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

Item List

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

  • Search for items by Name, Department, Category, Supplier, UPC, or SKU.
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  • Cost, Price, Markup, and Margin are hidden for items with variants as those values can be different for each variant. Quantity and Total Value represent all variants of that item combined.
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  • Items with variants are identified by an icon next to their name. Click the icon to view Cost, Price, Margin, Markup, Quantity, and Total Value for each active variant. Instead of an icon, some users may see an arrow that, when clicked, expands the row to show this information.
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    An overlay appears with each active variant and its details. Click any header with arrows to sort the table.
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  • For total inventory value, previously found at the top of the Item List, visit the Inventory Value report.
  • Click a header to sort the Item List by Item, Cost, Price, or Quantity.
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    Register Button Layout

    Visit our Inventory Layout article to find out how to access and use the Register 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. Enter Received Quantity for the variants being received, then adjust the pre-filled Received Unit Cost or Total Line Cost if needed.
  • For variants not being received, leave ‘Received Quantity’ blank.
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  • Click Remove items not being updated to remove all variants with no Received Quantity from the page, then click Receive.
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  • 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 Item List and tap Adjust next to the variant that needs adjustment.
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    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

    Search the Transactions Table by item or variant name to narrow down the transactions that display.

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

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    Sales by Item

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

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

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    Quantity History Report

    Click View History to see all quantity history for each individual variant item.

    In the Item List, click the variant line item to view details.

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    Click the down arrow to view history details of each individual variant.

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    Sales, returns, and quantity adjustments are listed for the selected time frame.

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    Reorder Report

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

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    Stock Items Export

    The Stock Items Export lists each individual variant. Use this report to view all of your items in one place.

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    Adjustment History

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

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    Inventory Value

    The Inventory Value report includes the value of items with variants in the total inventory value and lists each individual variant as its own line item.

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    • Unavailable report for items with variants:
  • Customer Purchase History Export
  • 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
  • Raw Goods
  • Modifiers
  • Unit priced items
  • Open priced items
  • If you run into any issues related to items with variants, visit our Troubleshooting Guide for help.


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