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Create and Manage Items from the Square App

Build your item library with the Square Point of Sale app by creating items and categories. Items and categories sync across all devices assigned to a location and the online Dashboard.

Note: In addition to the Square app, you can create and manage items from your online Square Dashboard.

Before you start creating items, keep in mind:

  • Item descriptions have a 4000 character limit.

  • When you add, update or delete an item image, the change will reflect in your Square app, dashboard and in Square Online.

  • Images that are 360 degrees or 3D are not supported at this time.

  • If you are creating multiple items, you are able to quickly upload your items in bulk using Square’s Import Tool via the online Square Dashboard.

Note: If your business requires advanced inventory features and reporting, such as item unit cost management or Cost of Goods Sold reports, take a look at Square for Retail.

Create and Manage Items

Once you set up your unit type, you’re ready to start creating your items.

To get started from the Square Point of Sale app:

  1. Tap ≡ More or the down arrow at the top of the Square Register.

  2. Tap Items > All Items > Create Item.

  3. Tap the square tile to add a label, upload an optional image or choose the tile colour that will appear on your item grid.

  4. Enter the item name, unit type, price, SKU, price and stock amount. If the item has multiple price points, tap Add Variation.

  5. Add any applicable category, options, modifiers and enable or disable VAT.

  6. Add an optional item description.

  7. Once you’re all set, tap Save.

Note: When you add, update or delete an item image, the change will reflect in your Square app, online dashboard, Square for Retail and Square Online. It is not possible to have different images for the same items across Point of Sale, Square Online or Square for Retail at this time.

Edit or Delete an Item

You can update an item from the Edit Item page:

  1. Tap ≡ More or the down arrow at the top of the Square Register.

  2. Tap Items > All Items > search or scroll through your item list and tap an existing item.

  3. Update the item.

  4. Choose to Save your changes or tap Delete Item From This Location.

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 kilograms, grams and metres. You can also choose to add your own custom unit – in whole number or decimal quantities.

Select or Create a Unit Type

To set your unit type:

  1. Tap ≡ More.
  2. Tap Items > Unit > Create Unit.
  3. Search for an existing unit or scroll to the bottom of the list and select Create Custom Unit.
  4. 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-thousandth place (.00000).

Note: Each custom unit type must have a unique name. Names are not case-sensitive.

Edit or Delete a Unit Type

To edit or delete a unit type from the Square app:

  1. Tap ≡ More.
  2. Tap Items > Units and then 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 select 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.

Create and Manage Categories

Item categories help you group items together to help you organise your item library and fine-tune in-app reports. You can also route categories to specific printers.

Create an Item Category

  1. Tap ≡ More.
  2. Tap Items > Categories > Create Category.
  3. Name your category, then Tap To Edit to customise your category tile’s label and colour.
  4. Assign items to be included in this category.
  5. Tap Save.

Edit an Item Category

  1. Tap ≡ More.
  2. Tap Items > Categories > select the category you’d like to edit.
  3. Tap Edit Category.
  4. Edit items included or tap Tap To Edit to customise the tile’s label and colour.
  5. Tap Save.

Delete an Item Category

If you delete a category, all locations will not be able to sort by this category and you will no longer be able to view reporting specific to this grouping of items. To delete:

  1. Tap ≡ More.
  2. Tap Items > Categories > select the category you’d like to edit.
  3. Tap Delete Category > Confirm Delete.
  4. Tap Confirm Delete again.

Create and Edit 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. Tap ≡ More > Items.
  2. Select Options > Create option.
  3. Enter an Option set name and Display name.
  4. Enter option Values and select Create.

Note: Adding item options to an item with multiple variations is only supported on Square Dashboard.

Add an Option Set to an Item

  1. Tap ≡ More > Items.
  2. Select an item.
  3. Under Options, select Add Options.
  4. Select an Option set name from a previously created list of Option Sets or tap Create option.
  5. Once you’ve chosen the appropriate Option sets, tap Next.
  6. Review the new variations created > tap Create to confirm the changes.
  7. Tap Next > Save.

Delete Option Sets from an Item

  1. Tap ≡ More > Items.
  2. Tap All Items > select an item.
  3. From the Edit Item view, select Edit Options.
  4. Select an existing option > tap Remove option set.
  5. Tap Confirm remove and review the variations that need to be deleted.
  6. Tap Delete.

Set Up Your Item Grid on a Tablet

Your item grid transforms your POS into a lightning-fast, user-friendly tool for your team members. It syncs to all devices assigned to a location. Team members cannot set up an individual item grid.

To build your item grid to quickly access frequently used items, discounts or categories:

  1. From the Checkout screen, tap Favourites.

  2. Press and hold an empty square to add items or a shortcut to gift cards, rewards, discounts or services.

  3. Continue to tap the "+" icon on the grid.

  4. Tap Done Editing to save.

If you’re using an Android tablet you can customise the appearance of your Items Grid:

  1. Tap ≡ More > Settings > Item Appearance

  2. Select your display preference. Choose between image or text tiles.

  3. Tap Save.

Note: An items grid isn’t available from the Square app on smartphones.
Learn more about setting up your item library with Square.