Square settings

Overview

Get help configuring your Square integration with a description of each setting.

Configure your Square integration to keep Cin7 Omni and Square in sync:

Log in to Cin7 Omni.
From the Integrations menu in the navigation, select your Square integration.
Open Settings.
Open the Settings tab.

After configuring your integration, always remember to Save Settings.

Product settings

To synchronize Square and Omni products (for example, to upload and download products), enable Products (select Turn on). Enabling Products will:

Show the Product Status and Product Activity tiles on the dashboard.
Show the Download Products button on the Products Status tile.
Show the product settings, which you can use to configure how products are synchronized.

Then configure the product settings (below). Note that, in Square, products are known as items.

Download Products

Download Products shows the time and date that products were last downloaded from Square. Products created in Square before this time and date won’t be downloaded again. Find out about downloading products from Square.

Upload Products

If you want to upload products to Square, select Upload Products. The Upload Products button will be shown on the Product Status tile on the dashboard. Then find out more about uploading products to Square.

Price Tier

Use the Price Tier to choose which prices are uploaded to Square when you upload products.

Stock settings

To upload stock levels to Square, enable Stock (select Turn on). Enabling Stock will:

Show the Stock Activity and Stock Update Status tiles on the dashboard.
Show the Update Recent Modified Stock and Update All Stock buttons on the Stock Update Status tile.
Show the stock settings, which you can use to configure how stock levels are uploaded.

Then configure the stock settings (below) and find out about uploading stock levels to Square.

Update Stock Levels

Update Stock Levels shows the time and date that the stock levels were last uploaded to Square.

Only stock levels modified since this time and date are considered "recently modified" and will be uploaded to Square when you run Update Recent Modified Stock Levels. This setting doesn’t affect the Update All Stock function. Find out more about uploading stock levels.

Auto-Sync Stock

Select Auto-Sync Stock to have Omni stock levels automatically uploaded to Square whenever Square sales orders are downloaded.

Get Stock Levels From

Use Get Stock Levels From to choose which Omni branch (or branches) stock levels are uploaded from.

When you upload stock levels to Square, the total level of stock – as calculated by the setting Type of Stock Levels To Use on Square (see below) – of each Omni product at the Get Stock Levels From branch (or branches) will become the level of stock of the matching product in Square.

Type of Stock Level To Use on Square

Use Type of Stock Level To Use on Square to choose how stock levels are calculated for Square:

Stock Available: Use the product’s Stock Avail.
Stock on Hand: Use the product’s SOH.
SOH Less Open Orders Within 7 Days of ETD: Use the product’s SOH less the total Qty Ordered of open sales orders with ETDs in seven days.
SOH Less Open Orders Within 30 Days of ETD: Use the product’s SOH less the total Qty Ordered of open sales orders with ETDs in thirty days.
Stock Available + Incoming Stock: Use the product’s Stock Avail plus the total Qty Ordered of open purchase orders.
Stock Available + Incoming Stock Within 7 Days of ETD: Use the product’s Stock Avail plus the total Qty Ordered of open purchase orders with ETDs in seven days.
Stock Available + Incoming Stock Within 30 Days of ETD: Use the product’s Stock Avail plus the total Qty Ordered of open purchase orders with ETDs in thirty days.

Note that each product’s stock level, as calculated by this setting, is modified by Set Buffer Stock (see below).

Set Buffer Stock

Use Set Buffer Stock to have a fixed quantity subtracted from the level of stock uploaded to Square for each product. Use this setting so that your Square stock levels underestimate your true stock levels.

Map Warehouses

Select Map Warehouse to show the Branch–Warehouse Table and map Omni branches to Square locations. When you upload stock levels to Square, each Square location will take its stock level from the Omni branch or branches it’s mapped to.

Select Refresh Warehouse Options to download an up-to-date list of Square locations to the Branch–Warehouse Table.

If you leave Map Warehouses disabled, then the total level of stock from all your Omni branches (as calculated by the setting Type of Stock Level To Use on Square) will be uploaded to your Square integration's Primary Location (see below).

Branch–Warehouse Table

Use the Branch–Warehouse Table to map Omni branches to Square locations. When you upload stock levels to Square, each Square location will take its stock level from the Omni branch or branches it’s mapped to.

Order settings (download orders)

To synchronize sales orders with Square (essentially, to download sales orders), enable Download Orders (select Turn on). Enabling Download Orders will:

Show the Order Activity and Order Status tiles on the dashboard.
Show the Download Orders buttons on the Order Activity tile.
Show the sales order settings.

Then configure your order settings (below) and find out about downloading sales orders from Square. Note that, whenever sales orders are downloaded from Square, changes to mapped sales orders may be downloaded too.

Download Orders Updated in Square After

Download Orders Updated in Square After shows the time and date that sales orders were last downloaded from Square. Sales orders created before this time and date won’t download. Changes the sales orders applied before this time and date won’t download either (if the relevant sales order has already been downloaded).

Download Orders Created in Square After

Sales orders created in Square before the Download Orders Created in Square After time and date will never download. This setting stops historical sales orders from ever being downloaded.

Automatic Order Downloads

Select Automatic Order Downloads and:

Square sales orders will be downloaded automatically at least once every two hours.
The Force Daily Auto Order Downloads setting will be shown. Use this setting to set a time at which Square sales orders will be downloaded every day.

Status-based downloads

If you want to download Square sales orders with certain statuses only, select those statuses from the Download orders when status in Square is list. Only sales orders with the statuses you’ve selected will be downloaded; if you don’t select any statuses, sales orders with any status will be downloaded.

Set Default Stage for Square Orders

Use Set Default Stage for Square Orders to choose a default Omni Stage for sales orders downloaded from Square. The default stage will be overridden for some orders if Auto Dispatch Orders is enabled (see below).

Auto Dispatch Orders

Use Auto Dispatch Orders to control whether sales orders get automatically dispatched when they’re downloaded from Square:

Yes: The sales order’s Cin7 Status and Stage will be set to Dispatched and its Fully Dispatched date will be set to the time and date it was downloaded. Only FIFO line items with stock available will be dispatched.
Yes - Completed Orders Only: The sales order’s Cin7 Status and Stage will be set to Dispatched and its Fully Dispatched date will be set to the time and date it was downloaded if and only if the sales order has already been completed in Square and all line items can be dispatched in Omni. Only FIFO line items with stock available will be dispatched.
- If you select this option and then, after downloading a sales order to Omni, complete that order in Square, the Omni sales order will get automatically dispatched the next time you download sales orders (so long as each line item can be dispatched).
Yes - Complete Orders Only (Ignore Stock): The sales order’s Cin7 Status and Stage will be set to Dispatched and its Fully Dispatched date will be set to the time and date it was downloaded if and only if the sales order has already been completed in Square. Only FIFO line items with stock available will be dispatched.
- If you select this option and then, after downloading a sales order to Omni, complete that order in Square, the Omni sales order will get automatically dispatched the next time you download sales orders.
No: The sales order’s Cin7 Status will be set to Open and its Stage will be set to your Square integration’s default stage (that is, according to the setting Set Default Stage for Square Orders). The sales order and all line items must be manually dispatched.

Some sales orders and line items won’t automatically dispatch if you split orders (see the description of Split Orders below).

Automatically Load BOMs for Kits

Use Automatically Load BOMs for Kits to choose how line items with bills of materials (BOMs) get dispatched in sales orders downloaded from Square:

No: The line item’s BOM won’t expand. Existing units of the finished product can be dispatched.
Yes: The line item’s BOM will expand (so long as the product’s Order Type is Kit). Each material in the bill will be shown as a separate line item. To dispatch the finished product, you must dispatch each material separately, reducing their individual stock levels.

Find out more about bills of materials (BOMs).

Estimated Time of Delivery

Use Estimated Time of Delivery to control the ETDs of sales orders downloaded from Square:

[blank]: Don’t give ETDs to sales orders.
Created Date: Use the time and date the sales order was created in Square.
Current Date: Use the time and date the sales order was downloaded from Square.

Update Order Status

If you want to update the statuses of Square sales orders once the matching Omni sales orders have been dispatched, select Enable Update Order Status. This will:

Show the Update Dispatched Orders button on the Order Status tile.
Show update order status settings.

Update Order Status Changes Made in Cin7 After shows the time and date that Square sales orders’ statuses were last updated from Omni.

Select Order Status Auto Update to have the statuses of Square sales orders updated automatically once the matching Omni sales orders have been dispatched.

Set Restrict Order Status Updates to Tracking Code and the statuses of Square sales orders will only be updated if their matching Omni sales orders also have Tracking Codes.

Branches settings

Download Orders To

Use Download Orders To to choose which Omni branch Square sales orders are downloaded to (that is, what their Branch will be). Sales orders are dispatched from their branch, which you can change before they’re dispatched.

Set Default 3PL Transfer Status

Use Set Default 3PL Transfer Status to choose a default 3PL Status for sales orders downloaded from Square.

Branch Routing

If you want Square sales orders to be downloaded to different Omni branches depending on their shipping addresses, their shipping methods, and the line items’ stock levels in Omni, set Enable Branch Routing to Configure Branches.

Then use the Branch Routing Grid (below) to configure how sales orders are routed, and to configure other branch routing settings like Split Orders and Keep Default Branch (below).

Split Orders

Select Split Orders to have Square sales orders split and assigned to backup branches when the preferred branch has insufficient stock. Use the Branch Routing Grid (below) to configure how sales orders are split.

When a sales order is split, a separate sales order is created for each branch dispatching part of the sales order. The original sales order’s payments are split across sales orders based on which products each is dispatching. Billing and shipping details are copied to each sales order. Freight costs aren’t split.

Note that, if you enable Split Orders, then Auto Dispatch Orders may not work.

Keep Default Branch

If you select Keep Default Branch, the Branch Routing Grid will determine what distribution branch your Square sales orders are assigned and split to, rather than what branch they’re assigned to – in other words, their Branch will always be the default Download Orders To branch and the Branch Routing grid will determine what Distribution Branch each is assigned to.

Find out more about distribution branches.

Branch Routing Grid

Use the Branch Routing Grid to determine which branch each Square sales order is downloaded to (that is, what its Branch will be) depending on its shipping address and shipping method.

Note that, if you’ve enabled Keep Default Branch (above), the Branch Routing Grid will determine what distribution branch your Square sales orders are assigned to, rather than what branch they’re downloaded to (see above).

If you’ve enabled Split Orders, you can also use the Branch Routing Grid to select up to two backup branches (If Branch Does Not Have Stock) to split sales orders across when the preferred branch has insufficient stock (see above).

If a sales order doesn’t meet any of the conditions of the Branch Routing Grid, its Branch will be set to the default branch (that is, the Download Orders To branch).

Find out more about setting up branch routing for Square sales orders.

Customer tracking settings

Use Assign Downloaded Orders To to choose what customers sales order downloaded from Square are assigned to (to configure new customers and the default customer, see below):

If customer ID or email exists update customer else insert new customer: Assign the sales order to an existing customer with the same email or ID and save new details. If none exists, create a new customer.
If a customer ID or email exists do not update else insert a new customer: Assign the sales order to an existing customer with the same email or ID and don’t save new details. If none exists, create a new customer.
If a customer ID exists do not update else assign to select customer: Assign the sales order to an existing customer with the same ID and don’t save new details. If none exists, assign to the default customer.
If email exists update customer else insert new customer: Assign the sales order to an existing customer with the same email. If none exists, create a new customer. Else, if the customer of the sales order has no email, assign the sales order to the cash customer.
If email exists update customer else assign to selected customer: Assign the sales order to an existing customer with the same email. If none exists, assign to the default customer. Else, if no default customer is selected or the customer of the sales order has no email, assign the sales order to the cash customer.
Assign to selected customer: Assign the sales order to the default customer or else, if no default customer is selected, the cash customer.

Default customer settings

If you’ve chosen to have some sales orders assigned to the default customer, you can either:

Assign all sales orders to the same default customer.
Assign sales orders to different default customers depending on their Branch.
Assign sales orders to different default customers depending on their Distribution Branch.

To assign all sales orders to the same default customer, set Customer branch assignment to Use default customer for all branches, and then enter the default customer into the field Default customer for orders if no customer branches are defined.

To assign sales orders to different customers depending on their Branch or Distribution Branch, set Customer branch assignment to either Order branch or Distribution branch, respectively, and then use the table to set the default customers. (Ignore the setting Default customer for orders if no customer branches are defined).

New customer settings

If you’ve chosen to have some sales orders assigned to new customers, use these settings to configure how new customers are created:

Use Assign to CRM Customer Group to set a Group for new customers. Select Customer Report Group Settings to open the CRM Customer Group settings page, where you can add a new customer group.

Use Customer Payment Terms to set a Payment Term for new customers. Select Payment Terms Settings to open the Payment Terms settings page, where you can add a new payment term.

Use Customer Price Tier to set a Pricing Tier for new customers.

Use Customer GL Account to set an Alternative GL Account for new customers. Select Alternative GL Account Settings to open the Alternative GL Accounts settings page, where you can create a new alternative GL account – if you use QuickBooks Online, don’t create a new alternative GL account in Cin7 Omni, but rather create the alternative GL account in QuickBooks Online and download it to Cin7 Omni.

Accounting settings

Invoice Options

If you want to batch sales orders and credit notes downloaded from Square, set Invoice Options to Allow Batch Invoices. Then:

Sales orders downloaded from Square won’t be given Invoice Dates (and, therefore, won’t be shown on your accounting integration dashboard).
The Batch Payments button will be shown on the Order Status tile on the dashboard.

Then you can batch your Square transactions.

If you don’t want to batch Square transactions, set Invoice Options to Import Invoices Individually. Sales orders downloaded from Square will be given Invoice Dates, and they can be synced individually with your accounting software.

Default Accounting Status

Use Default Accounting Status to set the Accounting Invoice Status of sales orders downloaded from Square.

Order Payment Terms

Use Order Payment Terms to set the Payment Terms of sales orders downloaded from Square:

Always Use Contact: Use the customer’s Payment Terms.
Use Contact If Not Blank Otherwise Use Specified Value: Use the customer’s Payment Terms, and if their Payment Terms is blank, use the default payment terms.
Always Use Specified Value: Use the default payment terms.

Use the empty field to choose a default payment terms for sales orders downloaded from Square. Select Payment Terms Settings to open the Payment Terms settings page, where you can add new payment terms.

Order Price Tier

Use Order Price Tier to set the Price Tier of sales orders downloaded from Square:

Always Use Contact: Use the customer’s Pricing Tier.
Use Contact If Not Blank Otherwise Use Specified Value: Use the customer’s Pricing Tier, and if their Pricing Tier is blank, use the default price tier.
Always Use Specified Value: Use the default price tier.

Use the empty field to choose a default price tier for sales orders downloaded from Square.

Order GL Account

Use Order GL Account to set the Alternative GL Account of sales orders downloaded from Square:

Always Use Contact: Use the customer’s Alternative GL Account.
Use Contact If Not Blank Otherwise Use Specified Value: Use the customer’s Alternative GL Account, and if their Alternative GL Account is blank, use the default alternative GL account.
Always Use Specified Value: Use the default alternative GL account.

Use the empty field to choose a default alternative GL account for sales orders downloaded from Square.

Select Alternative GL Account Settings to open the Alternative GL Accounts settings page, where you can create a new alternative GL account – if you use QuickBooks Online, don’t create a new alternative GL account in Cin7 Omni, but rather create the alternative GL account in QuickBooks Online and download it to Cin7 Omni.

Additional settings

Choose your Square integration's Primary Location. If you haven't enabled Map Warehouses (see above), then your Omni stock levels (as calculated by the setting Type of Stock Level To Use on Square) will be uploaded to your Primary Location when you upload stock levels to Square.

Set Download Orders Location Filter to Download Orders From All Locations to have sales orders downloaded from all your Square locations. Otherwise, set it to Download Orders From Selected Locations, and then select the Square locations you want to have ales orders downloaded from.