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 can I view my current inventory?

The Item List in BackOffice shows every item currently in inventory. From the Item List, you can browse all items, search and sort to find specific items, view details of individual item variants, add new items, and edit existing ones.

How do I add inventory?

Go to the Item List in BackOffice to add basic items and items with variants. For large inventory lists, try importing from a spreadsheet.

How do I add shipping cost to a transaction?

Shipping costs can be added by creating an open-priced inventory item in BackOffice. After creating the “Shipping” item, create a button for the item on your Register Layout.

Can I transfer inventory from one ShopKeep location to another?

While inventory items cannot be transferred between locations, they can be copied to a new linked location either automatically during its creation or manually after it is created. Read our article on new store setup for more information.

Can I add or delete inventory items in all of my locations at once?

Yes. If you have multiple linked locations and are logged in as the Business Owner, you will see options to create and delete items in all linked locations when managing items from the Item List. Bulk Management can also be used to add items in bulk to all linked locations.

Does inventory sync between linked locations?

No. Each location’s items must be managed separately from that location’s BackOffice. However, inventory can be copied from one location to another, new items can be simultaneously created in all linked locations via the Item List or Bulk Management, and existing items can be deleted in all linked locations from the Item List.

Does editing an item in one location affect that same item in another location?

No, the inventory items in each location must be managed separately from that location’s BackOffice.

Can I copy the register layout from one ShopKeep location to another?

Yes. The register layout from an existing location can be automatically copied, or applied, to a new linked location during its creation or to all existing linked locations at any time. Read our new store setup and register layout articles for more information.

Does editing the register layout in one location affect the layout in another location?

No, the register layout in each location must be managed separately from the BackOffice of that location.

Is it safe to delete an item that I no longer carry in inventory?

Yes. The item’s sales history will still be recorded in reporting up until when it is deleted. Beware that if you recreate a deleted item later, you will be creating a duplicate that may affect reporting accuracy. Additionally, labels printed for the deleted item will not scan if the item is recreated and would need to be reprinted. Deciding to delete an item is completely up to you. Alternatively, you could simply set the item’s register status as Inactive, so that the item remains in your inventory, but no longer appears for sale at the register.

How do I delete inventory?

Select an item on the Item List, click ‘Delete’, and select ‘Continue’ to remove it from inventory. Businesses with multiple linked locations can check a box before selecting ‘Continue’ to delete the item from all linked locations. To remove many items at once from a single location, 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 size options.

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.

Should I use basic items or items with variants?

Visit our Variants vs. Modifiers article to compare the benefits of using items with variants against using basic items with modifiers and decide which is best for your business.

When I enter 4.039 as the price per pound of candy, the system adjusts it to 4.04. Why is this happening?

When entering an item’s unit price, the system rounds to the nearest hundredth place.

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: Inventory Imports 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.

How do I make an item active or inactive?

To make an item active or inactive, change its Register Status via the Item List or Bulk Management. Active items can be sold normally at the register, but inactive items remain in inventory and cannot be sold

How do I make an out-of-stock item unavailable at the register?

Select ShopKeep merchants can manage item availability at the register to manually make items unavailable for sale. If this feature is not available to you, visit the Item List to edit the item and change its ‘Register Status’ to make it inactive.

Can I set up an item to automatically become unsellable when its quantity on hand reaches 0?

No. However, you can manually make an item inactive via the BackOffice Item List or Bulk Management at any time to prevent it from being sold at the register.

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.

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.

What is the difference between departments and categories?

Categories are subdivisions within departments. For example, a department called Hot Drinks might have the categories Coffee and Tea. Departments and categories both serve the same functions: they organize inventory, help with reporting (Sales by Department / Sales by Category), and are used for ticket printing.

Can I edit the name of a department/category?

No. If you need to change the name of a department/category, delete the department/category, create a new one with the correct name, and assign items to it.

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 or delete a supplier?

Yes, visit our Manage Suppliers article to learn how to add, rename, and delete suppliers.

Is it possible to add an item description that cashiers can see at the register?

No. An item’s Name or its nickname on the Register Layout is its sole identifier at the register. Items do not have additional fields for including descriptions.

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 can I generate a list of taxable inventory items?

Taxable and non-taxable items can be sorted and filtered in spreadsheet software via the Stock Items export. The export includes all your inventory items, including items with variants.

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.

Can I set an age or quantity limit for specific items?

Yes. Sales restrictions allow a business to regulate the sale of specific items, such as alcohol and vape products, based on customer age or by purchase quantity. Learn how to set up sales restrictions here.

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.

Can I perform a year-end physical inventory count in ShopKeep?

No, but there are several tools available to help facilitate this process. Use the Inventory Value Report or Stock Items Export to find the current quantity on hand for your items. After counting what’s physically in store, adjust each item’s quantity to the correct value, then run the Adjustment History Report to review all adjustments made.

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
  • Update 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 updating the quantity on hand of inventory items.

    How do I receive inventory?

    Visit the Update Inventory page in BackOffice to receive new units of items or raw goods, update costs and prices while receiving, and print barcode labels for received items. Read our article on updating inventory for more information.

    Can I adjust my inventory count?

    Yes. From the Update Inventory page, you can add to, remove from, or replace the quantity on hand of an item. Learn more about adjusting inventory here.

    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 Tracking & Reorder Report 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 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 Item 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.

    How can I find my top selling modifiers or variants for each item?

    Easy, just use the Modifiers and Variants report to find this information. Visit the Modifiers and Variants Report article to learn how to run this report.

    Can I run a sales report for a single item?

    Yes, just filter the Sales by Item report so it displays only that item.

    How can I check an item’s quantity on hand?

    Visit our Inventory Tracking & Reorder Report article to learn how to view an item’s quantity both in BackOffice and at the register.

    Can I see when each inventory item was last sold?

    Yes. Export your stock items and look at column Q, Last Sold Date.

    Can I download and print my complete current inventory?

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

    Can I view or print inventory by department/category/supplier?

    Sure, just follow the steps to export your stock items and then sort the export spreadsheet.

    What is the UPC versus the SKU?

    The UPC refers to the barcode and barcode number which come printed on a product. UPC’s can be added to items in BackOffice so the items are able to be scanned at the register. ShopKeep accepts UPC codes of 8, 12, or 13 digits in length which do not start with a 2, 4, or 5.

    The SKU is an item identification number created by ShopKeep which is used to generate barcodes for labels printed via ShopKeep Label Printing.

    What is the value of my inventory?

    The Inventory Value report displays the value, quantity on hand, and cost of items for a selected date.

    How can I find my inventory value for a certain date?

    Just run the Inventory Value report for that specific date.

    How can I get an end of year inventory report?

    Run the Inventory Value report for the date 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.

    Is there a report for received inventory items?

    No. However, the Quantity History report can be used to check when individual items were received, adjusted, sold, and returned.

    How can I track my inventory?

    Enable inventory tracking on your items to be able to track their quantity on hand as they are sold and returned at the register. Learn more about inventory tracking here.

    How can I see when items are running low?

    Use the Inventory Reorder report to check which inventory items, variants, and raw goods are running low and need to be reordered.

    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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