Inventory FAQ

From bagels and coffee to t-shirts and jewelry, inventory is what your business sells. Read through these frequently asked inventory questions to better understand how to manage and track your stock items.

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?

Select an item on the Items List and click the red ‘Delete’ link to remove it from inventory. To remove many items at once, use Bulk Management.

Visit the Inventory Reporting section below to learn how deleted items affect your reporting.

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

Basic items are sold individually or with modifiers. Items with variants are items sold in variations, like one shirt with several sizes. If you’re not sure whether to use basic items with modifiers or items with variants, visit our Variants vs. Modifiers article.

Where can I learn about items with variants?

Visit our Items with Variants Index for a selection of articles to help you understand, set up, and use items with variants.

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.

How should my spreadsheet look when using Bulk Management to 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.

Can I add/modify/delete Modifiers in bulk?

No, you cannot bulk manage Modifiers. Modifiers must be manually added to items one at a time.

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. Can I 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 feature that we support at this time. Items can be added, adjusted, or deleted manually at any time.

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 I add inventory by scanning barcodes?

No, you cannot add new inventory items by just scanning barcodes. Either manually add UPC codes to items as you create/import them or use the barcode scanner to add UPC codes to existing items.

How do I generate barcodes for my items?

Barcodes are generated automatically when you print labels from BackOffice. Visit our ShopKeep Label Printing article to learn how to set up and use your label printer.

Does the cost of a Raw Good count towards the cost of an inventory item?

No. Raw Good cost does not contribute to item cost or to cost of goods sold (COGS). Raw Good cost is independent and is used to track the value of that Raw Good.

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.

Can I edit the name of a department, category, or supplier?

No. For departments and categories, you can delete the department/category, create a new one with the correct name, and assign items to it.

Suppliers, on the other hand, cannot be deleted. Use Bulk Management to modify items and assign them to the correct supplier.

Can I change an item’s SKU?

No. SKU’s are generated automatically, are unique for each item, and cannot be changed.

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.

How can I get help if I have an issue managing my inventory?

Visit one of the following troubleshooting guide for help solving some common inventory related problems:

  • Items Troubleshooting
  • Items with Variants Troubleshooting
  • 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 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.

    Do deleted items still appear on reports?

    Deleted items appear on sales reports like the Transactions Table and Sales by Item report, but they do not appear on the Items List, Inventory Value Report, Reorder Report, and Stock Items Export.

    How do I see my top selling items?

    The Sales by Item Report displays your top selling items by quantity and by amount sold.

    Can I download and print my complete current inventory?

    Yes, current inventory can be downloaded from BackOffice by clicking Stock Items on the Analytics sidebar. Open the file in any spreadsheet software, like Excel, to print the spreadsheet from your computer.

    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.

    What is the value of my inventory?

    The Inventory Value Report shows current inventory values and totals. Please note that this report cannot display the historical value of your inventory for a previous date.

    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.

    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 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.


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