As you add your business details to Square, you can create, edit and manage items from your Square Item Library in Dashboard. Managing items from here will update most items details across several other Square platforms including Square POS and Square Online.
Note: In addition to your Dashboard, you can also create and manage items from the Square app.
Item options help you create and organize your custom item variations. These options can be reused across your Item Library, saving time when you add new variations or items. Select Add options to add options to your item.
The Skip detail screen in Point of Sale toggle means the item will automatically add to the POS bill without showing the item detail screen. If the item requires you to select modifiers or options at checkout, we recommend toggling this off.
Item visibility refers to how and where an item will appear on your websites in Square Online. The item visibility settings will apply to items on every site they’ve been assigned to. For example, if you mark an item as Visible, it’ll be visible on each of your sites where the item is being sold.
The available item visibility settings are as follows:
Visible: Your item is visible online and available for purchase, and will show up in navigation and site search results.
Hidden: Your item is available for purchase online but only to those who have the direct link to it (useful for exclusive items).
Unavailable: Your item isn’t visible online and can’t be purchased (useful if you aren’t ready to sell the item).
You can also update visibility for multiple items at once using the bulk-editing method in Square Online.
To customize prep times for the item, edit your item after creating it. Select Edit in the Fulfilment section and update your prep time for the item. This setting will override the default location prep time from Square Online.
If you’re selling items that are only available between certain dates (holiday specials, for example) your customers can pre-order and pick up these items when they become available.
From the Item Library, select the item you want to edit. Go to the Square Online settings section, and toggle on “Sell as pre-order”. Note: The pre-order option is only offered with selected paid plans.
Select Edit pre-order settings to choose the date or date range when the item will be available for pickup or delivery. You can choose up to 365 days in advance.
Select Customize fulfilment hours to choose the specific fulfilment hours within the selected date range. (e.g. if you set the time range to 10 a.m. - 2 p.m., buyers can choose only these hours for pickup or delivery on the specified pickup or delivery dates.) If you leave this option unchecked, your location’s standard pickup hours will apply.
Enter the date for “Pre-order cut-off”: Choose a date and time after which you would like to stop taking orders for the event, the item won’t be available to order online after the specified date and time. The items available for pre-order will show the “pre-order” badge in your website. You can make changes to your item’s pre-order status, edit dates or pre-order availability, or turn off pre-ordering from the Edit item page.
When you set up pre-ordering, your customers will see a notification in your item page with the fulfilment date range and the last day to order. When they add the item to their cart and proceed to checkout, they will see the pickup date and time, as well as the location information.
If the customer’s order contains an item with standard fulfilment rules along with a pre-order item, the pickup date will be adjusted to the pre-order fulfilment date. They will see a notification about this change and can adjust their order, or order separately if they need to pick up the item immediately.
Toggle this if you’d like to create a payment link or buy button for this item that you can use to sell via email, social media, your website, a blog and more.
Note: If you’re creating multiple items, you’ll be able to upload your items in bulk using item importing.
If your item library contains less than 10 items, you can use the Quick Create feature to quickly create items with a name and a price. Quick Create minimizes the steps needed to create an item and you can edit the item details at any time. This feature is available from your online Square Dashboard. To get started:
Click + Quick Create and enter the item name. Note: If you haven’t yet created any items, you’ll see the item name and price field open.
Click the Price field to enter the item price. You can also leave this blank to add a variable price at checkout.
Set Up Item Unit Types
Each business is different – some sellers sell whole item quantities (like articles of clothing), while others sell items by weight or length. Some businesses sell both.
By default, each new item you create will have the unit type per item. When you set your unit type, you can choose from a list of preset units such as metres, ounces or feet. You’ll also be able to select unit types from both the metric and imperial systems. Learn more in our unit type FAQ.
Note the following limitations when managing units:
Updating a unit type for an item won’t update your stock amount. For example, if you have 10 centimetres(cm)/inches(in) of Denim in stock, and you update your unit type from cm/in to metres(m)/feet(ft), your inventory levels for the item will be reflected as 10 m/ft in stock. To keep your inventory levels accurate, make sure to manually adjust your stock levels after updating the unit type.
Your reporting and transaction history will reflect the unit type at the time of sale. Let’s say you sell coffee with the unit type set to ounces(oz). You later update the unit type to grams(g)/pounds(lbs), and complete another sale. If you review a report for coffee, you’ll see separate lines for both oz and g/lbs.
When using unit types for inventory tracking, it’s not possible for items with a smaller unit to be deducted from a larger unit. For example, it’s not possible to set the unit type for wine as a 250 millilitre(ml) glass, and have a 750 ml bottle of wine deduct from stock every time three 250 ml glasses are sold.
It’s not possible to set incremental minimums or maximums for unit types. For example, you won’t be able to set an increment such as 0.5 that the quantity must increase or decrease by when adjusting quantity during checkout.
You can schedule items marked as Sold Out to restock automatically. Set a specific day and time for the items to automatically restock or use your business’ end of day to keep your stock accurate and up to date.
Sales tax should be enabled for applicable items sold at your business. You can easily create and manage them directly from the online Square Dashboard. Learn more about how to set up taxes.
Note: Square fees are taken out of the total amount of each transaction, including tax and tip.
Create and Manage Discounts
You can create and edit discounts from your Dashboard or Square app. Learn more about creating and managing discounts.
Items in Square Online
Square Online is a robust platform that covers your website, items, order fulfillment, customers and much more. When it comes to your items, Square Item Library affects Square Online in a few different ways.
When you first set up Square Online in your Square account, products in your Square Item Library will sync over to your Square Online Overview page. After the initial setup, syncing will continue automatically in the background with some exceptions. Learn more about Square Online item sync for more information.
If you don’t plan on selling in person with Square POS and only have an online business, you can create and manage items directly in Square Online rather than your Item Library. Because of Square Online item sync, the item information will always sync back to your Item Library when added directly in Square Online.
Learn more about creating items and categories from the Square Online Overview page in Dashboard. You can also learn how to create an item and category directly in the Square Online site editor.