If you signed up for ShopKeep on or after March 27, 2019, use this article to receive and adjust inventory.
If you signed up before March 27, 2019, follow along below as we roll out the new inventory experience for everyone shortly.

Receive & Adjust Inventory

Easily receive inventory items and raw goods in BackOffice when you get more units in stock. Keep inventory levels accurate, effortlessly update costs, and quickly print labels directly from the receiving page.

Make adjustments to fix incorrect quantities by adding to, removing from, or replacing the current quantity of items or raw goods. Track the date, user, reason, and other details for each adjustment using the Adjustment History report.

Table of Contents

Receive Inventory

The Receive Inventory feature allows anyone with BackOffice access to add new units from re-orders, update costs while receiving, and print barcode labels for received items.

This feature is available to the Business Owner, BackOffice Managers, and Receive Inventory Users. Learn how to give an employee BackOffice access here.

Using Receive Inventory

Receive Inventory is used to add new units of existing items into inventory after reordering and print barcode labels for those received items.

  1. In BackOffice, click 'Items', then 'Receive Inventory'.

    Receive Inventory Users can skip this step as they are automatically taken to the Receive Inventory page after logging into BackOffice.

  2. Search for an item or raw good by name or UPC and click on it.

    Only inventory items set up with ‘Track Inventory’ as true can be received using this method.

  3. If the 'Current Quantity' is negative, adjust it to the correct quantity on hand before receiving the item. Learn how to adjust inventory quantities here.
    Failure to complete step 3 will result in an incorrect quantity and cost for the item after receiving it.
  4. Enter the 'Received Quantity' for each item or variant being received, then adjust the pre-filled 'Received Unit Cost' or 'Total Line Cost' if needed.
    • For items or variants not being received, leave ‘Received Quantity’ blank.
    • Not sure what goes in each column? See term definitions below.
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    Received Quantity | Total number of units being received for that item. Leave blank for items or variants not being received.
    Received Unit Cost | Per-unit cost of the received item. This automatically populates with the item’s previous receiving cost. If the item has never been received, the item’s current cost is used. Adjusting this will update the Total Line Cost.
    Total Line Cost | Total cost of all units received. This populates automatically after entering the Received Quantity and is calculated by multiplying the Received Quantity and Received Unit Cost. Adjusting this will update the Received Unit Cost.
    Total (bottom row) | Total value of the Received Quantity and Total Line Cost columns.

    By default, New Cost updates to a weighted average of the ‘Current Cost’ and the ‘Received Unit Cost’.
  5. Click ‘Remove items not being updated’ to automatically remove all items and variants with no ‘Received Quantity’ from the page.
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  6. (Optional) Click 'Print Label' to print barcode labels for the items received to your DYMO printer.
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    Note: The number of units received is automatically entered in the Print Label dialogue box as the quantity of labels to print. If necessary, adjust the label style and quantity before clicking ‘OK’.
    To learn how to add prices and currency symbols to printed labels, follow the steps here.

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  7. (Optional) Click '+ Receive another item' and repeat steps 2-6 to add additional items to the receiving page or use the search bar to quickly add items.

    Do not add a single item more than once. Doing so will result in the item not receiving properly.

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  8. Click 'Receive' to finish receiving the item(s).
  9. In ShopKeep, open the Control Panel & tap 'Get Updates' to sync updated item costs to the register.
    If you receive an error while getting updates, visit our Troubleshooting Guide for help.

Receive Inventory Users

Receive Inventory Users are employees whose BackOffice access is limited to only the Receive Inventory page.

Learn how to set up a new Receive Inventory User here.

  • Receive Inventory Users are automatically taken to the Receive Inventory page when logging into BackOffice.
  • From this page, the employee can receive inventory and print labels for received items. Learn how to use the Receive Inventory page above.
  • Links to other areas of BackOffice are hidden so the employee cannot navigate away from the Receive Inventory page.
  • Adjust Inventory

    Adjust Inventory allows select BackOffice users to add to, remove from, or replace the current quantity on hand of individual items or raw goods. There are two different ways to adjust inventory, learn about each below.

    This feature is available to the Business Owner and BackOffice Managers. Learn how to give an employee BackOffice access here.

    Check out our Adjust Inventory video:

    Adjust Inventory

    Using Adjust Inventory

    Adjust Inventory is helpful for adjusting several items from a single page without having to navigate away. If you use raw goods, they must be adjusted using this method.

    1. In BackOffice, click 'Items' and select 'Adjust Inventory'.
    2. Search for an item or raw good by name or UPC and click on it.

      Only inventory items set up with ‘Track Inventory’ as true can be adjusted.

    3. Enter a number of units.
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    4. Select 'Add to Count' or 'Replace Count'.

      Add to Count | Adds the number entered to the current item quantity.
      Replace Count | Sets the item’s current quantity to the number entered.

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    From the Item List

    Adjust items from the Item List if you want to enter and track specific reasons behind adjustments.

    1. In BackOffice, click 'Items' and select 'Item List'.
    2. Search for an item and click on it.
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    3. Click 'Adjust'.

      For items with variants, click ‘Adjust’ next to the name of a variant.

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    4. Choose to 'Add' or 'Remove' units from inventory and select a quantity (1 - 100).
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    5. Enter a reason for the adjustment and click 'Update'.
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    Adjustment History Report

    Run the Inventory Adjustment report to see the date, time, and other details of inventory adjustments made in BackOffice. This report shows all adjustments made to both inventory items and raw goods.

    This feature is available to the Business Owner and BackOffice Managers. Learn how to give an employee BackOffice access here.

    The Adjustment History report shows only inventory adjustments. Currently, there is no report for received inventory.

    Run the Report

    From BackOffice, run the Adjustment History report for an overview of inventory adjustments made during a specific period of time.

    1. Click 'Reports' and select 'Adjustment History'.
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    2. Click the Date icon to choose a preset or custom range, then click 'Retrieve'.
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    Read the Report

    The Inventory Adjustment report allows you to track who adjusts inventory, when adjustments are made, and how adjustments impact the overall inventory value.

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    Date | Date and time each adjustment was made.
    Username | BackOffice username of the employee who made the adjustment.
    Adjustment Reason | Reason entered for the adjustment. Adjustments made via Adjust Inventory display the reason ‘Updated in BackOffice’.
    Delta | Total number of units added to or removed from inventory.
    Cost | Item’s cost at the time of adjustment.
    Total | Value of the units added to or removed from inventory (Delta x Cost).

    Quantity History Report

    The Quantity History Report shows how an item’s quantity on hand changes over time. See when a specific item was received, removed, adjusted, sold, and returned and how these actions affected its quantity.

    1. Select an item from the Item List.
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    2. Click the button to view the Quantity History report.

      For basic items, click ‘Quantity History’.

      For items with variants, click the Actions arrow next to a variant and select ‘View history’.

    3. (Optional) Select a number of weeks from the drop-down to change the report's time frame.

      The Quantity History report displays receiving, removal, adjustment, sale, and return events.

      *For receiving events, this report displays the per-unit cost at which an item was received.

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