Organize Inventory

Organizing inventory makes it easy to identify and report on which kinds of items sell best, to sort and view specific groups of items, and to set up items for ticket printing. After assigning items to departments, categories, and suppliers, you can manage these groups and use them to filter, search, and export from the Item List.

To learn how to organize item shortcuts on the register, visit our Item Shortcuts article.

Watch our Organize Inventory video:

Organize Inventory

Table of Contents

Departments and Categories

To understand how departments and categories in ShopKeep impact inventory management, let’s define what they are, look at a few examples, and review how they are used.

Departments are groups of items used for organizing inventory, reporting, and ticket printing.
Categories are subgroups within departments. Each department has a unique set of categories.
Note: Departments and categories cannot be renamed, only deleted.
Examples of departments and their categories:
Department Categories
Hot Drinks Coffee, Tea, Cocoa
Entrées Burgers, Pasta, Chicken
Men’s Clothing Pants, Dress Shirts, Sweaters
Organize inventory items into departments and categories to:
  • Quickly filter, sort, bulk edit, or export a specific set of items from the Item List.
  • See which types of items are popular using the Sales by Department and Sales by Category reports.
  • Filter the Sales by Item report to only display certain types of items.
  • Assign collections of items to Printer Groups for ticket printing instead of doing so one item at a time.

    • If you have questions about departments and categories, visit our Inventory FAQ.

    Suppliers

    To understand how suppliers in ShopKeep impact inventory management, let’s define what they are, look at a few examples, and review how they are used.

    Suppliers are the vendors from whom the business gets its items.
    Examples of items and their suppliers:
    Item Supplier
    Bottled Water Grocery Supply Co.
    T-Shirt USA Shirts
    Sheet Set Bedding and More
    Assign suppliers to inventory items to:
  • Quickly filter the Item List for items from a particular supplier.
  • See which specific suppliers’ products generate the most sales for a single location or across all linked locations using the Sales by Supplier report.
  • View supplier details on the Inventory Reorder report, if inventory tracking is enabled.

    • Item Assignments

    Assign items to departments, categories, and suppliers to organize the inventory of the business from BackOffice or the ShopKeep Register app (employees with the relevant BackOffice permissions only).

  • To update several existing items at once from the Item List, we recommend using Bulk Edit.
  • For larger inventories (50+ items), we recommend using Bulk Management to create or modify items.
  • For businesses with multiple linked locations, item assignments must be managed separately for items in each linked location.
    1. Visit the Item List in BackOffice or from the ShopKeep Register app (employees with BackOffice permissions only).
      • In BackOffice, click ‘Items’ and select ‘Item List’.
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      iOS ShopKeep Register App

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      Android ShopKeep Register App

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    2. Click ‘Add New’ to create a new item or select an existing item to edit.

      Visit our Bulk Edit article to learn how to edit several items at once.

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      If adding a new item, visit one of the following articles for a complete item creation walkthrough:

    3. Choose a 'Department' or select ‘Add a new department’ from the drop-down to create a new one.

      Changing the department an item is assigned to will also update it in some historical reporting. To learn more, visit the article for a specific report from our BackOffice support page.

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    4. Choose a 'Category' or select ‘Add a new category' from the drop-down to create a new one.

      Changing the category an item is assigned to will also update it in some historical reporting. To learn more, visit the article for a specific report from our BackOffice support page.

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    5. Choose a ‘Supplier’ or select ‘Add a new supplier’ from the drop-down to create a new one.

      Changing the supplier an item is assigned to will also update it in some historical reporting. To learn more, visit the article for a specific report from our BackOffice support page.

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    6. (Optional) Enter the supplier’s item ID.

      This is any reorder code associated with the item.

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    7. Select a save option to finish editing or creating the item.
    8. If managing item assignments from BackOffice, get updates on the iOS or Android register to sync the changes to the register.

      Receiving an error while getting updates? Visit our troubleshooting guide for help.

    Manage Departments and Categories

    View all existing departments and categories, see how many items are assigned to each, and delete those that are empty all from the Departments & Categories page in BackOffice. Note that departments and categories cannot be renamed, only deleted.

    1. In BackOffice, click ‘Items’, then ‘Departments & Categories’.
    2. Scroll down to view information about each department and category.
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      Each section begins with the name of a department (e.g. ‘Bakery’) followed by:
      Category | Name of each category within the department.
      Item Count | Number of unique items assigned to each category. To view the specific items in each department or category, follow the steps here.

    3. To delete an empty department or category, click ‘Delete’, then 'Yes' to confirm the deletion.
      • If a department or category contains items, first follow the steps here to reassign the items.
      • The default ‘General’ department and ‘General’ category within each department cannot be deleted.

    Department and category names cannot be edited. Instead, assign all items to a different department or category, then delete the empty one.

    Manage Suppliers

    View a list of existing suppliers, add new suppliers, edit supplier names, and delete suppliers all from one BackOffice page.

    For businesses with multiple linked locations, the same set of suppliers is used for each linked ShopKeep store. The Supplier List for each linked location is identical, and adding, renaming, or deleting a supplier in one location will automatically make that change in all other locations. Item assignments must be managed separately for items in each location.

    1. In BackOffice, click ‘Items’, then ‘Supplier List’.

    Add a New Supplier

    1. Click 'Add New'.
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    2. Enter the name of the supplier and click ‘Continue’.

      If you have multiple linked locations, the supplier will be added to all linked locations automatically.

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    3. Assign the supplier to inventory items obtained from that vendor.
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    4. (Optional) Repeat step 3 in each other linked location to assign the supplier to items in those locations.

      For help switching between linked locations in BackOffice, visit our Multi-Store Management article.

    Rename a Supplier

    *Renaming a supplier will also update its name in historical reporting. To learn more, visit the article for a specific report from our BackOffice support page.

    1. Click ‘Edit’ next to a supplier.
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    2. Enter the updated supplier name and click ‘Continue’.

      If you have multiple linked locations, the supplier name will be updated in all linked locations automatically.

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    Delete a Supplier

    1. Click ‘Edit’ next to a supplier.
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    2. Select ‘Delete supplier’.

      Note: If a supplier has items assigned to it, deleting it will automatically unassign the items. Follow the steps here to assign the items to a new supplier.

      If you have multiple linked locations, the supplier will be deleted from all linked locations automatically.

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    3. Click 'Delete' to confirm.
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    Item List

    The Item List shows every stock item added to inventory with details such as cost, margin, and quantity on hand. From BackOffice or the ShopKeep Register app (employees with BackOffice permissions only), browse items, search, sort, and filter to find specific items, customize which details are displayed, view individual variants, add new items, edit existing items (one at a time or in bulk), and export the items displayed.

    1. Visit the Item List in BackOffice or from the ShopKeep Register app (employees with BackOffice permissions only).
      • In BackOffice, click ‘Items’ and select ‘Item List’.
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      iOS ShopKeep Register App

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      Android ShopKeep Register App

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    Search & Sort the Item List

    1. Enter an item name, SKU, or UPC under the relevant column header to search for that item.

      Don’t see the ‘SKU’ or ‘UPC’ columns? Enable them by following the steps below.

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    2. Click any column with arrows to sort the Item List.
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    Filter the Item List

    1. Click ‘Filter’ and select ‘Show/Hide Columns’, then check or uncheck boxes to show or hide columns on the item list.
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    2. Select a column to apply a filter to, or click the filter icon on a column.

      For numeric filters, select an operator option and enter a value. Learn about each operator option below.
      Numeric filters include ‘Cost’, ‘Price’, and ‘Quantity’.

      • Less than / Greater than | Filter items with a cost or price less than or more than the entered value.
      • In Range | Filter items that have a cost or price within a specific range of values.
      • Less than or equals | Filter items that have a cost or price less than or equal to a value.
      • Greater than or equals | Filter items that have a cost or price greater than or equal to a value.
      • Equals | Filter items that have a cost or price equal to a value.

      For alphabetical filters, search, then check or uncheck boxes.
      Alphabetical filters include ‘Department’, ‘Category’, and ‘Supplier’.

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    Customize Columns

    1. Adjust column width by clicking and dragging the separator between column headers.
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    2. Rearrange columns by clicking and dragging to a different position.
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    Page Size & Navigation

    1. Choose a number of items to appear on each page of the Item List or select ‘All’ to view all items on a single page.

      By default, 100 items appear on each page.

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    2. Use the navigation controls to move between pages.
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    View Variant Details

    1. Click the arrow icon next to an item to view its active variants and their details.

      Items with the arrow icon are items with variants and those without it are basic items.

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    2. To hide or show variants for all items on the list, click ‘Expand all’ or ‘Collapse all’.
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    Add a New Item

    1. Click ‘Add New’ to add a new item.

      For a full item creation walkthrough, visit:

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    Edit or Delete an Existing Item

    1. Click an existing item to edit or delete it.

      Visit our Bulk Edit article to learn how to edit several items at once.

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    2. If editing the item, make changes and select a save option.

      Updating the name, department, category or supplier for an item will also update this information in some historical reporting. To learn more, visit the article for a specific report from our BackOffice support page.

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    3. To delete the item, click ‘Delete’, check the box to delete the item in all linked locations (optional for multi-location accounts), and select ‘Continue’.
      • If a deleted item is re-added later, labels printed for the original item must be reprinted. Deleted items appear on sales reports for dates prior to deletion but not on certain other reports. Visit our Inventory FAQ to learn which reports are not supported.
      • Deleting items in all linked locations is available for merchants with multiple linked locations and is only visible to the Business Owner in BackOffice.

    Bulk Edit

    1. Click ‘Bulk Edit’ to make changes to multiple existing items at the same time.

      For detailed help using this feature, visit our Bulk Edit article.

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    Export Item List

    1. Click ‘Export to CSV’ for a download of your inventory to a .CSV file.

      The exported file will contain all data currently displayed on the item list, including active columns and filters.
      Item List exports can only be performed from a browser on a computer.

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    2. Downloaded Item List exports can be found in the Export Center.

    Need to download your inventory? Export stock items, then open the export in spreadsheet software. To view items by department, category, or supplier, manually sort the spreadsheet by the relevant column.