> ## Documentation Index
> Fetch the complete documentation index at: https://docs.aimventory.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Pre-Owned / Special Products
> Intake, grade, photograph and list used or one-off pairs that aren’t brand-new, each with its own condition and box notes.
Intake, grade, photograph and list used or one-off pairs that aren’t brand-new, each with its own condition and box notes.
**Where to find it:** [Open Pre-Owned / Special Products in AIM](https://aimventory.com/preowned) — you will be asked to sign in first.
## What you can do here
* Add a used pair and record its condition grade, box condition, and notes about wear
* Set what you paid and your asking prices, and see the profit margin as you type
* Take in a whole lot of used pairs on one pre-owned purchase order and split the cost across them
* Save a quick photo or template draft now and finish the details later
* Move a pair through its stages (purchased, cleaned, photographed, live, sold)
* List a pair on your Shopify store and other sales channels, and match StockX/GOAT listings to pre-owned units
## Buttons, fields, and controls
| Control | Where | What it does | When to use it |
| ----------------------------- | --------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------- |
| Add Product | Page header (top right) | Opens the "Add Pre-Owned Product" form to start intake for a used, worn, or one-off pair. | Use it when the item should be tracked as its own unique unit instead of normal brand-new inventory. |
| Listing Match | Page header (top right) | Opens the marketplace matching page, which finds live StockX and/or used GOAT listings that look like your pre-owned units so you can link them. | Use it to connect marketplace listings back to the exact pre-owned pair they belong to. |
| Pre-Owned Settings | Page header gear icon | Opens settings that control pre-owned intake, publishing, and workflow defaults. | Use it when defaults for used-item handling need to change. |
| Filters | Left panel | Narrows the list by status, condition, location, and brand. | Use it to focus on one stage (like drafts), one condition grade, or one store. |
| Filter by Size | Left panel | Opens a size picker so you can narrow the list to one or more sizes. | Use it when reviewing sellable pairs by size. |
| Show product images | Left panel view options | Shows or hides product thumbnails to slim down rows for faster review. | Turn images off when scanning a long list. |
| Create Pre-owned PO | Left panel, Purchase Orders section | Opens the "Create Pre-owned Purchase Order" window where you enter the total lot cost, expected item count, location, and vendor. Its save button is labeled "Create PO". | Use it when you buy a batch of used pairs together and want to split one total cost across them. |
| Select a PO | Left panel, Purchase Orders section | Chooses an active pre-owned purchase order to work against. Picking one turns on the row "+ PO" button and switches the scanner to "Scan into PO". | Use it before adding or scanning pairs into an existing lot. |
| View PO Details | Left panel (appears once a PO is selected) | Opens the full purchase-order page for the selected pre-owned PO. | Use it to review or edit the lot’s items, costs, and receiving progress. |
| Vintage Products | Left panel, Actions section | Opens the vintage-product intake workflow for older or collectible pairs. | Use it for vintage stock that follows its own intake flow. |
| Shoe Intake | Left panel, Actions section | Opens the guided shoe-intake workflow for taking in used pairs quickly. | Use it when processing a stack of trade-ins or buys at the counter. |
| Bulk Scan UPCs / Scan into PO | Left panel, Actions section | Opens the barcode scanner to add many pairs fast. It reads "Scan into PO" when a purchase order is selected, so scans attach to that lot. | Use it to intake a pile of pairs by scanning their barcodes. |
| Process Drafts | Left panel, Actions section | Opens the drafts workspace to finish pairs you only partly recorded. A count in the button shows how many drafts are waiting. | Use it to clear out photo or template drafts that still need details. |
| Bulk Select | Left panel, Actions section | Turns on selection mode so you can tick multiple products in the table for a batch action. Click again (Exit Bulk Select) to turn it off. | Use it before downloading photos or deleting several products at once. |
| Sync Online Statuses | Left panel, Actions section (Shopify-connected businesses) | Refreshes each pair’s online-published status from your Shopify store. | Use it when the “online” flags look out of date after listing changes. |
| Refresh | Left panel, Actions section | Reloads the pre-owned product list. | Use it after intake, editing, or syncing to see the latest state. |
| Download Photos | Batch bar (visible in Bulk Select mode) | Downloads the photos of the selected products as a ZIP, one folder per product. | Use it to pull condition photos for a batch (there is a per-download product limit). |
| Delete Selected | Batch bar (visible in Bulk Select mode) | Deletes the selected pre-owned products. | Use it to remove mistaken or duplicate entries; check the selection first. |
| Complete info | Row action on draft pairs | Opens the completion form for a draft so you can fill in condition, size, price, and location. The form’s save button reads "Complete Draft". | Use it to turn a photo or template draft into a real, listable pair. |
| Advance | Row action on non-draft pairs | Moves the pair to its next stage (for example, cleaned to photographed to live). | Use it as a pair progresses through your used-item workflow. |
| + PO (Add to PO) | Row action (appears when a PO is selected) | Adds that pair to the pre-owned purchase order chosen in the left panel. | Use it to attach an existing pair to a lot without rescanning it. |
| Sync to Shopify | Row actions menu (the “…” button), and the detail panel | Creates or updates the pair’s Shopify listing. If a previous attempt failed, the same action reads "Retry Shopify Sync" or "Create Config + Retry". | Use it once photos, condition, size, price, and location are complete. |
| Publish online | Row actions menu (the “…” button), for pairs synced to Shopify but not yet online | Opens the publish window to put the pair on your online store and chosen sales channels. | Use it after syncing when the pair is ready for customers to buy. |
| View audit trail | Row actions menu (the “…” button) | Shows the stock history for that pair. | Use it to investigate a pair’s movements or count changes. |
| Edit Pricing | Pricing section of the product detail panel | Switches the pricing section into edit mode so you can change the purchase price and each tier price, with the margin shown beside each. | Use it to reprice a used pair after reviewing condition and market value. |
| Condition Grade | Pre-owned form | Records the wearable condition of the pair. | Use the honest grade that matches the item; it sets buyer expectations and readiness to list. |
| Box Condition | Pre-owned form | Records the state of the original box or packaging. | Use it whenever box quality affects listing value or buyer disclosure. |
| Condition Notes | Pre-owned form | Captures visible wear, flaws, missing accessories, or cleaning notes. | Use concrete notes so the listing and your team know exactly what is wrong or notable. |
| Pricing tiers | Pre-owned form (and Edit Pricing) | Sets your asking price for each price level (Retail, Wholesale, and any others you use), showing the margin next to each as you type. | Use it after condition, size, and market value are reviewed. |
| Product Images | Images area | Adds or reviews photos for the pair. | Use it before publishing — used items need real condition photos. |
## How to: Add a pre-owned pair
1. Click "Add Product" in the top-right to open the Add Pre-Owned Product form.
2. Search for the shoe to auto-fill its name, brand and image — or type the details by hand for a boutique item.
3. Pick the condition grade and the box condition, and note any flaws in the condition notes.
4. Enter what you paid and your tier prices — the margin shows next to each price as you type.
5. Choose the location it’s stored at, then click "Create Product".
A used Air Jordan 1 "Bred" you bought for $180: grade it "Lightly Worn", box "Good box", note "slight crease left toe", ask $320 — the margin reads 44%.
## How to: Take in a whole lot on one purchase order
1. In the left panel Purchase Orders section, click "Create Pre-owned PO".
2. Enter the total cost you paid for the lot, an optional item count, the location, and the vendor, then click "Create PO".
3. Pick that PO in "Select a PO" — the scanner button now reads "Scan into PO".
4. Scan each pair’s barcode (or use "+ PO" on existing rows) to attach it to the lot; the cost is split across the items.
You buy 20 mixed trade-ins for $2,000. Create the PO for $2,000, select it, then scan all 20 pairs into it so each carries about \$100 of cost.
## How to: Finish drafts you started earlier
1. Click "Process Drafts" (the count shows how many are waiting), or find a draft row in the table.
2. On a draft row, click "Complete info" and add the missing details — condition, size, prices, and location.
3. Save with "Complete Draft" to turn it into a real, listable pair.
You photographed five trade-ins at the counter this morning; this afternoon you open each photo draft and fill in grade, size and price.
## How to: List a pair for sale
1. Make sure the pair has photos, a size, a condition grade, prices and a location — anything missing is flagged.
2. Open the pair’s "…" menu and choose "Sync to Shopify".
3. Once it is synced, use "Publish online" to put it on your online store and chosen sales channels.
That Lightly Worn Jordan 1 is now ready — sync it, then publish it to your Online Store so customers can buy it.
## How to: Clean up a batch of drafts
1. Click "Bulk Select" to turn on selection mode, then tick the products you want.
2. Use "Download Photos" to pull their condition photos as a ZIP, or "Delete Selected" to remove mistaken entries.
3. Click "Clear Selection" or "Exit Bulk Select" when you are done.
You accidentally created three duplicate drafts — turn on Bulk Select, tick the three, and click Delete Selected.
## Good to know
* Condition grades run from best to worst: Refurbished, Tried On, VNDS, then Lightly, Moderately and Heavily Worn. Pick honestly — it sets buyer expectations.
* A flagged pair (missing photos, size, price, condition or location) won’t be ready to list until you fill in what’s missing.
* If a pair isn’t actually sellable yet (needs a deep clean, missing a box), flag it as Damaged so it stays in your count but stays off your listings.
* Pre-owned pairs are tracked separately from brand-new stock because each one is unique.
* If a Shopify sync fails, the row’s sync action changes to "Retry Shopify Sync" so you can try again after fixing the problem.
## Where to go next
* [Match marketplace listings to pre-owned](/inventory/preowned-listing-match)
* [Process pre-owned drafts](https://aimventory.com/preowned/drafts)
* [Pre-owned settings](https://aimventory.com/settings/preowned)
* [Inventory (brand-new stock)](/inventory/inventory)
* [Retail Sales](/retail/retail-sales)