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Square Online Item Sync

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.

What Syncs

Item descriptions

Changes to item descriptions sync between Square Online and your Square Item Library.

Item images

Item images found in your Square Item Library are synced across multiple platforms including Square Online. When you update or delete an item image in one place, you’ll see the change reflected in every place your item is visible (such as your website).

Item variations and modifiers

Items with variations and/or modifiers applied will sync the same as other items. You can add and edit variations or modifiers after an item has already synced, and those changes will sync over to the item in Square Online.

Stock

Inventory decreases automatically in your Square Item Library when customers buy items from Square Online. Learn more about managing stock in Square Online.

Deleted items

Deleting an item in Square Online will also delete it from Square Item Library. If you want to remove an item from your website without deleting it from your Item Library, you can mark it as unavailable instead. To do so:

  1. From your Square Online Overview page, go to Items > Site Items.
  2. Select any amount of items using the tick boxes.
  3. Select Bulk edit > Mark as unavailable.

This will remove the items from your website so they can’t be purchased. If you change your mind later, you can mark them back to Visible using the same method.

Sales and orders

When customers purchase items from your website, the customer and order information syncs between your Square Online Overview page, and your Order Manager in Dashboard and Square POS. You can view and access orders from all of these locations.

Business locations

Location information from your Square account syncs to your Square Online settings. Learn more about managing multiple locations with Square.

What Doesn’t Sync

Categories

The category information from your Square POS doesn’t continuously sync with Square Online. However, categories can be imported one time from your Square POS to Square Online to make initial setup much easier. To import your Square POS categories to Square Online:

  1. From your Square Online Overview page, go to Items > Site Categories.
  2. Select copy over existing Point of Sale categories.

Once imported, categories in Square Online will need to be managed separately from categories in your Square POS.

Vouchers

Square discounts are different from the vouchers in Square Online, so they won’t sync. Use the vouchers in Square Online to offer incentives to customers who purchase through your website. Learn more about creating vouchers for Square Online.

Sale prices

Sale prices you set on items in Square Online only apply to purchases made on your website.

Tax and delivery settings

Taxes and deliveries for your website will need to be set up in your Square Online Overview page. Learn more about setting up taxes and delivery in Square Online.

Custom Sync Settings

Some individual item sync settings can be customised.

Item descriptions

Since Square Item Library doesn’t support rich text (e.g. bold, italics and bulleted or numbered lists), you can disable item description sync in order to use rich text styling on your website’s item descriptions. This can help make them clearer and easier to read online.

To disable description sync and add rich text item descriptions to your website:

  1. From your Square Online Overview page, go to Items > Item Sync or Shared Settings > Item Sync.
  2. Under ‘Custom sync settings’, toggle off Sync item descriptions.
  3. From your Square Online Overview page, go to Items > Site Items to start selecting items and updating their descriptions using rich text.

When this is turned off, you’ll have separate item descriptions in Square Online and the rest of Square, such as your POS.

Automatically add new items to your site

When this setting is turned on, items that you create in your Square Item Library or POS will be automatically added to your site.

Note: This setting is supported if you only have one site in your account. If you have multiple sites, you’ll need to manually assign items from your Item Library to each of your sites.

Item visibility settings

You can set the default visibility setting for newly created items that sync over from Square Item Library to Square Online. To start:

  1. From your Square Online Overview page, go to Items > Item Sync or Shared Settings > Item Sync.
  2. Under ‘Item visibility settings’, choose either Visible, Hidden or Unavailable.

New items that you create from scratch in Square Online will be Visible by default. You can also update visibility for multiple items that you’ve already added to Square Online using the bulk editing method, or update it directly from your Square Item Library by selecting an item and editing the Visibility under ‘Square Online settings’. Learn more about creating and managing items in your Item Library.

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).

Troubleshooting

There are a few ways to troubleshoot the item sync feature in Square Online to make sure information between Square Item Library and Square Online stays updated and consistent.

Items

If items in your Square Item Library aren’t appearing in your Square Online Overview page, trigger a resync of your items with these steps:

  1. From your Square Item Library, check your item variations and be sure there aren’t two or more items with the same name.
  2. If there are (even if these items have different prices or SKUs), you’ll need to differentiate them by adding a ‘.’ (period), ‘-’ (dash) or ‘/’ (forward slash) at the end of one name. This will cause items to resync.

Custom sync settings

Additionally, you can trigger a resync of individual item sync settings with these steps:

  1. From your Square Online Overview page, go to Items > Item Sync or Shared Settings > Item Sync.
  2. Toggle off the ‘Custom sync settings’ option that needs troubleshooting and toggle it back on.

Doing this is a good option if, for example, you aren’t seeing your item descriptions sync properly.

Note: If you use this method to troubleshoot the Sync item descriptions option, be aware that if your item descriptions were first created in Square Online and the Square Item Library descriptions are blank, the empty descriptions in Square Item Library will replace what’s in Square Online. This causes Square Online item descriptions to be blank as well, effectively deleting all of your item information. Use caution when using this troubleshooting method for item descriptions as they can’t be recovered.

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