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

Receive & Adjust Inventory

Use Receive Inventory in BackOffice to add units to the quantity on hand of an item or raw good, remove units from inventory, and receive new units from reorders to keep inventory levels accurate. Also, update item costs and print new barcode labels directly from the Receive page while receiving inventory.

Use Adjust Inventory to add to or replace the current quantity on hand of items or raw goods to fix incorrect quantities. Track the date, user, reason, cost, 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 units to the quantity on hand of an item or raw good, receive new units from reorders, and update costs and print barcode labels while receiving. It also allows the Business Owner and BackOffice Managers to remove units of an item from inventory.

  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. Select an inventory action from the drop-down.
    • Add/receive inventory is used to increase an item or raw good’s quantity on hand or to receive new units from reorders.
    • Remove inventory is used to reduce an item’s quantity on hand. This inventory action is only available to the Business Owner and BackOffice Managers. Raw goods cannot be removed using this action and must be adjusted using Adjust Inventory.
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  3. Continue to one of the sections below to finish updating inventory.

Add/Receive Inventory

The ‘Add/receive inventory’ action is used to add units of existing items and raw goods into inventory, receive new units from reorders, and update costs and print barcode labels while receiving.

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

  1. From the Receive Inventory page, search for an item or raw good by name or UPC and click on it.

    Only inventory items with inventory tracking enabled can be added or received.

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  2. If the 'Current Quantity' is negative, adjust it to the correct quantity on hand before adding or receiving the item. Learn how to adjust inventory quantities here.

    Failure to complete this step will result in an incorrect quantity and cost for the item after adding or receiving it.

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  3. Enter the 'Received Quantity' for each item or variant being added or received, then update 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 added or received for that item. Leave blank for items or variants not being received.
    Received Unit Cost | Per-unit cost of the added or 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 added or 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 and receiving costs.
  4. Click ‘Remove items not being updated’ to automatically remove all items and variants with no ‘Received Quantity’ from the page.
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  5. (Optional) Click 'Print Label' to print barcode labels for the added or received items to your DYMO printer.
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    Note: The number of units added or received is automatically entered in the Print Label dialog 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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  6. (Optional) Click '+ Receive another item' and repeat steps 1 - 5 to add additional items to the page or use the search bar to quickly add items.
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  7. Click 'Receive' to finish adding or receiving the item(s).
  8. On the register, open the Control Panel and 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.

Remove Inventory

The ‘Remove inventory’ action is used to take units of existing items out of inventory and track the specific reasons behind their removal.

  • This feature is available to the Business Owner and BackOffice Managers. Learn how to give an employee BackOffice access here.
  • Raw goods cannot be removed using this inventory action and must be adjusted using Adjust Inventory.
    1. From the Receive Inventory page, search for an item by name or UPC and click on it.
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    2. If the 'Current Quantity' is negative, adjust it to the correct quantity on hand before removing the item. Learn how to adjust inventory quantities here.
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    3. Enter the number of units to remove for each item or variant being removed under 'Removing Quantity'.

      Leave ‘Removing Quantity’ blank for items or variants not being removed.

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    4. Click ‘Remove items not being updated’ to automatically delete all items and variants with no ‘Removing Quantity’ from the page.
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    5. From the drop-down, select a 'Reason' for removing each item.

      Choose ‘Inventory Recount’, ‘Damage’, ‘Loss’ (default), ‘Theft’, ‘Return’, or ‘Other’.

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    6. (Optional) Enter a comment for the removal of each item.
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    7. (Optional) Click '+ Remove another item' and repeat steps 1 - 6 to add additional items to the page or use the search bar to quickly add items.
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    8. Click 'Update' to finish removing the item(s).

    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 add or receive inventory and print labels for received items. Learn how to use the Receive Inventory page above.
  • Receive Inventory Users cannot remove inventory as this action is only available to the Business Owner and BackOffice Managers.
  • Links to other areas of BackOffice are hidden so the employee cannot navigate away from the Receive Inventory page.
  • Adjust Inventory

    The Adjust Inventory feature allows select BackOffice users to add to or replace the current quantity on hand of individual items or raw goods. Raw goods can only be removed from inventory with this method. 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 items and raw goods adjusted and removed in BackOffice.

    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 and removals. There is no report for received inventory, however the Quantity History report shows receiving events for individual items.

    Run the Report

    From BackOffice, run the Adjustment History report for an overview of inventory adjustments and removals 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 and removes inventory, when adjustments and removals are made, and how adjustments and removals impact the overall inventory value.

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    Date | Date and time each adjustment or removal was made.
    Username | BackOffice username of the employee who made the adjustment or removal.
    Adjustment Reason | Reason entered for the adjustment or comment entered for the removal. 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 or removal.
    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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