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Create and Manage Items from the Retail POS App and Dashboard

With Square for Retail Free and Square for Retail Plus, you can create and manage your item library directly from the Retail POS app on iPad and iPhone or Square Register.

Create an Item with the Retail POS App

To get started:

  1. Tap the three horizontal lines to bring up the Main Menu.

  2. Select Items > All Items > Create Item.

  3. Fill out the item details — including item image, stock quantity, unit type and precision, unit cost, and an item description.

  4. Tap Save.

Note: When you create an item from the app, it will not be available at your other locations. If you’d like to enable an item across multiple locations, just head to your online Square Dashboard.

Create an Item by Scanning a Bar Code

When you scan an unrecognized bar code from Square for Retail Free or Square for Retail Plus for iOS, you’ll have the option to create an item on the spot. Note: Bluetooth-connected hardware accessories, including Bluetooth-connected bar code scanners, are not supported on Square Register at this time. Register does support USB bar code scanners.

To get started:

  1. Scan a new bar code in the Retail app. You take this action from your cart view, or while adding stock.

  2. You’ll see a message notifying you the item is not recognized. Tap Create Item.

  3. Enter the item details. The bar code SKU will automatically populate in the price field.

  4. Tap Save.

Note: Bar code scanners are not currently compatible with Square for Retail on Mobile.

Create an Item Using a GTIN

You can also easily create items by scanning a GTIN through your online Square Dashboard when subscribed to Retail Plus. First, you’ll need to make sure you’re using a compatible bar code scanner and connect it to your desktop computer or laptop. Once you’ve confirmed the bar code scanner is connected, follow the instructions below to get started:

  1. Visit the Items tab in your online Square Dashboard.

  2. Click on Create an Item to open the Create Item screen.

  3. From the Details section, select Product lookup.

  4. Scan the GTIN associated with the item(s) you’re wanting to create and click Select once the item appears under Top results found.

  5. From here, select suggested variations to apply to the item or scan the GTINs associated with the variations you’d like to apply > click Add variation(s).

  6. Click Save.

In addition to creating items through the Square Dashboard, you can create a new item by scanning a GTIN directly from the Square for Retail app on iOS devices. To do so:

  1. From the Navigation menu, tap Items.

  2. Under All Items, tap Create Item.

  3. Tap Product lookup and scan the GTIN associated with the item(s) you want to create using a compatible bar code scanner or the built-in camera on your device.

  4. Select the item from the Product lookup screen, and tap Continue.

  5. From here, select suggested variations to apply to the item or scan the GTINs associated with the variations you’d like to apply. Then tap Add variation(s).

  6. Tap Save.

During the item creation process, you’ll also see description hints (highlighted in green) that provide suggestions for Category name, as well as words and/or phrases to add to the Item Description. To avoid duplicating work, you’ll also receive a notification during the item creation process if the GTIN already exists in your Item Library.

Edit an Item

You can update an item at any time.

  1. From the Main Menu, tap Items.

  2. Search for an item to update. Once you locate it, just tap it to bring up the item details page.

  3. Edit the item information.

  4. Tap Save.

Suggest Item Images with Photo Studio

When you’re creating or editing an item, you have the option to use suggested images generated from Square’s Photo Studio library. The images are automatically offered based on the item name — so, no uploading is required on your end. To get started:

  1. Go to Items in your online Square Dashboard.

  2. Click on Create an Item to open the Create Item screen.

  3. Enter an item name in the Name field and click outside of the field.

  4. If we have a photo in our library that matches your item name, you'll see a suggested image on the screen with a prompt to Use image.

  5. Once you select your image(s), click Save.

You can also use suggested images for singular item variations. From the Create Item screen, select Edit variation details and enter a variation name to pull up a suggested image.

Note: Always remember to click Save after uploading your own images or using suggested images from Photo Studio.

Delete an Item From Your Library

  1. Search for the item to delete it from your library.

  2. Tap the item to bring up the item details page.

  3. Scroll to the bottom of the item details page and tap Delete Item From This Location.

  4. Select Confirm Delete.

Read more about managing your item library with Square for Retail.

Auto-generate SKUs 

If you’re using Square for Retail Free or Plus, the Automatically generate SKUs setting will be toggled on by default, but you can toggle it off at any time by visiting Items > Settings > Inventory in your online Square Dashboard. Once you confirm the setting is on, you can start auto-generating SKUs by following these steps:

  1. Go to Items in your online Square Dashboard, and click Create an item.

  2. From the Actions drop-down menu, select Generate SKUs. Note: Your access to the item library may be limited for several minutes while the update takes place.

  3. Once you’ve confirmed you would like to auto-generate SKUs by clicking the Generate SKUs button, all item variations missing SKUs will receive their own unique SKUs. If all of your item variations already have SKUs, you’ll see a pop-up confirming there are no more SKUs to generate.

  4. Click Save.

SKUs will also auto-generate any time you create a new item from the online Square Dashboard, as long as the Automatically generate SKUs setting is enabled.

Learn more about: Retail Point of Sale

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