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Home>Inventory & Item Management

Create and Manage Items Online

Learn how to create, edit, and import items from the Square Dashboard. You can also use Square to track your inventory.

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.

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 pounds, ounces, and feet. 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).

Each custom unit type must have a unique name. Names are not case-sensitive. Keep in mind: If you’re selling items by weight with the Square app, you’ll need to select a weight unit (i.e. g, lbs, or oz) — custom unit types are not supported with scales.

Unit types will reflect on your customers’ receipts, as well as on your item and sales reports with Square. Note: When you update the unit, your inventory counts will remain unchanged.

Note: There isn’t a way 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.

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.

Create Items Online

Once you select your unit types, you’re ready to start setting up your item library.

  1. Visit the Items page of your online Square Dashboard and click Create an Item.
    Note: All item creation and editing will display in a fullscreen window. To return to your Items, select the X in the top left hand corner.

  2. Fill in the item name, category, and description:

Note: Item descriptions have a 4000 character limit.

  1. 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

  2. Click Add Variations. Fill in the variation details. If your item has a bar code, add the SKU or UPC in the SKU field.

    Add variations:

  3. To add additional variations (e.g. small, medium, large), click Add Variation.

    Note on team permissions: Team members are only able to edit variation prices at the locations where they have been granted access.

  4. Enable Square Online Checkout links to sell individual items through email, text, social media, or Square Marketing.

  5. Once you complete editing properties for the item, 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.

If you are creating multiple items, you can upload your items in bulk using Square’s 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.

Keep in mind: Updating a unit type for an item will not adjust your stock amount. For example, if you have Corduroy with 12 inches in stock, and you update your unit type from inches to feet, your inventory levels for the item will reflect as 12 feet in stock. To keep your inventory levels accurate, make sure to manually adjust your stock levels after updating the unit type.

Also, your reporting and transaction history will reflect the unit type at the time of sale. Let’s say you sell an item Coffee with the unit type set to ounces (oz). You later update the unit type to pounds (lbs) and complete another sale. If you review a report for Coffee, you’ll see separate lines for both Ounces and Pounds.

Duplicate an Item

You can duplicate and item 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.

Bulk Edit Item Variations

  1. From your online Square Dashboard, head to Items.

  2. Select either all of the variations under an item by ticking the box at the top of the table or select a subset of item variations. After the variations are selected, click the field and enter the new price.

  3. Alternatively click Edit Price to make changes.

  4. Click Apply to variations.

  5. Click Save.

* Only variations can be edited in bulk at this time, not including the price for items across the item library.
* Bulk editing is only supported in the Square Dashboard.
* You can only edit Price in bulk at this time. Editing Unit Cost is available with a subscription to Square for Retail. If you don’t have a subscription yet, you can sign up for a free 30-day trial.

Mark Items as Sold Out

You can mark an item or item variation as sold out, in the case that it’s unavailable for sale. To get started:

  1. Visit Items in your online Square Dashboard.

  2. Select the item(s) or item variation(s) that you’d like to mark as sold out.

  3. Click Edit variation details > Manage stock.

  4. Toggle on/off the Mark as sold out on Point of Sale and Online option.

  5. Click Done.

Note: This will also label the item or item variation as sold out in Square Online.

Create Item Categories Online

Categories simplify your item library and sales reports.

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

  2. Click Create Category.

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

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

Create Item Options

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.

  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.

Learn more about: Retail Point of Sale

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