Organize Inventory

Organizing inventory in BackOffice makes it easy to identify and report on which kinds of items sell best, to view entire groups of items at once, 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 search the Items List.

To learn how to organize item buttons on the register, visit our Register Button Layout article.

Watch our Organize Inventory video below:

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 search the Items List for an entire group of items.
  • See which types of items are popular using the Sales by Department and Sales by Category reports.
  • 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 search the Items List for items from a particular supplier.
  • See which specific suppliers’ products generate the most sales with 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 business’s BackOffice inventory. For large inventories (50+ items), we recommend using Bulk Management to create or modify items.

    1. In BackOffice, click ‘Items’, then ‘Items List’.
    2. Click ‘Add New’ to create a new item or select an existing item to edit.
      Click to Enlarge
      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.
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    4. Choose a 'Category' or select ‘Add a new category' from the drop-down to create a new one.
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    5. Choose a ‘Supplier’ or select ‘Add a new supplier’ from the drop-down to create a new one.
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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. Click ‘Save’ or ‘OK’ to save changes.
    8. In the ShopKeep app, tap 'Get Updates' to sync updates 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. Note that departments and categories cannot be renamed, only deleted.

    1. In BackOffice, click ‘Items’, then ‘Departments & Categories’.
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    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 screen.

    Please note we are slowly rolling out the Suppliers screen to all merchants. If it is not available to you in BackOffice, stay tuned.

    1. In BackOffice, click ‘Items’, then ‘Suppliers’.

    Add a New Supplier

    1. Click 'Add New'.
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    2. Enter the supplier’s name and click ‘Continue’.
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    3. Assign the supplier to inventory items obtained from that vendor.
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    Rename a Supplier

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

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    3. Click 'Delete' to confirm.
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    Search and Sort the Items List

    The Items List shows every stock item added to BackOffice. From here, you can browse the entire inventory, search for an item or group of items, and sort by specific parameters to find what you need.

    1. In BackOffice, click ‘Items’, then ‘Items List’.
    2. Use the ‘Search’ field to filter the Items List.
      • Enter a department, category, or supplier to look up the items assigned to it.
      • To search for a specific item, enter the item’s name, SKU, or UPC.
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    3. Click any column with arrows to sort the Items List.
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    4. (Optional) To change the quantity of items per page, select a number next to ‘View’.

      The Items List displays 10, 25, 50, or 100 items on each page.

      Click to Enlarge

    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.

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