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Inventory Counting with Square for Retail

Knowing what you have on hand in your physical inventory is vital to being able to sell items, order additional stock, and identify what may not be selling as well. Overtime sales, theft, loss, and incorrect or missed inventory adjustments can cause discrepancies between the inventory associated with your Square account and the physical inventory you have on hand — often times resulting in inaccurate reporting and the inability to sell reliably online (e.g. missing a sale online due to your site saying it’s in stock when it’s actually sold out).

To reconcile or combat these discrepancies, most retailers perform physical inventory counts — experts recommend retailers perform at least one full physical inventory count per calendar year and cycle counts for each item variation at least once every 90 days. With Square for Retail Plus, you can efficiently perform cycle counts from your iPad or iPhone manually or using a compatible barcode scanner or the built-in camera on your iPhone or iPad.

Inventory Counting

To get started with cycle counting, follow the steps below on your free Square for Retail app:

Manual

  1. From the navigation bar, tap Inventory. Note: If you’re using Square for Retail on an iPhone, tap the list icon to access Inventory, then tap Stock Overview.

  2. Tap Adjust Stock > Count.

  3. Tap the search bar at the top of the screen, and select the appropriate variation > tap Add to List.

  4. Tap the item variation to input a quantity using the number pad > tap Done.

  5. Repeat this process across all applicable variations.

  6. Tap Continue > Confirm.

Scanner

  1. From the navigation bar, tap Inventory. Note: If you’re using Square for Retail on an iPhone, tap the list icon to access Inventory, then tap Stock Overview.

  2. Tap Adjust Stock > Count.

  3. Using a compatible barcode scanner or the built-in camera on your iPad or iPhone, scan the item. Continue to scan, or tap the screen while the built-in camera is open, to increase the quantity by one each time.

  4. Repeat this process across all applicable variations.

  5. Tap Continue > Confirm.

You can save or cancel an inventory count at any time by tapping the X icon next to Stock count in the corner of your screen. You’ll see a pop-up that says Save Progress and can either save and close or close without saving. Note: Progress will only save on the device used to count inventory, meaning you can’t access a saved count from another device, even if it’s logged in to the same Square account.

Search Inventory

To do a simple search and view inventory associated with your variations:

  1. From the navigation bar in your Square for Retail app, tap Inventory. Note: If you’re using Square for Retail on an iPhone, tap the list icon to access Inventory, then tap Stock Overview.

  2. Tap Adjust Stock > Count.

  3. Tap the search bar at the top of the screen to select the appropriate variation(s), or search by item name > tap Add to List.

You can also filter your search by category by following the same steps above and tapping Category from the search bar.

View Completed Counts in Inventory History

To view completed inventory/cycle counts:

  1. Go to Items & orders > Items from your online Square Dashboard.

  2. Click Inventory Management > History.

  3. From here, you’ll see any counted/re-counted individual variations.

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