Manage limited stocks and make products disappear once sold out that accepts Square. Cash or Check Payments.

Hello,

I have a need to sell multiple products that have a limited quantity. I need for individual products to disappear from the product selection screen after the available quantity has been exhausted. I need to be able to accept payments through Square AND cash or check.

I have searched multiple articles and tried multiple methods without success - UNLESS - I use the purchase order option and there's a way to add a payment integration into a jotform invoice. Otherwise, I would just need to create a whole additional invoice separately in Square, which is a waste of time.

Please help!

Thanks,

Rebecca

Hi Rebecca,

Thanks for reaching out to Jotform Support. Unfortunately, it's not possible to make a single order form that accepts Square, cash or check payments altogether. As a workaround, we can create two separate forms for Square and Cash/Cash Payments with conditions to redirect a customer to another form if they chooses the latter. Let me show you how to set that up:

1. In Form Builder, click on Add Form Element, on the top-left side of the page and then click on Payments tab.

2. Under the Payments tab, click on Square to add it to your form. 

3. In the menu on the right side of the page, click on Connect to connect your Square account (if you want to do a test, choose Test Mode in the Mode option).

4. After connecting to your Square account in the popup window that appears, scroll down and click on the Continue button at the bottom right corner.

5 . Add your products, once added, and click on your product's Pencil icon to open the Product Settings.

  6 . Click on the Stock tab and toggle YES the Enable Stock Control/Enable Low Stock Alert then input the value.

Setup Mode of Payment:

• On your Form Builder, click on Add Form Elements, drag-drop the Dropdown Element into your form.
• Input the Field Label and Options.

Setup Link for Cash/Check Form:

1. In Form Builder, drag-drop the Paragraph element, and double click to edit the text in the Paragraph field.
2. Highlight the link, and select on the Insert or Edit Link icon.
3. Enter your form's URL in the URL field, and select on OK.
4. Click on the Advanced tab of Paragraph Properties toggle ON the Hide Field.

Now, let's set up the conditions:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.

2. Click on Conditions on the left of the page.

3. Now, click on Add a New Condition and then click on Show/Hide Field.

4. Set the conditions like you see below:

Set up Conditions for all of the choices for your question. Check out the screencast below to see how your form will work after setting up the Conditions:

Please note that you need to create another form for your Cash/Check payment and use the Purchase Order Integration. Here's the link to my cloned form that you can check out. We have a guide on How to Clone an Existing Form From a URL that you can check out.

Give it a try and let us know how it goes.

Thank you for providing that information.

If I clone the form, doesn't that clone my available product stock, too? I think that would double the inventory I am supposed to have on hand and that customers could pay for? I don't want to mess that up! So, looking for clarification.

Hi Rebecca,

Cloning my form won’t transfer your product list, but it will give you a clearer understanding of how the form was designed according to your preferences. You can view it to replicate the necessary steps, and also refer to the guide provided above in this thread.

Reach out again if you need any more help.

I followed your instructions above and created the following:

Ok, so I have the form set up with square integration here: https://www.jotform.com/build/242466174327156

And then I have a clone of that form that has the purchase order integration here: https://www.jotform.com/build/242424000450135

I don't understand how to connect them. Can you please elaborate further.

Hi Rebecca,

The steps for connecting the two forms were elaborated in my colleague's response. You need to follow the Setup Mode of Payment section. We also have a guide here that will show you how to create a basic multiple-payment form.

Give it a try and let us know if you need any other help.

Thank you SO much for that super helpful response. When I don't understand something, it's always the MOST helpful when a person repeats it the same exact way a second time. I feel like I should be spending my time looking for a form service that can do what I want in a simpler manner, or with customer service agents that will hold my hand and make me feel special when I don't understand how to make their product work.

Hi Rebecca,

Please know that you can't add two payment methods in the same form. My colleague Kyle showed you how to connect two separate gateways in the same form, and yes you need to create the inventory for both forms separately. When I cloned your form, I saw that there was a missing field in your conditional logic, which could have created the issue. Take a look at the screenshot below to see my results:



You need to fix this condition, so it will show the other form link when they choose to pay with Square. Let me show you how:

1. In Conditions, click on Pencil icon in the Show/Hide Field condition.
2. Now click on Value and select Square.
3. Finally, click on Save.

If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better?

Give it a try and let us know how it goes.

Thank you! Up front you told me exactly what I needed. That there cannot be two payment methods in the same form. Which means that there cannot be one single pool of inventory if I want to accept multiple forms of payment.

The steps that you and your colleagues walked me through will be helpful for other types of forms that we use, but it feels like we will need to hunt for an alternative form solution - if one exists for my current scenario:

Essentially what we are trying to do is allow artists to choose what section of the festival they would like their exhibit space located. We have 5 different sections they can occupy. Within each section there are a set number of spaces. The total number of spaces in each section varies by location. And to further complicate inventory, we offer 10x10 spaces, as well as 10x20 spaces. In a perfect world, there is one inventory pool of 10x10s for each section and one inventory pool of 10x20s for each section. So that when an artist submits their application form, the number of inventory for the section will reduce by one. If the application gets rejected, then the inventory would go back up. Since we are talking about actual physical spaces, accurate inventory is incredibly important. And when working with artists who range in age from 80+ to 18, we need to accept virtual and physical forms of payment to accommodate everyone.

Thoughts on whether there is a workaround to make that happen with Jotform?

Hi Rebecca,

Thanks for reaching out to Jotform Support. I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

We appreciate your patience while we work on a solution.

Hi Rebecca,

Can you try this demo form I made to see if this work for you? If so, let me show you how to set it up:

1. Add Inventory widget for each product.
2. Add Single Choice field to identify their payment.
3. Add Form Calculation widget.
4. Use Paragraph field and add the details for Cash and Check payment.
5. Add Square, then set the Payment Type to User Defined.
6. Select the Form Calculation widget in the Get Price From option.
7. Set the cost for each Product and show the result in the Form Calculation widget.
8. Create condition to hide the other payment options based on their Payment type.
9. In Form Settings, set Clear Hidden Field Values to Don't Clear.

Here's the guide on How to Pass a Calculation to a Payment Field.

Give it a try and let us know how it goes.

Thank you very much for putting all of this together. Sorry it has taken me a few days to get back to this. We have a few other events we are planning concurrently. And it took me a couple of days to piece all that you guys have provided together into a single form that performs the way that I need it to.

I did not indicate in my last message that I wanted the artists to have the option to purchase in multiple sections - so you did not know that when building the example you did for me. I tried building this new formula inside the calculation widget for the Total field, but I could not get it to calculate properly:

I used parenthesis to enclose the calculation for the qty selected x the cost of the item in a section and then used the plus symbol to add that total to the total in the next section by repeating the same pattern for each section calculation needed.

i.e. (29. Section A... 0-9*130)+(30. Section A...0-9*170)+(31. Section B...0-9*110)+(32. Section B...0-9*150)+etc...

Since that did not work, I followed the link in one of the videos that indicated the need for each section to have its own calculation widget. And then the calculation widget used for the Total field added all of the other calculation wizards together.

This made it work, but was definitely time intensive. If you all know of another way that would be quicker to set up, I'd love to hear it, as we use this style of form A LOT. If not, all good, I at least know what needs to be done to make this happen.

Hi Rebecca,

Unfortunately, the only workaround currently available is creating two separate forms for Square and Cash/Cash Payments with conditions to redirect a customer to another form. While the feature you’re looking for isn’t currently available, rest assured we’re always working to add new services and features to Jotform. I've gone ahead and escalated your request to our Developers. When or if it's implemented depends on their workload, how viable it is, and how many other users request it. If there are any updates, we’ll circle back to this thread and let you know. 

Reach out again if you need any more help.