This support article is for our limited release feature of Items with Variants, also known as Matrix Inventory. If you are interested to learn more and request access, please read and fill out this form.

Items with Variants in BackOffice

Items with Variants affect a number of BackOffice operations. Follow along and learn all about them, from receiving and adjusting to reporting and more!

Table of Contents

Items List

Visit our Organize Inventory article to find out how to access and use the Items List.

  • Search for items by Name, UPC, SKU, Department, Category, or Supplier.
  • Cost, Price, Markup, Margin, and Total Value are hidden for items with variants as those values can be different for each variant. Quantity represents all variants for that item combined.
  • Click to enlarge
  • Click the arrow next to an item to view Cost, Price, Margin, Markup, Quantity, and Total Value for each of its variants.
  • Click to enlarge
  • For total inventory value, previously found at the top of the Items List, visit the Inventory Value report.
  • Click a header to sort the Items List by Item, Cost, Price, or Quantity.
  • iPad Button Layout

    Visit our Inventory Layout article to find out how to access and use the iPad Button Layout.

  • Search or scroll through the list to find items quickly.
  • The number of active variants displays next to an item’s name.
  • Receive Inventory

    Visit our Receive & Adjust Inventory article to find out how and where to receive inventory.

  • Only tracked items and active variants can be received.
  • Search the item name, not the variant name, to receive an item with variants.
  • Enter ‘ShopKeep T-Shirt’, not ‘ShopKeep T-Shirt – White Small’.

  • All active variants appear after selecting the item name. For variants that are not being received, click Delete to remove them (optional) or leave their values set to 0.
  • Click to enlarge
  • Enter Units received and Total line cost for the remaining variants and tap Save.
  • Click to enlarge
  • Alternatively, search by UPC code to pull up a specific active variant.
  • Adjust Inventory

    Visit our Receive & Adjust Inventory article to find out how and where to adjust inventory.

    Using Adjust Inventory

  • Only tracked items and active variants can be adjusted.
  • Search an item name to see all of its active variants and select which to adjust.
  • From the Edit Item Page

  • Select an item with variants from the Items List and tap Adjust next to the variant that needs adjustment.
  • Click to enlarge

    Analytics and Reporting

    Visit our BackOffice support page to find out how to access and view reporting.

    Analytics Dashboard

    The Analytics Dashboard’s Top Selling Items tile displays the sales total for all of an item’s variants. It does not show individual variants.

    Transactions Table

    Items appear on the Transactions Table & Transaction by Item export with both the item and variant name.

    Click to enlarge

    Sales by Item

    The Sales by Item report shows Quantity Sold, Sales Total, etc. combined for all of an item’s variants.

    Click to enlarge

    Click an item row to see details on the variants used in sales/returns of the item.

    Click to enlarge

    Reorder Report

    Select Variants to filter the Reorder Report and show which variants have hit their Reorder Trigger.

    Click to enlarge

    Stock Items Export

    The Stock Items Export lists each individual variant. Use this report to view all items in one place and to print labels for variants.

    Click to enlarge

    Adjustment History

    Adjustment History displays the name of the item and the variant and information about what was adjusted.

    Click to enlarge

    Inventory Value

    The Inventory Value report includes the value of items with variants in the total inventory value. It does not list out individual variants.

    Visit the Items List to see the value of any particular variant.

    Click to Enlarge

    Items with variants do not appear on the following reports:

  • Top Selling Items export
  • Instead, export the Transactions Table by item for a list of all sold and returned items.
  • QoH History
  • Customer Purchase History
  • Unsupported Features

    Currently, there are some BackOffice features that are incompatible with items that have variants. Not to worry, these all still work for basic items.

  • Ticket Printing
  • ShopKeep Label Printing
  • Instead, print labels with DYMO LabelWriter
  • Raw Goods
  • Modifiers
  • ShopKeep Pocket
  • Reporting on sales of individual variants
  • Unit priced items
  • Open priced items