible gift cards from Square. If you have gift cards from a previous integration they will not be compatible with the Square integration.

Section 1. Enable Gift Card Sales on your Square Dashboard

In this step, you set up what kind of gift cards will be available for sale. For example, do you only want to sell gift cards in fixed amounts ($20, $50, $100)? Or do you want to offer cards that can be loaded with any amount desired?

1.  Log into your Square Dashboard.

2.  Click Items | Gift Cards.

3.  Click Set Up Gift Cards.

4.  You will be prompted to set up your first gift card.

5.  Enter a name.

6.  If you want gift cards to be sold by fixed values ($20, $50, $100), enter the fixed value in the price field. Or else leave it blank if you want customer to be able to purchase the card and load it with any value. If you do create fixed value cards but want customers to be able to top up existing cards for any amount, make sure you create an open value gift card option.

7.  If you have multiple locations, select any or all locations this card can be purchased at.

8.  Enter a description and click Save.

9.  You will see your gift card type here.

10. Click Create Gift Card if you want to add different types (for example, additional fixed value cards).

11. If not, you can exit from your dashboard.

Section 2. Selling a Gift Card

If a customer comes into your venue and wants to purchase a gift card, follow these steps.

1.  On your Square Register App, access your Register screen.

2.  If you’re not on your Register screen, tap the Options  icon at the bottom of the screen and tap Register.

3.  On your Register screen, tap the Library icon.

4.  Tap your Gift Card category.

5.  Tap the Gift Card type you want to sell.

6.  If this is an open value card, enter the value the customer wishes to add to the card. Or verify the pre-selected amount.

7.  You can swipe the gift card you wish to sell or enter its 16-digit number in the Add Card field.

8.  After swiping the gift card, verify the amount and tap Charge.

9.  The Square Register App now prompts you to collect payment for the value added to the gift card. You can either accept cash or swipe an offered credit card. Tap Split if the customer wishes to pay part of the gift card balance with cash and part with a credit card.

10. After selecting the cash payment option or processing a credit card payment, you will be prompted to select a receipt option. Give the customer his/her receipt and activated and loaded gift card.

Section 3. Logging Gift Card Sales in TouchBistro

When you sell a gift card via Square, TouchBistro does not log the sale or the payment in its End of Day report. It’s important to log any value added to a gift card as a menu item sale to help balance out your cash drawer and credit card receipts.

Although it might seem unnecessary to log a gift card value addition as a sale when Square already captures a sale, it only provides half the necessary information. Imagine, for example, a customer topped up a Square gift card for $50  and paid with a $50 bill. Your cash drawer would be $50 over and you could only guess that that $50 represents the $50 gift card top up.

To ensure complete and accurate accounting, follow the following steps:

Section 4. Setting Up Your Menu

1. Access Menu.

2. Tap Sales Category. Create a Sales Category called Gift Cards or Merchandise (if you want to sell other non food/drink items).

3. Create a Menu Category called Gift Cards. Set the Sales Category for Gift Cards or Merchandise (depending on what you created in step 2).

4. Ensure you disable Taxation by removing the checkmark from the included tax. Tap Done

5. Tap Icon and set an appropriate icon.

6. Tap Save.

7. Access Menu Items. Tap Gift Cards.

8. Create a  Gift Card Value Add menu item under the Gift Cards category.

9. Give the menu item name something like Gift Card Value Add. This will will be used when a new card is purchased and value is added to it or when an existing card is topped up.

10. Set it for an Open Price.

11. Ensure Taxes is set to No Tax.

12. Enable Is a Gift Card. Menu items with this enabled will be flagged as gift card sales in your Gift Card Activity report. We’ll see more about this report below.

13. Return to the Menu setting screen and tap Menus.

14. Tap a menu category (for example Full Menu).

15. Tap Add Menu Category and add our Gift Cards menu category.

16. Tap Save and then add the Gift Cards menu category to additional Menus as necessary.

Section 5. Logging the Order with Your Gift Card Menu Item

1.  Open your cash register.

2.  Tap your Gift Card menu category.

3.  Tap your Gift Card Value Add menu item.

4.  Enter the value you wish to add to the card and then tap Set Price.

5.  Double check you set this menu item up not to charge tax. In most jurisdictions, you do not charge tax on values added to a gift card, as the tax is paid when the gift card is used to pay for a good or service. Tap the Checkout  icon.

6. Tap one of the non-integrated payment options to log the payment. If the gift card value add was paid with cash, tap Cash. If the gift card value add was paid with a credit card, tap the Manual Charge/Credit

7. After selecting your payment method, tap Pay in Full and complete the sale as you would complete any other menu sale.

Section 6. Reporting

You need to add the Gift Card Activity report to your End of Day template. This report will help you and your accountant to understand how much of the day’s sales can be realized for that day. For example, if you did $1000 in pre-tax sales but sold $200 in gift cards, you can only recognize $800 in pre-tax sales for that day. The money collected for the gift cards will be realized when the customer redeems the gift cards on a later day.

1) Edit Your End of Day Template

To add the Gift Card Activity report:

1.  Tap Admin | Reports.

2.  Tap Load Template.

3.  Tap End of Day.

4.  Tap Accounting and add the Gift Card Activity report to your list of reports.

5.  Tap Save Template.

You will only need to do this once.

2) Perform Your End of Day

1.  Tap Generate to generate your End of Day report.

2.  When you perform your End of Day, you will see your Gift Card sales category has captured gift card menu item sales. You also see you have $136.93 in pre-tax sales for that day.

3.  Reviewing your Gift Card Activity Report, you can see you sold $50 of menu items flagged as a gift card value add. From these reports you or your account can revise the $136.93 in pre-tax sales down by the value of the Gift Card Sales total. So in this example, you can recognize $86.93 in pre-tax sales for the day. The $50 added to a gift card will be realized later when the customer uses the gift card to make payments for other menu items.

Section 7. Checking an Existing Card’s Balance

If a customer comes into your venue and wants to purchase a gift card, follow these steps.

1.  On your Square Register App, access your Register screen.

2.  If you’re not on your Register screen, tap the Options  icon at the bottom of the screen and tap Register.

3.  On your Register screen, tap the Library icon.

4.  Tap your Gift Card category.

5.  Tap Check Balance.

6.  Swipe the card or enter the 16-digit card number.

7.  The Square Register App will show you the balance. Tap the X close button to close the dialog box.

Section 8. Reloading a Card

Reloading a card is similar to activating a card. The only difference is the customer presents you with an activated card he or she wishes to top up. To top up, follow these steps.

1.  On your Square Register App, access your Register screen.

2.  If you’re not on your Register screen, tap the Options  icon at the bottom of the screen and tap Register.

3.  On your Register screen, tap the Library icon.

4.  Tap your Gift Card category.

5.  Tap the variable amount card type. Alternatively, select a fixed value card if the customer wants to add one of the fixed amount or you don’t allow top ups other than the fixed amounts.

6.  If this is an open value top up, enter the value the customer wishes to add to the card. Or verify the pre-selected amount.

7.  Swipe the gift card the customer wishes to top up or enter its 16-digit number in the Add Card field.

8.  After swiping the gift card, verify the amount and tap Charge.

9.  The Square Register App now prompts you to collect payment for the value added to the gift card. You can either accept cash or swipe an offered credit card. Tap Split if the customer wishes to pay part of the gift card balance with cash and part with a credit card.

10. After selecting the cash payment option or processing a credit card payment, you will be prompted to select a receipt option. Give the customer his/her receipt and topped up gift card.

11. To log the sale in TouchBistro, use the open priced Gift Card Top Up menu item you created.

Section 9. Correcting Errors

If you have added a balance to a gift card incorrectly and need to correct the error, follow these steps.

1.  Take the card with the incorrect balance.

2.  On your Square Register App, access your Register screen.

3.  If you’re not on your Register screen, tap the Options  icon at the bottom of the screen and tap Register.

4.  On your Register screen, tap the Library icon.

5.  Tap your Gift Card category.

6.  Tap Check Balance.

7.  Swipe the card or enter the 16-digit card number.

8.  Tap Clear Balance and then confirm.

9.  After clearing the balance, you need to refund the customer or cancel the payment if done by credit card.

10. Tap the Options  icon at the bottom of the screen.

11. Tap Activity.

12. Locate the payment and tap it.

13. Tap Issue Refund.

14. Tap a reason for the refund, for example Accidental Charge.

15. Tap Refund.

16. If you have already logged the sale in TouchBistro, you will need to do a non-integrated refund in TouchBistro to ensure you’re not reporting the money refunded.

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