FAQ - Chalk Shop by Square

What is Chalk Shop by Square? 
Chalk Shop by Square is a point of sales tracking and payment app that allows Chalk Couture™ Designers to manage product inventory, process customer orders, sell finished goods, send invoices, and charge workshop fees in a snap. Read on for more details! 

ACCOUNT SETUP 
How do I get started? 
Begin by authorizing the Chalk Shop by Square app in your Designer Office and selecting your personal settings. 

  1. From the Designer Office navigate to “Change Settings.” 
  2. Click on “Chalk Shop.” 
  3. Click the “Authorize” button for Chalk Shop by Square. 
  4. Within the pop-up “Designer Authorization” form, select your preference as to when and if you want inventory items and customers to be updated in your Square account (for specific details about what each of the different settings offers, see the sections on “Managing Inventory” and “Managing Customer Information” sections in this document.) 
  5. Select when and if you want customers to be updated in your Square account. 
  6. Click “Continue” to be redirected to Square. 
  7. Log in to your existing Square account. (Authorization requires you to create a new Square account if you don’t have one already; click here to create one.) 

**Where it asks for the Store Location Number, that is your DESIGNER ID.

Do I need a Square account? 
Yes. If you are not already a Square user, you will be prompted to create an account as part of the authorization process. If you have previously used Square as a vendor, you can use the same account; however, we recommend that you utilize Chalk Shop by Square to transact Chalk Couture–related sales only. This will ensure that the sales data added to your Designer Office pertains only to your Chalk Couture sales. If you have other business transactions you conduct on Square, you can still use the Square app outside of Chalk Shop by Square. 

Should I create a Square account specifically for my Chalk Couture Designership? Or could I use one account to sell both Chalk Couture and non–Chalk Couture products? 
We recommend creating a Square account specifically for Chalk Couture business if you sell other items that are not Chalk Couture products, bundles, workshop registrations, or finished goods. All sales transacted via Chalk Shop by Square will be uploaded into your Chalk Couture Designer Office, and in order to keep only Chalk Couture transactions in your order history, you’ll need a separate Square account. If you try to combine your Chalk Couture by Square transactions with other types of Square sales, you will see everything in your Designer Office, which could be confusing. 

How do I create a Square account if I need one? 
To sign up online, go to squareup.com and click “Get Started.” Follow the steps as they are defined by Square. You will need your personal and business information handy, as well as a phone number and email address. Once your Square account has been created, you can download the app to your mobile device.

How do I create a second Square account just for my Chalk Couture™ business if I need one? 
Click here to create a new account using a separate email address. (First, ensure you’re logged out of your first Square account.) 

**Where it asks for the Store Location Number, that is your DESIGNER ID.

Will there be fees associated with my Chalk Shop by Square Account? 
Yes, as is customary with all merchant accounts. Though rates are subject to change, Square’s fees are as follows:

  • Standard processing fee is 2.6% + 10¢ for contactless payments, swiped or inserted chip cards, and swiped magstripe cards. 
  • Payments that are manually keyed-in, processed using Card on File, or manually entered using Virtual Terminal have a 3.5% + 15¢ fee. 
  • Invoices cost 2.9% + 30¢, or 3.5% + 15¢ if processed using Card on File. 

Square’s processing fees are deducted before funds are transferred to your linked bank account. For more information on fees, click here

How am I paid for sales transacted in Chalk Shop by Square? 
Funds are automatically deposited into the bank account on file with Square, 1 to 2 business days after the transaction takes place. 

How do I link my bank account? 
If you did not add your bank information when creating your Square account, use the following instructions in the app: 

  1. Open the options menu. 
  2. Click “Settings.” 
  3. Scroll down to “‘Account” then click “Bank Account.” 
  4. Tap the “Change Bank Account” button. 
  5. Enter your account password. 
  6. Enter your bank account details and follow the prompts to complete the account link. 
  7. You will receive a confirmation email once your account has been verified. 

How often are funds transferred to my bank? 
As often as you make a transaction; by default, your sales are transferred 1 to 2 business days after a transaction. If you need access to your funds faster, you can change your selection to “Instant transfer” or “same-day transfer” to immediately send funds to your bank account. 

How much should I collect for sales tax? 
Sales taxes should be charged according to the location where a sale takes place or where an item is being shipped. If you do not know a particular sales tax rate, a Google search should produce the correct tax rate for a particular city and state sales tax rate; you could also consult the state’s government website for tax rates. 

How do I set up the sales tax rate charged on transactions? 
Sales tax is determined based on the area or state where you are selling the items (or to where you’re shipping them), and can be changed for each individual transaction. 

From your desktop dashboard, click “Items.” 

  1. In the menu on the left side, click “Sales taxes.” 
  2. Enter the name of your sales tax. (We recommend you “name” the tax after the zip code or postal code where you will be selling items. This will make it easier to switch calculations based on locations where you sell most often.) 
  3. Add your sales tax rate (percentage) based on your location. If you do not know the applicable sales tax rate, Google the city and state sales tax rate. (For sales in Canada, we recommend you set up 2 tax rates: one for GST/HST and one for PST.) 
  4. Toggle the “Enable Tax” switch to blue (on) to ensure tax will be calculated at checkout. 
  5. Click “Save.” 

Do I need to update my sales tax each time I make a sale? 
Sales taxes are determined based on the city and state in which the items are delivered to the customer. If you are selling products outside of your hometown, update the sales tax to match the location where your sales are taking place. 

Will the app show me the amount of sales tax due at the end of a specific sales event? 
If you are conducting sales at an event, all sales for the event will have the same tax rate. To view the sales tax collected in a certain time period, view your “Taxes Report” in the “Reports” section of your account dashboard (https://squareup.com/dashboard/sales/reports/taxes) in Square. Filter the date to coordinate with the event dates to view all of the sales tax collected. 

As a reminder, sales tax on your Chalk Couture™ Inventory Orders will be remitted to the state on your behalf by Chalk Couture. 

MANAGING INVENTORY 

How do I add my existing Chalk Couture inventory to Chalk Shop by Square? Once you have authorized Chalk Shop by Square in your Designer Office, the app is synced, and your inventory will automatically update. Inventory in Square can also be adjusted manually. Updates may vary depending on the settings you select. At authorization, you will see three setting options to determine how your inventory will be added: (1) “Add all existing inventory items to Square,” (2) “Only update Square when new Inventory Orders are placed,” or (3) “Never update Square with inventory items.” You can change these settings at any time, but note that if you choose to “add all existing inventory items to my Square account” those products will appear in your app unless manually adjusted otherwise. 

  • “Add all existing inventory items to Square”: All products purchased in your Designer Office and designated as inventory since July 2018 will be added to Square; items purchased “for personal use” will not. If you select this option, Square will still list products you have sold previously as current inventory. Individual items can be adjusted manually once all existing inventory has been added. 
  • “Only update my Square account when new Inventory Orders are placed”: From the date you authorize the app, any new inventory items that you purchase will be added to Square. When purchasing items in your Designer Office, items marked as “inventory” will be added to Square, whereas items purchased “for personal use” will not. 
  • “Never update Square with inventory items”: No inventory items will be added to Square. You will still be able to add or adjust items manually to help manage your inventory in Square; however, they will not sync automatically with any purchases made in your Designer Office. 

Why can’t I see my inventory items in the Chalk Shop by Square account? 
If you have more than one location set up in your Square account, your Chalk inventory items may be updating to the wrong location. During the Designer Office and Square authorization process, Square only provides your first Square location. If your first Square location is not for your Chalk Couture™ Designership, your inventory items will be updated to your non–Chalk Couture line of business. You will need to manually change the location for each of your Chalk Couture inventory items each time your inventory is updated to Square. Chalk Couture strongly advises that you create a Chalk Couture–specific Square account.

How does Chalk Shop by Square manage inventory? 
The Square app is designed to help you manage and keep track of your Chalk Couture™ inventory. This can be useful if customers are requesting itemized receipts, to help you keep track of inventory at large events, to track workshop registration numbers, and for many other uses. Keep reading for more information relating to inventory management in your Chalk Shop by Square app. 

Do I need to input my inventory the first time I use the app? 
You may or may not choose to include your inventory in the Square app. If you choose to have your inventory added automatically when initially connecting your account by syncing with your Designer Office, you will not need to input inventory manually. You may need to reconcile the inventory automatically added to ensure that the item totals are accurate with what you actually have on hand. 

How does Chalk Shop by Square know what items I have in my inventory? 
Depending on the setting you selected at authorization, the app is synced with your Designer Office and is automatically updated whenever you place an Inventory Order from your Designer Office or sell an item through the app. Please note that you need to manually adjust your Chalk Shop inventory if you process transactions outside the Square app. 

Is there a way to search for items in my inventory? 
Yes, you can search by name, description, or SKU in the “Items Library” of your Square account. You can also access the search function from the checkout page, making it easy to find items for quick checkout. 

How do I reconcile my inventory if it’s incorrect? 
Once you have determined the actual totals for each item in your on-hand inventory, use the following steps:

 If using a desktop computer: 

  1. Once you’ve logged in to your Square account, click “Items” in the options menu. 
  2. Select “Item Library” in the options on the left side. 
  3. Find the inventory item you would like to update the quantity for and click on the title link. 
  4. Scroll down to “Variations” and click the number listed in the “Stock” field. 
  5. Make sure the Tracking switch is toggled to blue (on). 
  6. Click “Select Reason” in the “Stock Action” field and choose “Inventory Recount.” 
  7. In the “Current Stock” field, enter the correct number you have on-hand. 
  8. Click “Done.” 
  9. Double check the information on the “Edit Item” page. 
  10. Click “Save.” 

If using a cell phone or mobile device: 

  1. Once you’re logged in to your Square account, click “Items” in the options menu. 
  2. Find the inventory item that you would like to update the quantity for and click on it. 
  3. Scroll down and click the number listed in the “Stock” field. 
  4. The “Adjust Stock” menu will come up; select “Inventory Recount.” 
  5. Enter the correct number you have on hand. 
  6. Click “Save.” 
  7. Double check the information on the “Edit Item” page. 
  8. Click “Save.” 

How do I add a new item, finished good, bundle, or workshop to my inventory? 
If using a desktop computer: 

  1. Once you’re logged in, click “Items” in the options menu. 
  2. Select “Item Library” in the options on the left-hand side. 
  3. Click “Create an Item” towards the top right corner. 
  4. In the details section, name the item (e.g., “fall workshop,” “autumn finished good,” “winter bundle”). 
  5. Select the category where you’d like the item to appear by using the drop-down menu. (You can also create new categories or select “None.”) 
  6. If you’d like to, add a description to the inventory item. (This step is optional, but recommended.) 
  7. In the “Variations” section, create a SKU for your item (This step is required.) 
  8. Make sure the “Unit Type” is set to “Per Item” for pricing. 
  9. Add the price of the item in the “Price” field. 
  10. In the “Stock” field, click “None.” Under “Manage Stock,” toggle the “Tracking” switch to blue (on) and select a “Stock Action” from the drop-down menu. Select the appropriate option. 
  11. The “Add Stock” field will become available. Enter the amount of items that you have on hand. 
  12. Make sure the number listed in the “Stock” field is correct and click “Done.” 
  13. Click “Save” in the top right corner of the page. 

If using a cell phone or mobile device: 

From the Square app, select “Items” in the options menu. 

  1. Select “All Items.” 
  2. Click Create “Item” button. 
  3. Name the item (e.g., “fall workshop,” “autumn finished good,” “winter bundle”). 
  4. Select the category where you’d like the item to appear by using the drop-down menu. (You can also create new categories or select “None.”) 
  5. Click the back arrow to go back to the “Create Item” screen. 
  6. Make sure the “Unit Type” is set to “Per Item” for pricing. 
  7. Add the price of the item in the “Price” field. 
  8. Create a SKU for your item. (This step is required). 
  9. Click “Receive Stock” and add the quantity of the item you have on hand then click “Done.”
  10. If you’d like to, you can add a description to the inventory item. (This step is optional, but recommended.) 
  11. Click “Save” in the top right corner of the page. 

Please note that any unique items you add to inventory and then sell will be noted with the designation “FGGENERAL” on all Designer Office sales reports. 

What is “FGGeneral”?
“FGGeneral” is the SKU designated by Chalk Central for your unique items sold in Chalk Shop by Square. If you sell an item not specifically tied to a SKU within the system of Chalk Couture™, those items will be designated as FGGeneral in all your sales reports. Please note that FGGeneral is applied to all unique items sold, including workshop fees, bundles, finished goods, etc., as Chalk Couture does not have visibility of the specifics regarding each unique product or good you may sell. 

Can I sell products in Chalk Shop by Square other than those that are automatically updated from inventory orders placed in my Designer Office? 
Yes. You can create unique items to transact in the app. We recommend you create your own items in order to sell bundles and finished goods, and also for charging workshop registration fees. Unique items created in Square are not tied to a recognized Chalk Couture™ SKU number and will show as “FGGeneral” on the sales report page of your Designer Office. 

How do I charge for bundles and workshop fees, or add to my inventory a finished good that I’ve created? 
To process workshop fees, add bundles, or sell finished goods, you’ll need to add a new item to your Chalk Shop. Follow the instructions for adding new items as previously outlined. 

Will inventory for the individual items I include in a bundle (paste, Transfer, surface, etc.) be deducted from Square when I sell the bundle? 
No, Square cannot distinguish which items are included in a bundle you’ve created. You will need to manually adjust the quantities for the individual items accordingly. 

Does my inventory list include all the items I have on hand, or only those currently available (not retired, paused, etc.)? 
Depending on your personal settings within Chalk Shop by Square, all Inventory Orders purchased in your Designer Office will be added to your Square account, even if the item is not currently available at Chalk Couture. 

Why aren't the products I purchased under “Personal Use Orders” included in my Chalk Shop inventory? 
Items included on Personal Use Orders are considered (and taxed) for personal use only. 

I have items that I purchased under “Personal Use Orders” that I now want to resell through Chalk Shop. How can I add them to my inventory? 
Products purchased for personal use are declared and taxed as personal use at the time of purchase. They should not be resold. 

How are my on-hand inventory items listed within the app? (Alphabetically? By product type?) 
When viewing items in the “Checkout” section, they are listed in alphabetical order. When viewing in the “Items” section, products are listed by category (e.g., accessory, ink, paste, surface, Transfer, etc.). 

PROCESSING ORDERS 

How do I know that my account is ready to process transactions? 
Square provides a Setup Guide that can be viewed from the desktop that includes a checklist of items needed to complete your account registration. Once your account is completely set up, the Setup Guide will disappear. 

How do I process an order? 
From the Square app, click “Checkout” in the options menu. 

  1. You will see all of the items in your inventory list that are available for purchase. Select the item(s) you want to sell. 
  2. The total in the blue button up top will update to reflect that the items have been added. 
  3. Add the customer by clicking “Current Sale” above the “Charge” button. All items added will appear here. Click the arrow in the top right corner, then “Add Customer.” 
  4. Select your customer from the list gathered from your Designer Office previously, or “Create Customer.” 
  5. Click “Add to Sale.”
  6. Click the blue “Charge” button to start the checkout process. 
  7. Collect payment from your customer or send an invoice to the email address on their account. 
  8. Select the payment method you’d like to use. 
  9. Select the delivery method for the receipt. 
  10. Click “New Sale” in the top right corner to start a new order. 

How do I refund an order? 
From the Square app, select “Transactions” in the options menu. 

  1. Select the transaction that you would like to refund. 
  2. Click the “Issue Refund” button. 
  3. Select the items or the amount that you would like to refund. 
  4. If the item is tied to your inventory, you can select the option to restock the item on the next page. 
  5. Confirm the amount of money being refunded and select the payment method being refunded. 
  6. Select your “Reason for Refund” and click the blue “Refund” button up top to complete the refund. 
  7. You will see a “Refund Complete” screen confirming that the refund is complete. 

If I process a refund, are funds taken out of my bank account? 
Yes, once a refund is initiated, Square will debit the amount you were paid (sale amount minus initial processing fee), and will credit the full purchase amount back to your customer’s card. 

Are prices always provided as full retail? 
Yes, but you can add discounts at your discretion. 

How do I create a discount? 
In order to apply a discount to an order in Square, you need to first create the discount. Instructions are the same for working in both the app and from a desktop computer. 

  1. Once you’re logged in, click “Items” in the options menu. 
  2. Select “Discounts” in the options on the left side. 
  3. Click “Create a Discount.” 
  4. Add a name (e.g., “VIP Discount” or “Black Friday Discount”). 
  5. Add the amount of the discount (dollar or percentage). 
  6. Click “Save.” 

How do I apply a discount? 
The options for applying discounts vary. Click here to learn more about all the discount options available. To offer a basic item discount, follow the Square instructions as provided below: 

  1. Once you’re logged in, click “Checkout.” 
  2. Add items you would like to sell at a discount. 
  3. Listed within the items, you’ll see the discount. Click the discount item to apply it to your customer’s order. 

What type of payments can I collect? 
Square allows you to collect cash and credit card payments. Square works with any US-issued and most internationally-issued magstripe or chip cards bearing a Visa, MasterCard, American Express, Discover, JCB, or UnionPay logo. You can also send invoices via email that will allow your customer to input their own card information. Square offers a free magstripe reader with the option to upgrade to a Square card reader for tap and chip payments. You can also manually type in the card information on the final payment screen. 

How do I collect payments? 
Once you’ve added inventory items on the checkout screen, you can collect cash or card payments, or you can send an invoice requesting payment. 

Can a customer use two different payment types in one transaction? 
Yes, customers can split a payment between two credit cards, or between cash and a credit card. Once you’ve added inventory items and are ready to process the payment, click “Charge.” In the top right corner you can then click “Split Amount” to split the payment by amount or as equal payments. 

Do I have to manually enter my customer’s credit card information? 
If you have a magstripe reader, you do not have to manually enter credit card information. When you initially set up your account, you can opt to have a complimentary magstripe reader sent directly to you. You can also upgrade to a chip/tap reader for an additional fee. If you have not yet received your magstripe reader or if you don’t have it with you, you can always manually enter information in the “Checkout” screen/option. 

Is my customer’s credit card information safe? 
Square respects your customers’ privacy and works hard to protect all personal information. For more information on how Square may collect, store, use, and protect personal information, please review their advertised Privacy Policy by clicking here.

What specific customer information do I need to process an order? 
You may use the “Quick Sale” checkout option to collect payment and process an order without providing any customer information. Customers using the “Quick Sale” option will be noted as Chalk Shop Guests and will not generate a customer record for future reference. 

If your customer checks out and provides the same information associated with a current Chalk Couture™ customer account (name, email, phone, etc.), the transaction will update to that customer's order history in your Designer Office. If you process an order for a new customer or Chalk Shop Guest in Square who does not already have an account on your Chalk Site, the new customer and order will be reflected in your Designer Office within 24 hours. 

Will my customer’s address or other information be updated in Square if they update it in their Chalk Couture customer account? 
Yes. Updates between your Designer Office and Chalk Shop by Square will happen within 24 hours. 

How do I provide a receipt for Chalk Shop transactions? 
At the end of each transaction, you have the option to send a receipt via email or text message. Follow the prompts to select your customer’s chosen receipt method. To resend a receipt, navigate to the “Transactions” section of the app. Click “New Receipt” to view options. If the option to send a receipt isn’t provided, that means your customer is already subscribed to receive automatic receipts from Square Sellers. Their automatic receipt will be sent either to the email address they previously associated with Square Sellers or they will be given the option to enter a phone number for a text receipt. 

How do I provide an invoice for Chalk Shop transactions? 

  1. Select the “Invoice” section of the app from the options menu. 
  2. Click “Create Invoice.” 
  3. Add the customer you would like to send the invoice to. If this is a new customer, click “Create Customer.” 
  4. Add line items the customer would like to purchase. 
  5. If desired, you can add an invoice title and a photo. 
  6. Click “Continue.” 
  7. You’ll see the invoice amount up top. You can add payment reminders to be sent automatically if your customer doesn’t pay the invoice right away. This is optional, but the default is set to send invoices automatically. 
  8. If you scroll down, you’ll see a preview of the invoice. Once you’re ready, click “Send Invoice.” 
  9. You will then see the amount as “Outstanding” in the invoices section of the app. 

Can I review past Chalk Shop orders in my Designer Office? 
Yes. You can see all previous Chalk Shop transactions in your Designer Office by logging in to your Designer Office and selecting “Orders” and then “Sales.” If an order was processed through Chalk Shop by Square, the order type will be noted as “Mobile App.” 

MANAGING CUSTOMER INFORMATION 

How do I connect the customer information from my Chalk Site to the customer information in the app? 
Once you have authorized Chalk Shop by Square to sync customers found in your Designer Office, Square will sync with information in your Designer Office, and customer information will automatically update in the app depending on the settings you select. At authorization you will see three setting options to determine how your customers will be added: (1) “Add all my customers to my Square account,” (2) “Only add my new customers to my Square account,” or (3) “Never update my Square account with my customers.” You can change these settings at any time, but note that if you choose to “Add all my customers to my Square account,” those customers will always appear in your app. 

  • “Add all my customers to my Square account”: Any customer who has ever purchased through your Chalk Site will be added to Square. 
  • “Only add my new customers to my Square account”: From the date you authorize Chalk Shop by Square, all new orders purchased from your Chalk Site will add the customer to your Square account. 
  • “Never update my Square account with my customers”: No customer, new or existing, will be added to Square. 

Do I need to input information for all my current customers in order to get started? 
No. You can begin processing orders without any customer information in Square. Likewise, If you chose the option to sync your customers when authorizing Chalk Shop by Square, you will not need to input any current customer information. If you chose not to sync customer information but would like to do so now, click “Settings” on the Chalk Shop by Square authorization page in your Designer Office. You can also manually input customer information on the Square app or your desktop. Additionally, you have the option to upload a .csv file. 

How do I add a new customer to Chalk Shop by Square?
If using a desktop computer: 

  1. Once you’re logged in to Square, select “Customers” from the options menu. 
  2. Click the “Create Customer” button. 
  3. Fill in all of the information you have for the customer. 
  4. Click “Save.” 
  5. The customer will now be listed in your Chalk Shop by Square customer report. Customers added to Square will not be added to your customer data in the Designer Office until an order for that customer is processed. 

If using a cell phone or mobile device: 

  1. Open the Square app and select “Customers” from the options menu. 
  2. Click the three dots in the right corner and select “Create New Customer.” 
  3. Fill in all of the information you have for the customer. 
  4. Click “Save.” 
  5. The customer will now be listed in your Chalk Shop by Square customer report. Customers added to Square will not be added to your customer data in the Designer Office until an order for that customer is processed. 

Can I export customer information from Square? 
Yes. Square allows you to export customer information as a .csv file from the desktop dashboard. 

If I create a new customer in Chalk Shop by Square, will that customer also appear in my Designer Office reports? 
Not until an order is tied to the new customer. Any new customers you add in Square will not show up in your Designer Office Customer List until a Square transaction has been processed for them. Once a transaction has been processed, the customer and order will update to your Designer Office within 24 hours. 

I need help with my Square account. Where on Square can I get help to maximize my experience? 
Visit https://squareup.com/help for more information.

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