How Do I Change My Inventory on Square?

Managing your inventory on Square is crucial for accurate sales tracking and efficient stock management. You can change your inventory levels on Square through various methods, including manual adjustments via your Square Dashboard or POS app, enabling automatic adjustments through invoices, or by performing bulk updates.

Manual Inventory Adjustments via Square Dashboard

For direct and precise changes to individual item quantities, the Square Dashboard offers a straightforward approach. This is ideal for correcting discrepancies, recording damaged goods, or performing small adjustments.

To manually adjust inventory using your Square Dashboard:

1. Sign in to your Square Dashboard.
2. Navigate to Items & Orders, then select Items.
3. In your Item Library, locate and click on the specific item you wish to adjust.
4. Under the item's details, scroll down to the Inventory section.
5. Click Edit stock.
6. Select the Location (if you have multiple) and enter the new stock count or the change in quantity.
7. Choose a Reason for the adjustment (e.g., Restock, Return, Damage, Theft, Count Adjustment). This helps in tracking changes.
8. Click Save.

This method provides an immediate update to your inventory records for the chosen item and location.

Adjusting Stock Levels with the Square POS App

If you're on the go or prefer to manage stock directly from your point-of-sale device, the Square POS app offers similar functionality.

Here's how to do it through the Square POS app:

1. Open your Square POS app and tap Items.
2. Select the item you need to adjust.
3. Tap Edit Details.
4. Scroll down to the Stock section.
5. Tap Edit Stock and enter the new quantity or the change.
6. Select a Reason for the adjustment.
7. Tap Save.

Leveraging Invoices to Update Inventory Automatically

Square also provides a convenient feature to automatically adjust inventory levels when certain invoices are processed. This is particularly useful for businesses that use invoices for sales, purchases, or returns that directly impact stock.

Enabling Inventory Adjustment Through Invoices

To activate this functionality:

1. Sign in to your Square Dashboard.
2. Click Items & Orders, then navigate to Items.
3. Select Settings, then choose Inventory.
4. Toggle on the option for Adjust inventory levels through invoices.
5. Choose the applicable locations where this feature should be active, or select All locations.
6. Click Save.

How it Works with Invoices

Once enabled, when you create and process invoices, Square will automatically adjust the stock levels of the items included in those invoices. For example, if you send an invoice for products sold, the inventory for those products will decrease accordingly when the invoice is marked as paid or completed. This automates a significant part of your inventory management workflow, reducing manual errors and saving time.

Bulk Inventory Updates for Efficiency

For businesses with extensive item libraries or when performing large-scale inventory overhauls (like an annual stocktake or adding many new items), using a bulk import/export feature is highly efficient.

1. From your Square Dashboard, go to Items & Orders > Items.
2. Click the Actions dropdown menu.
3. Select Export Library to download your current inventory as a CSV file.
4. Open the CSV file in a spreadsheet program (e.g., Excel, Google Sheets).
5. Make your desired changes to stock quantities, item details, or add new items. Ensure you follow the file's structure.
6. Save the file in CSV format.
7. Back in your Square Dashboard, under Actions, select Import Library.
8. Upload your modified CSV file. Square will guide you through matching columns and confirming changes.

This method is powerful for updating many items simultaneously, ensuring consistency across your entire product range.

Managing Inventory Across Multiple Locations

If your business operates from several locations, Square allows you to manage inventory independently for each store. You can also transfer inventory between locations, ensuring accurate stock levels wherever your items are needed. This feature is typically found under the Inventory section of your Dashboard, allowing you to initiate and track stock movements.

Important Inventory Management Tips

• Regular Stock Counts: Periodically perform physical counts to reconcile with your digital inventory and identify discrepancies.
• Utilize Adjustment Reasons: Always select a reason for manual adjustments to maintain clear audit trails and understand stock movements.
• Track Cost of Goods Sold (COGS): Accurately tracking your inventory helps in calculating COGS, which is vital for financial reporting.
• Set Low Stock Alerts: Configure alerts in your Square Dashboard to notify you when item quantities fall below a certain threshold, prompting you to restock.

Comparison of Inventory Adjustment Methods

Method	Best For	Key Steps
Manual (Dashboard)	Quick, single-item adjustments, error correction, recording minor changes (e.g., damage, theft).	Sign in to Dashboard > Items & Orders > Items > Select item > Edit stock > Enter quantity/reason > Save.
Manual (POS App)	On-the-go adjustments, quick corrections directly from the sales counter.	Open POS App > Items > Select item > Edit Details > Stock > Edit Stock > Enter quantity/reason > Save.
Invoices (Automatic)	Automating stock deduction for sales or additions for purchases processed via Square Invoices.	Enable feature in Dashboard (Items > Settings > Inventory) > Create/send invoices (stock adjusts automatically upon invoice status change).
Bulk Import/Export	Large-scale updates, initial inventory setup, adding many new items, performing full stocktakes.	Export library CSV > Edit CSV file > Import CSV file back into Dashboard.

By utilizing these methods, you can effectively manage and change your inventory on Square, ensuring your stock levels are always accurate and up-to-date.