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Archive Items from Square Dashboard and Square for Retail

By archiving items, you can remove items from your Item Library to prevent them from being sold without permanently deleting the items and losing all item data and stock history. Archived items will still appear in your inventory reports. When you archive items, you will not be able to manage actions such as tracking, adjusting stock, editing variations, or managing stock until you unarchive the item.

You can only archive or unarchive items from your Square Dashboard. Archived items will not show in your Square Point of Sale app, Square Online storefront, or any other channel listings. Once you archive an item, all variations of the item will also be archived.

Note: You can manage archived items from Square POS, Square Appointments Point of Sale, and Square Retail POS. Archived items are not available on Square Restaurants POS app. 

Archive Items

Archive a single item

To archive a single item from your online Square Dashboard:

  1. Log in to your Square Dashboard and click Items > Item Library.
  2. Click the three dots on the row of the item you want to archive.
  3. From the drop-down menu, click Archive.
  4. If your item has variations, click Archive to confirm you want to archive all item variations.

You can also archive a single item from the Edit item screen of your online Square Dashboard. To do so:

  1. Log in to your Square Dashboard and click Items > Item Library.
  2. Click the item you want to archive.
  3. From the Edit item screen, click Actions.
  4. From the drop-down menu, click Archive.
  5. If your item has variations, click Archive to confirm you want to archive all item variations.

Archive items in bulk from your Item Library

To archive multiple items at once:

  1. Log in to your Square Dashboard and click Items > Item Library.
  2. Click the box next to each item you want to archive.
  3. Once you select all the items you want to archive, click Actions.
  4. From the drop-down menu, click Archive.
  5. To confirm your selection, click Archive.
  6. If your item has variations, click Archive again to confirm you want to archive all item variations.

Archive items in bulk with the Item Library import tool

To archive multiple items with the item import tool:
Log in to your Square Dashboard and click Items > Item Library.
Click Actions > Export Library.
In the exported file, go to the Archived column.
Change the cell from N to Y.
Import your file by going back to your Item Library and selecting Actions > Import Library.

View Archived Items

To view all of your archived items in your online Square Dashboard:

  1. Log in to your Square Dashboard and click Items > Item Library

  2. From the list of filters across the top of the screen, click Active

  3. From the drop-down menu, click Archive.

  4. All of your archived items will appear in this filtered view. 

Note: You can also view archived items when the Item Library filter is set to All statuses. Archived items will have a box symbol by the item name. If you hover over the box, you will see a notification stating “This item is archived.” 

You can also see if an item has been archived from the Edit item screen. To do so:

  1. Log in to your Square Dashboard and click Items > Item Library

  2. From the list of filters across the top of the screen, select All statuses or Archived

  3. Click an item to view the details.

  4. From the Edit item screen, you will see a notification stating “This item is archived. Unarchive to begin selling again.” 

Unarchive Items

When you unarchive an item, the item will be visible again on your POS. To make an item available to sell on your Square Online storefront, you will have to manually set the availability. 

Unarchive a single item

To unarchive a single item from your online Square Dashboard:

  1. Log in to your Square Dashboard and click Items > Item Library.
  2. From the list of filters, change Active to All statuses or Archive.
  3. Click the three dots in the item row of the item you want to unarchive.
  4. From the drop-down menu, click Unarchive.
  5. If your item has variations, click Unarchive to confirm you want to unarchive all variations.

You can also unarchive a single item from the Edit item screen of your online Square Dashboard. To do so:

  1. Log in to your Square Dashboard and click Items > Item Library.
  2. Click the item you want to unarchive.
  3. From the Edit item screen, click Actions.
  4. From the drop-down menu, click Unarchive.
  5. If your item has variations, click Unarchive to confirm you want to unarchive all variations.

Unarchive a single item with a barcode scanner or camera

You can unarchive items in the Square Retail POS app with a compatible barcode scanner or camera. To do so:

  1. Search for or scan the unarchived item to add the item to the cart.
  2. From the Unarchive to continue pop-up, tap Unarchive.
  3. Complete your transaction.

Note: You can only unarchive an item in-app from the Square Retail POS app.

Unarchive by receiving stock

To unarchive items in the Square Retail POS app by receiving stock:

  1. Open your Square Retail POS app. From the navigation menu, tap Inventory > Stock overview > Receive stock.
  2. Search for or scan an archived item, then tap Continue.
  3. From the Unarchive to continue pop-up, tap Unarchive.
  4. Choose an amount to receive, then tap Continue.
  5. Tap Confirm Receive to unarchive the item.

Unarchive with inventory counting

To unarchive items in the Square for Retail POS app with inventory counting:

  1. Open your Square Retail POS app. From the navigation menu, tap Inventory > Stock counts > Count stock.
  2. Tap Cycle Count, then search for or scan an archived item.
  3. Choose an amount of stock to count and tap Submit Progress.

Note: Inventory counting is only available with Square for Retail Plus. Learn more about inventory counting with Square for Retail.

Unarchive by returning an archived item

Returning a previously archived item will unarchive the item once you add it back to your inventory.

  1. From the Square Retail POS, tap Transactions.
  2. Locate the original transaction by either swiping your customer’s card or searching for the receipt number.
  3. Tap Return or Exchange.
  4. Select the item(s) to restock or tap Skip Restock. Tap Next.
  5. You can either issue a refund or search your item library to add additional items to the cart. The cart amount will automatically adjust, calculating the difference between the original and replacement items.
  6. Tap Refund, then choose a refund method and a reason for refund.
  7. Tap Refund to finalize the transaction.

Learn more about processing a return or exchange with Square for Retail.

Unarchive items in bulk

To archive multiple items from your online Square Dashboard:

  1. Log in to your Square Dashboard and click Items > Item Library.
  2. From the list of filters, change Active to All statuses or Archive.
  3. Click the box next to each item you want to unarchive.
  4. Once you select all items, click Actions.
  5. From the drop-down menu, click Unarchive.
  6. To confirm your selection, click Unarchive.

Unarchive items with a purchase order

You can unarchive items by receiving a purchase order if a previously archived item is added to a purchase order. To do so:

  1. Log in to your Square Dashboard and click Items > Inventory management.
  2. From the drop-down menu, click Purchase orders.
  3. From your list of purchase orders with Pending status, click the purchase order you want to receive. You can also click the three dots next to the purchase order you want to receive, then click Details.
  4. Review your purchase order. Click Receive next to the archived item or click Receive All to unarchive multiple items.

You can also unarchive items from a purchase order in the Square Retail POS app. To do so:

  1. From the navigation menu, tap Inventory > Purchase orders.
  2. From your list of purchase orders with Pending status, tap the purchase you want to receive.
  3. Tap Receive items > Next > Receive.
  4. Any archived items will be unarchived once you receive them.

Unarchive items in bulk with the Item Library import tool

To unarchive multiple items with the item import tool:

  1. Log in to your Square Dashboard and click Items > Item Library.
  2. Click Actions > Export Library.
  3. In the exported file, go to the Archived column.
  4. Find the item you want to unarchive and change the cell from Y to N.
  5. Import your file by going back to your Item Library and clicking Actions > Import Library.