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Home>Manage Inventory with Square for Retail

Create and Manage Items Online

With Square's Item Library, you can create items to have a set price list, track item sales and track your inventory. Learn how to create, edit, and import items from the Square Dashboard.

Create Items Online

To start creating your Item Library, head to your online Square Dashboard.

  1. Click Items from your Square Dashboard and click Create Item.

  2. Fill in the item information. There are a number of ways that you can further customise your items:

    • Options: A set of attributes you can apply to multiple variations on an item, e.g. a t-shirt may vary by size and colour.

    • Modifiers: Customisable options for items, like toppings, add-ons, or special requests, e.g. different toppings on a sandwich.

    • Units: Allow you to sell items in decimal quantities or custom units, e.g. selling items by weight or length.

    • Stock Keeping Unit (SKU): If your item has a barcode, you can add the SKU or UPC in the SKU field. SKUs can be added to item variations as well.

  3. If you’re adding an item image*, we recommend the following image specs:

    • High resolution

    • PNG or JPG file format

    • Dimensions that are square

    • A size of 720x720 pixels

  4. Enable inventory management to view item stock counts and stock alerts.

  5. Click Save.

*Keep in mind: When you add, update, or delete an item image, the change will reflect in your Square app, Dashboard and in Square Online. Also, you aren’t able to add additional images to an item.

If you want to add items to your library in bulk you can import items from your online Square Dashboard using the Import tool.

Edit or Delete an Item

You can update an item from the Edit Item page:

  1. From your online Square Dashboard, head to your Item Library and select an item to update.

  2. You can update the item name, category, description, unit type, stock amount, stock alerts, or variations.

  3. Choose to Save your changes, or click Delete to remove an item from your library.

You can also select Actions in the top right to View Items History, View Stock History or Duplicate the item.

Duplicate an Item

You can also duplicate items from your Item Library.

  1. Sign in to your online Square Dashboard.

  2. Go to your Item Library by selecting Items on the left menu.

  3. Find the item you would like to duplicate and tap the three horizontal dots to the right.

  4. Select Duplicate from the drop down menu.

  5. The item editor will open pre-populated with all the values from the item you duplicated.

  6. Make any changes to the duplicated item and click Save.

Create Item Options

Item options help you create and organise your custom item variations. These options can be reused across your item library, saving time when you add new variations or items.

Create Item Options

  1. From Items in your online Square Dashboard, click Options > Create an option set.

  2. Enter Option Set Name and Display Name.

  3. Select Set Type.

  4. Enter option information > Save.

Add an Option Set to an Item

  1. From your Item Library, select an item to open the Edit Item view.

  2. Select Options > click Add Options.

  3. Select an Option set name from a previously created list of Option Sets or create a new Option set.

  4. Once you’ve chosen the appropriate Option sets, click Next.

  5. Review the new variations created > click Create Variations to confirm the changes.

  6. Click Save.

Delete Option Sets from an Item

  1. From the Edit Item view, click the three dots next to the name of the Option set you would like to delete > Remove Option Set.

  2. Review the variations that need to be deleted and click Delete Variations to confirm

  3. Click Save.

Set Up Your Item Unit Type

Each business is different — some Square 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 grams, centimetres and metres. You can also choose to add your own custom unit — in whole number or decimal quantities.

You can create unit types for both the metric and imperial system.

To set your unit type:

  1. Head to the Items page of your online Square Dashboard > Units.

  2. Click Add a Unit > Select Unit. You can choose to either select a preset unit, or create a custom unit.

  3. Next, set the unit precision. Note: The precision helps you keep track of your inventory and item sales price by allowing you to set the item count up to the hundred-thousandths place (.00000).

Keep in mind, each custom unit type must have a unique name. Names are not case-sensitive.

Unit types will reflect on your customers’ receipts, as well as on your item and sales reports with Square. Note: Your reporting and transaction history will reflect the unit type at the time of sale. If you sold corduroy when you had the unit type set to centimetres, once you update to metres and complete a new sale, you’ll see both centimetres and metres as separate lines in your reporting for that item.

Edit or Delete a Unit Type

To edit or delete a unit type online:

  1. Head to the Items page of your online Square Dashboard > Units.

  2. Click an existing unit. If you’re updating a custom unit, you’ll see the option to change the name and abbreviation. You’ll also see the option to change the precision.

  3. Choose to Save your changes, or click Delete to remove the unit type altogether.

Note: By default, if an item is assigned to a unit type you delete, the new unit type will convert to a per item quantity. Additionally, updating a unit type will not adjust your stock counts.

Unit Type Limitations

  • When using Unit types for inventory tracking, it is not possible for items with a smaller unit to be deducted from a larger unit. For example, it is not possible to set the Unit type for the item Wine as 250 millilitre glass, and have a 750 millilitre Bottle of wine deduct from stock every time three units are sold.

  • It is not possible to set incremental minimums or maximums for unit types. For example, you will not be able to set an increment such as .5 that the quantity must increase or decrease by when adjusting quantity during checkout.

  • Updating a unit type for an item will not adjust your stock amount. For example, if you have Corduroy with 10 centimetres in stock, and you update your unit type from centimetres to metres, your inventory levels for the item will be reflected as 10 metres in stock. To keep your inventory levels accurate, make sure to manually adjust your stock levels after updating the unit type.

Create Item Categories Online

Categories simplify your item library and sales reports.

  1. Log in to Categories in your online Square Dashboard.

  2. Click Create Category.

  3. Name your category (i.e. Drinks, Food, Jewellery).

  4. Click Assign Items and check the box next to each item you wish to include.