Inventory FAQ

From bagels and coffee to t-shirts and jewelry, your inventory is what your business sells. Understand how to manage items, adjust the quantity on hand, and track inventory by reading through these frequently asked inventory questions.

Table of Contents

Inventory Management

This section addresses setting up your inventory, modifying items, and deleting inventory.

How do I add inventory?

Add inventory individually in your Items List or by a spreadsheet with the help of Bulk Management.

How do I delete inventory?

Delete single items from the Item List or remove many with Bulk Management.

What is the difference between Basic Items and Items with Variants?

Basic Items are items sold individually or with Modifiers applied to them. Items with Variants are items that have mulitiple variations, but are fundamentally the same item. Check out our Transition to Items with Variants article to see a detailed breakdown of differences between the two item types.

How can I modify my current inventory?

Individual items can be modified by editing fields in the Item List. Modify multiple items by exporting your inventory, modifying the spreadsheet and uploading it with Bulk Managment.

Where can I find an example of how my spreadsheet should look when using Bulk Management too add inventory?

Make sure to prepare your spreadsheet properly by following the template found in our Bulk Manage: Add, Modify, and Delete Inventory guide.

Is it possible to modify or add-on to an item at the register?

Yes, it is possible to modify Basic items at the register. Simply set up your basic item modifiers to do so.

How do I add sizes, color, or material options to inventory items?

Create items with variants to track items with multiple options and styles. Variant options can include things like color, size, or material.

My business has seasonal inventory. Is it possible to make items active or inactive?

Yes, seasonal items or items you no longer carry can be made active or inactive at any time. Change the register status in BackOffice to do so.

Can I schedule inventory uploads?

Scheduled inventory uploads is not a current feature, but items can be added, adjusted, or deleted manually at any time. Submit a feature request on our ShopKeep Community site if you’d like to see this feature.

Is it possible to sync inventory between my two ShopKeep accounts?

At this time, inventory can not be synced or shared between ShopKeep accounts. Use Bulk Management to add the same inventory into both of your accounts. Our Multi-Store Login feature makes it easy to switch between both BackOffices when doing so.

Can I import my inventory from QuickBooks?

Inventory can not be imported from QuickBooks, but we do offer an accounting integration with QuickBooks Online. Visit our QuickBooks Integration guide to learn more.

Can departments and categories be deleted?

Yes! Departments and categories can be deleted by visiting Departments & Categories on the Items sidebar in BackOffice. Follow the Organize Inventory guide to quickly delete desired departments and categories.

How can I change an item to non-taxable?

Make an item taxable or non-taxable by changing the tax field in the Item List or by specifying TRUE or FALSE in your spreadsheet when using Bulk Management.

How do you make an item a liability?

Liabilities do not contribute to net revenue and are tracked separately from other tenders. Select your liability tenders by following our Liabilities and Redemptions guide.

Is there a limit on how many items I can have in my inventory?

BackOffice does not have a limit on how many items can be added.

Receive & Adjust Inventory

As you make sales, your inventory will need to be replenished and the quantity on hand may need to be adjusted. Here are some common questions about receiving and adjusting inventory.

How do I receive inventory?

Visit Receive Inventory to enter the units and cost of the items you’re restocking.

Can inventory be imported by scanning a barcode?

Yes, barcodes can be scanned to import inventory. Use the Socket Scanner to scan UPC codes with 8, 12, or 13 digits into the UPC Code field when adding items in BackOffice.

Can I adjust my inventory count?

Yes, inventory can be adjusted. In BackOffice, click Adjust Inventory to add to, subtract from, or replace your item’s quanity on hand.

Do I have to enter a quantity for my inventory item?

Entering a quantity is not required, but is recommended. Learn more about inventory tracking from our Inventory Management article.

Can I adjust the price of an item from the register?

Yes, certain items can have their price adjusted at the register. These items must be set up as priced In Store. Check out the different ways an item can be priced on our Adding Inventory guide.

Can I receive an alert when my inventory is low?

Yes! Set up inventory reorder triggers to be notified when items are low.

Inventory Reporting

The robust reporting options in BackOffice can sometimes raise questions. This section addresses common inventory reporting questions.

What is the UPC code versus the Store Code?

The UPC Code is a product identification barcode and number. To be compatible with ShopKeep, it must be 8, 12, or 13 digits and can not begin with 2, 4, or 5.

The Store Code is ShopKeep system generated item identification number. It can be printed on ShopKeep barcode labels via Label Printing.

Can I download my current inventory?

Yes, current inventory can be downloaded from BackOffice by clicking Stock Items on the Analytics sidebar.

What is the value of my current inventory?

The Inventory Value Report shows current inventory totals. View it in BackOffice, under Analytics.

Can I look back on the inventory adjustments I’ve made?

Yes, you can view a history of adjustments made on the Inventory Adjustment Report.

How can I view the end of year inventory value?

View your Inventory Value Report in BackOffice. The Inventory Value Report only generates current values on a day-by-day basis, so you’ll need to look at this on December 31.

How can I track my inventory?

Set your item’s Inventory Method as trackable. View the Adding Items article to find out how to do so.

How is my cost of goods sold affected when I sell/return an item?

When you sell an item, your cost of goods sold increases by the cost of the item at the time of the sale. When you return an item, your cost of goods sold decreases by the cost of the item at the time it was originally sold, not by the item’s current cost.

Which reports show Items with Variants?

Check out the Items with Variants in BackOffice article to view which reports support Items with Variants and which do not.