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Home>Inventory & Item Management

Basic Inventory Management

Square’s inventory management gives you basic tools to keep a clear count of in-stock items in your item library. For items with inventory enabled, the stock count will update based on sales recorded from Square Point of Sale.

To use inventory management, make sure you’re running the most up-to-date version of the Square Point of Sale app on a supported device.

Note: At this time, items sold via Square Invoices aren’t integrated with inventory management. Stock counts will need to be adjusted manually to reflect these sales.

Enable Inventory Management

Stock Actions

Stock actions allow you to adjust stock levels and apply reasons. For instance, you are able to add or remove stock and assign reasons such as Stock Received, Inventory Re-Count, Damage, Theft, Loss and Return.

Manage Inventory by Item

With inventory enabled, you can receive alerts in your Dashboard for low-stock or sold out items, so you’ll know when to reorder and restock.

From your online Square Dashboard:

  1. Visit Item Library in your online Square Dashboard.

  2. Select an item from the list.

  3. To edit inventory by item variation, you can click on the variation row.Edit Variations Inventory

  4. Under Stock Action, enter the reason for adjusting your stock.

    • If you select Damage, Theft, Loss, the amount entered will automatically deduct from your current stock count for that location.

    • If you select Stock Received or Restock Return, your stock count will increase for the amount entered.

    • Selecting Inventory Re-Count will show your current stock amount – just enter in your new stock amount to update.

  5. Enable Alerts – if your stock drops below the alert threshold, a stock alert will be generated.

  6. Click Save to confirm your update.

From the Square Point of Sale app:

  1. Tap the three horizontal lines > Items.

  2. Create or select an existing item.

  3. Enter a stock amount under the item details or tap Prices, Sizes, or SKUs to add stock to an item with multiple variations.

  4. To adjust stock, tap the stock amount > select a reason > enter amount to be adjusted.

  5. Save.

You can also go straight to step 3 by pressing and holding an item from your in-app items grid.

Keep in mind, if you have multiple locations, inventory is established, edited, and tracked on a per-location basis.

Note: You can also update your inventory alert settings at any time from Email Notifications in your online dashboard.

Manage Inventory and Alerts for Individual Items

To adjust an item’s in-stock quantity and to edit stock alerts, follow the steps below:

  1. Visit your Item library.

  2. Select All Categories or All Inventory in the upper-left corner.

  3. Click “Manage Item Inventory and Alerts” to add or decrease the quantity of your items.

  4. Manage stock alerts for items by ticking the Alert box and setting the alert threshold. If stock reaches or drops below the alert threshold, a stock alert will be generated.

  5. Click Save.

Note: You can also update your inventory alert settings at any time from Email Notifications in your online dashboard.

Manage Inventory and Alerts In Bulk

The Import tool allows you to download a report of your current inventory and update your inventory quantities in bulk. This is especially helpful for adding new inventory and verifying current stock. To download an inventory report or make updates to your inventory in bulk:

  1. Click Actions at the top right of the Item Library.

  2. Click Import Library from the drop-down menu.

  3. Choose to modify or replace your library > “Download our template file” to download your current inventory Excel (.xlsx) or CSV report.

  4. In this report, update your Alert Threshold and New Quantity values and save the file to your computer. Don’t edit any other columns to prevent trouble uploading the file.

    Note: At this time, Excel (.xlsx) and CSVs are the only supported file types for bulk import. Custom templates aren’t supported.

  5. Drag and drop your saved file to the Import Inventory window and click Upload > Confirm Import > Done.

To print this information for your records, click Actions > Export Library and follow the on-screen prompts.

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