thread Re: Year End Physical Inventory in Orders, Menu Items, Catalog & Fulfilment

Year End Physical Inventory

LulusOnMain — Sat, 20 Sep 2025 11:40:13 GMT

Are there any reports or features to help complete a physical on hand inventory?
Perhaps suggestions of how other retail stores complete their on hand inventories?
Thanks!

Re: Year End Physical Inventory

HC_Charlie — Mon, 04 Jan 2021 22:43:22 GMT

From your dashboard, you can go to your Item Library and export a spreadsheet of your current items in inventory. When you go through your exported list you can see the current quantities; I print this out and manually check my store's items on shelves. If the quantities don't match, I can make a note on the printed spreadsheet and then update the item's quantities in Square.

Re: Year End Physical Inventory

ccunningham — Tue, 26 Jan 2021 14:56:03 GMT

Do you have another suggestion for business's that have over 10,000 sku's?

Re: Year End Physical Inventory

Polishedtips218 — Sun, 31 Jan 2021 21:13:46 GMT

Can you share HOW to do this, I am struggling to get my list. I see no options for getting an inventory list exported.

Re: Year End Physical Inventory

ccunningham — Tue, 02 Feb 2021 19:22:21 GMT

We are currently using Square for Retail and when I am in our item library in the top right corner next to create an item there is a button called actions. When you drop that menu down you can choose to export the library there.

Re: Year End Physical Inventory

ThorJulie — Tue, 28 Dec 2021 22:05:19 GMT

We are preparing to do our first physical inventory for the year and I want to know the more efficient way to do it.

Is there a way to scan all of the items you have on hand and it updates the inventory file? If so is there a report to show any discrepancies?

I see the count option in Inventory on the App and then you can scan items. I just don't see how it updates or if there is a report that shows total $ or units that were off?

Re: Year End Physical Inventory

Jjd71 — Fri, 07 Jan 2022 20:23:07 GMT

I am curious about this exact same thing. Printing lists seems archaic and an utter waste of time. It also allows for too many errors. Has anyone found a workaround? If I use the scanner to count inventory will it generate a discrepancy report? I would need to know what is missing for shoplifting purposes and to be able to accurately declare losses.

Re: Year End Physical Inventory

sayra — Sun, 09 Jan 2022 18:16:28 GMT

Hey @@Jjd71,

We would be happy to ask our retail team for any suggestions or workarounds related to your question.

We'll make sure to post more details here when we have them.

Have a good day.

Re: Year End Physical Inventory

Cjonesfly — Tue, 25 Jan 2022 18:19:08 GMT

Item Library? Where do I find that on the
Dashboard? I Dion't see that name on my dashboard.

Re: Year End Physical Inventory

JJ_ — Thu, 27 Jan 2022 17:51:04 GMT

Hello there @Cjonesfly

Item Library is another name for your Items section. Sorry about this confusion.

Re: Year End Physical Inventory

TCSlaguna — Fri, 28 Jan 2022 21:51:31 GMT

Hello @ThorJulie

My approach would be to do the following:

1. Export your current Item Library

2. Zero out inventory. Use mobile app to Count or Receive. See discussion here: https://www.sellercommunity.com/t5/Square-for-Retail-Discussion/Can-multiple-scanners-phones-do-physical-inventory/m-p/328536#M18984

3. Your Item Library will now have your physical inventory count

4. Export your Item Library

5. In Excel, copy the Quantity column from your second Item Library into a new column in the first Item Library

6. =(Second Column - First Column)

Re: Year End Physical Inventory

ThorJulie — Fri, 28 Jan 2022 22:37:36 GMT

Thank you.

Re: Year End Physical Inventory

Cjonesfly — Sun, 30 Jan 2022 13:10:54 GMT

I fond th item library. Thanks.Now once I get the inventory up-to-date, can I import this new excel sheet back into Square to up date my inventory in my system?

Re: Year End Physical Inventory

Jjd71 — Thu, 10 Feb 2022 14:42:48 GMT

This still leaves me with quite a manual project of comparing the new inventory report with the old to find discrepancies. This cannot be an effective way to do this. Does the square software not allow for a discrepancy report at year end? Help! Fondly,

Re: Year End Physical Inventory

_Violet — Sat, 12 Feb 2022 21:28:47 GMT

Hi @Jjd71 - Thanks for following up on this thread.

While we do not have a report that matches exactly what you're looking for, you can view all of our available types of reports here.

Additionally, if you're using Square for Retail, you can find those reports here.

I hope this information is helpful but please do let us know if you have any additional questions.

Re: Year End Physical Inventory

SnazzyDancewear — Fri, 05 Jan 2024 00:31:18 GMT

How do I use a scanner for end of year inventory?

Re: Year End Physical Inventory

JJ_ — Fri, 05 Jan 2024 15:43:06 GMT

This sounds like a good question for our Square for Retail team, @SnazzyDancewear

They can take a look at your account with you to help shine a light here, as they can look at your account alongside you and point you in the right direction. Please reach out by phone when you have a moment by logging into your Square account and heading here.

P.S. Welcome to the Seller Community ✨

Re: Year End Physical Inventory

Edentine — Thu, 26 Sep 2024 19:51:33 GMT

I would love an answer for this too! I have more than 10,000.