How do I add a new item to my inventory? (Vendors)

Open your inventory (vendors: click Inventory; store admins: Inventory > All items), click Add Item, fill in at least Title, Quantity and Price, then click Save Item. To add lots of simple items quickly, use Quick Inventory in the classic view. For a spreadsheet, use the Import Wizard.

Who this is for: Vendors adding their own items. Store admins use the same form from Inventory > All items.

These steps use the New Experience. If your menu looks different, click Switch to New Vendor Experience (vendors) or Switch to New Experience (staff) at the top of the page.

Three ways to add items

Before you start

• Use a computer, logged in at your store’s own address (yourstore.mysyncrostore.com), not the help site. You can also add items, upload photos, print tags and delete items in the Syncrostore app.
• If you sell at more than one store: check the store name at the top of the page. Items are added to the store you're logged in to. See Why does my inventory go to the wrong store?
• If you see "Inventory management is turned off for your account. Contact your store owner.": your store has turned off inventory access for your vendor account. Only the store can turn it back on.

Add Item: step by step Video: Adding an item with Add New · 

1. Open the item form

1. Go to your inventory:
   • Vendors: click Inventory in the menu.
   • Store admins: click Inventory, then All items.
2. Click Add Item at the top right of the Inventory page.

The item form opens in a pop-up window, already linked to your vendor account. It's split into sections; only Basics is required.

2. Optional: let SyncroAI fill in the details

SyncroAI can look the item up and fill in the title, description, price, photos and dimensions for you.

1. Click the green AI button in the SyncroAI banner at the top of the form. The SyncroAI Product Lookup Assistant opens.
2. Enter what you know (Product Description, SKU or UPC / Barcode) and, if you like, Upload a Product Image. A clear, well-lit photo often works on its own. More detail gives better matches.
3. Click Look Up. Click View on a result to see the details, or Use to fill in the form (in the details view, Use This Product).
4. Check everything before you save. SyncroAI's values are suggestions, and it adds every photo it finds, so delete any you don't want.

More: How do I use SyncroAI to fill in my item details?

3. Basics (required)

• Title: the item name. Keep the important words first: only the first part prints on the tag.
• Quantity: how many you're putting out. Whole numbers only.
• Price: what the customer pays. Type the number only, without a $.
• Cost of Item (optional): what you paid. Fill it in if you want profit and inventory value in your reports. For amounts under $1, type a leading zero, e.g. 0.50.
• SKU (optional for single items): your own item code, letters and numbers. Must be unique in the store.
• UPC (optional): the product's barcode number, digits only. Put codes with letters in SKU instead.
• Tip: to copy an existing barcode, click in the SKU or UPC field and scan it.

You don't need a SKU or UPC: Syncrostore gives every item its own ID and barcode automatically.

4. Photos (optional)

Add up to four photos below Basics. They help you tell similar items apart, and they're used on TrinketVault if your store sells online. Photo upload works on a computer or in the phone app's Add Item screen, not in a phone browser.

5. Item Details (optional)

• Description: a longer description. It doesn't print on the tag.
• Local Category / Subcategory: pick a category first, then a subcategory. To create a new one, click + New above the field, type the name, and it's saved when you finish the item.
  • Categories are shared across the whole store, so check your store's rules before creating new ones.
  • Use them: reports group sales by category, and category discounts (like a seasonal "Christmas" sale) only work on items that have one.
• Brand: works the same way as categories.
• Inventory Location: where the item sits in the store. Pick one of your store's existing locations from Select a location. New locations can't be added any more, and the store map (Store Management > Store map) doesn't manage them.
• In Store: tick it if the item is physically at the store. It doesn't stop the item being sold.
• Date Purchased and Notes: for your own records. Notes don't show on the main inventory grid.

6. Product Variants (optional)

Use variants for one item in several sizes, colors or scents, all on one listing.

1. Add an attribute (for example Size) and its values (Small, Medium, Large). You can add up to 4 attributes, each with up to 100 values. Your store may also offer ready-made prefabs (Quick-add from saved prefab).
2. Click ＋ Add Variant once per variant and pick its value.
3. Give every variant its own Quantity, Price and SKU. Variant SKUs fill in automatically if you leave them blank. If you type your own, each must be unique.
4. To set prices or quantities for many variants at once, use Bulk edit all variants… in this section.

Full guide: How do I add sizes or colors (variants) to an item?

7. Resell

Your vendor ID is filled in automatically. Store admins adding items for a vendor choose the vendor here. Sales tax settings (a custom tax rate, or tax exempt) can only be set by a store admin. See How do I make an item tax exempt?

8. Online / TrinketVault (only if your store sells online)

• Publish: lists the item on your store's TrinketVault shop.
• Offer Shipping: only tick this if you'll ship the item. If it's ticked without package size and weight, the item won't save. Untick it if you're not selling online.
• Condition: optional, and only used on TrinketVault. Pick one if you sell online.

9. Deals (optional)

Set quantity pricing for this item, such as "3 for $10" or "buy 2, get 1". Deals apply to this item and its variants only. See How do I set up a deal like 3 for $10 or buy 2 get 1?

10. Save Item

Click Save Item to save the item (or Save and Add New to start the next one). It now appears on your Inventory page, ready for a label. See How do I print price tags and barcode labels?

When you open a saved item later, Sales History lists every sale that included it.

Quick Inventory: many simple items fast Video: Adding items with Quick Inventory · https://www.youtube.com/watch?v=PnxXG8I9vRg

Quick Inventory only takes Title, Price, Quantity, SKU and UPC. Photos, descriptions, categories and variants can be added afterwards by opening each item.

1. On the Inventory page, open More (⋮) > Classic view, then click Quick Inventory.
2. Enter Title, Price and Quantity (plus SKU and UPC if you like), then click Add Item. The item goes into a waiting list. Repeat for each item.
3. Click View before Commit to check the list. You can fix any field here.
4. Click Commit All. You can commit up to 20 items at a time.

Nothing is saved until you click Commit All. If you leave or refresh the page first, the list is lost.

Faster ways to add similar items

• Copy an item: open the item's row menu (...) and click Clone item, or tick several items and click Clone in the bar that appears. Open the copy to change what's different.
• Same items at another store: don't re-enter or re-import them. Tick the items and click Transfer in the bar that appears. See How do I move or copy my inventory to another store?
• Change prices or quantities on many items: see How do I update prices or quantities for many items at once?

Troubleshooting

• "Inventory management is turned off for your account. Contact your store owner.": your store has turned off vendor inventory access. Ask the store to turn it back on.
• "Quantity is required" or "Quantity must be a whole number": enter a whole-number quantity. For variant items, every variant needs one.
• Error when Cost is under $1: type a leading zero, e.g. 0.20, not .20.
• Price saved as $0: retype the price rather than accepting an auto-filled value, then save again. If items keep losing prices, do a hard refresh (Ctrl+F5, or Cmd+Shift+R on a Mac).
• "SKU already used" on a variant: each variant SKU must be different from every other SKU in the store. Clear it to have it filled in automatically.
• UPC error: UPCs must be digits only (13 or fewer). Put letter codes in SKU.
• Missing shipping information when saving: untick Offer Shipping in the Online / TrinketVault section, or fill in the package size and weight.
• Category "not found" when typing a new one: click + New above the field to create it.
• Can't choose a subcategory: choose the main category first.
• Category list shows numbers: scroll down the list; the names appear below them.
• No photo upload area: you're probably in a phone browser. Use a computer or the Syncrostore app.
• SyncroAI says "AI returned a non-JSON response" with a photo: type a description instead of uploading a photo, then look up again.
• Quick Inventory items disappeared: they weren't committed. Re-enter them and click Commit All before leaving the page.
• Item went to the wrong store: switch to the right store at the top of the page and use Transfer (tick the item first) to move it.
• Can't find Add Item: make sure you're on your store's own address, not the help site, and zoom out (Ctrl and minus) if the page looks cut off.