A How-To Guide to Cashless Transactions for Scout Units

The United States is rapidly becoming a cashless society with less than 30% of sales transactions involving cash. Your Scout unit can leverage smartphones and free card readers to accept credit and debit card payments.
Square_Paypal_GoPay_readers

Portable Card Readers Enable Cashless Fundraising

For years, the only way to accept credit or debit card payments required a rented credit card machine with a contractual commitment and hefty transaction fees. Recently, new transaction processing services have become available that avoid the expense and commitment of commercial transaction readers by leveraging the ubiquitous smartphones that many people carry.

These new services require no setup fees or commitment and allow almost anyone to accept credit or debit cards for a nominal percentage of the transaction. These services also allow you to manage cash and check payments. All of these services provide a free card reader that plugs into the headphone jack on your smartphone and apps for IOS or Android.

Several companies provide these services:

  • Square was the first of these services. Square charges 2.75% of each transaction.
  • Paypal Here charges 2.7% of each transaction and also allows you to accept Mobile PayPal
  • Intuit GoPayment charges 2.75% per transaction but also has subscription plans that allow you to pay a monthly fee of $12.95 to get a lower rate of 1.75% per transaction. It also integrates with Intuit QuickBooks.

This is only a partial list. There are a number of other vendors jumping into this area so you might want to look around for the best deal. Payment plans and rates are subject to change, so be sure and check the vendor web site for the latest rates and plans.

Do not let the transaction percentage scare you off. Using any of these services is going to cost you a small percent of the sales, but the point of using these services is to make sales that you would otherwise lose.

For example, one of my Troop’s major fundraising events is Christmas tree sales. Traditionally we only accepted cash or checks, but started using Square on an exception basis in 2012. That first year, about one third of our sales were made using Square—sales that we might have lost if we could not accept credit cards. In 2013, about 70% of our sales were through Square and by 2014 over 90% of our sales were through Square.

How Do Cashless Transactions work?

Since my Scout Troop uses Square, my experience is with that particular service. I would expect that using one of the other providers would be similar.

  • During a transaction, the seller would plug the Square Reader into the smartphone headphone plug and start up the Square Register app.
  • You enter the transaction amount and then swipe the customer’s credit card using the reader.
  • The customer then signs the screen using their finger.
  • If the customer wants a receipt, you can have them enter their email address. In about 24 hours, the money, minus the transaction fee, is deposited to your bank account.

Getting Started with Square

I originally used Square because they were the only one available, but I will say that I have been very satisfied with the service with Square. I rewrote the section on adding additional people to the Square account in December 2015 due to changes at Square.

The support I received from Square via a phone call was excellent. The Support person, Kemeta, actively helped me to achieve my objective (allow additional Troop members to make sales) at no additional charge. Thanks!

There are only a few setup steps needed to accept payments via Square but it does take a few business days to get everything done. Do not wait until the last minute!

What you will need:

  1. An email address (for Square transactions and notices).
    • I used an account with automatic forwarding so that all Square emails are sent to me and to our unit finance chair. By default, Square will send an email for each transaction.
  2. A check for the Scout unit checking account for bank routing and account number information
    • I strongly recommend that you do not use your personal checking account
  3. A smartphone (iPhone, Android or iPad) with a data plan
    • See Square’s web site for supported devices
  4. Time to receive the Square reader in the mail and to validate the bank account
    • It took about four business days for the bank account to get validated and for deposits to start showing up
    • Square says that it should take about 7-10 days to receive the free Square reader from them. You can also purchase a Square reader from Target and other stores for $10 if you cannot wait.

 Setting Up Your Square Account

  1. Got to https://squareup.com/ and click on “Get Started” Square_get_started
  2. Enter the email information and choose a non-trivial password
  3. Press “Create Account” square_create_account
  4. Enter the address where you want your free Square Card Reader to ship to. Click “Continue”
  5. Select your business type from the drop-down list. Enter your business and personal information. I choose the name “BSA Troop 413 Austin” because that is what will show up on the receipt. I also uploaded a logo with the Troop information on it. Click “Continue.”
  6. You will answer a few questions to verify your identity. When completed, click “Finish.”
  7. Now you will link your bank account to your Square account.  Click “Add Account”

square_bank_account_page

square_check_routing

Square will make a series of small deposits and matched withdrawals to validate that the new account is valid. This may take several business days.

  1. Confirm your mailing address to ensure your Square card reader arrives at the correct location. Click “Send my Reader.”
  2. After you have completed the basic registration, You can add a list of items to make it easy to perform the transactions. Click on “Items” at the top of the Square profile to add common transaction items.

For example, I set up a number of “Christmas Tree” items at several common price points.

square_setup_item_lists

Now you want to give members of your unit the ability to make sales. This used to be done with “Employees” but now you should use “Guest Register” instead. “Employees” is now a charged feature in Square but “Guest Register” is still free and meets the requirements for a Scout unit.

  1. Click on the “Employee” link in the left navigation and then click on the “Permission Groups” button on the right.
  2. We are doing this to limit the capabilities of the Guest Register users.

square_guest_register_1

  1. Edit the “Guest Register Access” and select the capabilties you want your sellers to have. Then click “Save Settings”

square_guest_register_2
Now we will create Device Codes for individuals that are going to be using Square for sales

  1. Go back to the “Employee” menu and select the Owner account. On the right side push the “Assign New Passcode” button.
  2.  
    You will receive a four digit Passcode. Write down this number. You will need it later when a new person/device signs in

square_generate_passcode
 
Now let’s create some device codes that will be used by the members of your until to login to Square Register app and start processing transactions.

  1. Go back to the Square Dashboard and select “Accounts & Settings” then “Devices”

square_guest_register_3
 

  1. Enter the Device Name. I use the name of the person that owns the device.
  2. Then select the location from the pull down (you should only have one location. Press “Save New Device
  3.  

You will receive a popup with the Device name and 12 alphameric digit device code.

Copy and paste this device code into an email mail of the person that will be using the device.
square_guest_register_4
 
Now let’s get the new device active.
Have the person start up the Square Register app (they should have previously installed the app)

  1. Launch the “Register” app and click “Sign In”
  2. Click on the “Use a Device Code” in the upper right hand
  3.  
    square_guest_register_5

  4. Now enter the 12 digit alphameric code you created for the device and click “Sign In with Device Code”
     
    square_guest_register_6

  5. Finally, you will need to enter the four digit Passcode created earlier in Step 12.

 
Using the Device Code function to register several people to a single Square account has several benefits:

  • It allows each Scout/Scouter to sign into Square with their own device
  • All funds go directly to the same account

I usually order several Square readers over the year so that we have several on hand for our big sales. Since almost everyone now has a smartphone that can run the Square application, it is easy for each person to individually collect each sale.

Square provides the capability to process refunds. As an extra security measure, I set up the account to require a PIN to process refunds.

  1. Click on “Employees” to set the PIN and select which tasks require a PIN.

square_pin_access

A special note about tax reporting.

Square automatically file a IRS form 1099-K for all businesses that have more than $20,000 in gross sales and more than 200 transactions in a calendar year. Non-profit organizations are included. If you anticipate anticipate total sales of this level, you should insure that your Square account includes your Employer Identification Number (EIN).

      1. To enter your Tax EIN and other related info, go to https://squareup.com/taxupdate

square_taxes_ein

  1. Download the “Square Register” App for your phone.

Now all you have to do is wait for your free Square reader to arrive in the mail.

Using Square

      1. Plug the Square Reader into your headphone jack on your smartphone and start the “Register” app.
      2. Log into the app using the email address and password you used for your Square account in Step 2 above.
      3. You can now enter an amount for the transaction and a note.

If you set up Items in Step 9 above, you can press the center icon on the screen to bring up the Item list (right, below). If you have multiple price points for an item a secondary list will be shown (left)

square_item_lists_details

      1. Click on an item to select it (or just enter the amount if you are not using pre-built Items)

In this example, I clicked on the “$100 Christmas Tree” item.

Note that the number of items is “1” and that the total is “$100”. The list of items stays up so you could add more items.

square_100_amount

      1. Click on the “Charge $100” on the screen.
      2. The Register app will now give a choice of how to pay. Click on the Credit Card icon

square_choice_of_payments

      1. You should now be able to swipe credit or debit cards using the Square Reader.

Some people have more luck laying the phone flat when they swipe the card.
square_swipeing_card

      1. Then the client signs with their finger.

square_sign

      1. If the customer wants a receipt to be mailed or texted to them, you can do that next.

If not, you are done!

More than Just For Popcorn and Christmas Trees

These transaction-processing services have obvious uses during fundraising activities, but the fact that you can take payment from a credit card can also help parents pay for expensive items like Summer Camp or High Adventure trips. Instead of parents making multiple payments to the unit for these trips, the unit could swipe their credit card for the total amount; simplifying unit bookkeeping.

You could also considering using these services as a way to collect for Friends of Scouting by collecting contributions during the FOS presentation and later cutting a check for the total amount to the Council.

Square also provides reports on your sales that can help you target particular times or days where you expect the best sales.
square_report

Summary

Square and similar services allow Scout units to take advantage of the consumer trend away from cash payments. Not only is it more convenient for customers, but it also shows that Scouts are able to leverage the most recent technology.

Jay Kruemcke kruemcke@gmail.com
BSA Troop 413 / Armadillo District / Capitol Area Council
April 2014

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About Jay Kruemcke

Jay has had more than twenty years of experience in the information technology industry. Starting from a rather humble beginning at IBM, Jay became a mainframe systems support programmer. Eventually Jay joined the AIX operating systems development team early in that product's development. Jay leveraged technical skills that he built in systems management to establish himself as a member of the IBM Austin Executive Briefing Center. His expertise in systems management with the SAP ERP system enabled his first product management role, as the owner of the Tivoli management product for SAP. Over the next three years he established that product as a success with the help of a strong development team. Jay returned to AIX in a product management position initially focusing on managing new requirements for the AIX operating system. Jay established himself as a subject manager expert in AIX and Power Systems virtualization and became a frequent guest at conferences around the world. Jay succumbed to the dark side and spent four years in IBM marketing in which he introduced AIX version 6 and AIX version 7 and many product innovations including the first every open beta program for an AIX release and a significant restructuring of the AIX offering structure and prices. Jay was part of the cloud software development organization and and focused on managing development engagements for clients deploying clouds using Power Systems servers with PowerVC and related products. In March of 2016, Jay retired from IBM and started in a new role as a product manager for SUSE, the Open Software company. Jay new focus is on enterprise Linux for POWER and ARM processor based systems. The postings on this site solely reflect the personal views of the author and do not necessarily represent the views, positions, strategies or opinions of my employer. Follow me on twitter @mr_sles, @cloudrancher and @chromeaix.
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