If you signed up for ShopKeep on or after October 12, 2017, use this article to set up basic items.
If you signed up prior to October 12, 2017, follow along below as we slowly roll out the new basic item creation form for everyone shortly.

Add Basic Items

Basic items are individual inventory items sold without multiple options or variations, such as color or material. Basic items can, however, have modifiers attached to them to allow for item customizations to be made at the register.

For adding large quantities of items (50+) or adding the same items to multiple linked locations, use Bulk Management to import inventory by spreadsheet.

Watch our Adding Items video below:

Add Items

Table of Contents

Create a Basic Item

Enter details such item name, price, and cost to create a basic inventory item. Decide whether to track the item’s quantity, set its register status, and customize other attributes that control how the item works.

  1. Click ‘Items’, then ‘Items List’.
  2. Click ‘Add New’.
  3. Click ‘Create’ under 'Basic Item'.

    To learn how to create items with variants, visit our Add an Item with Variants article.

    Click to Enlarge
  4. Fill in the item detail fields.
    Click to View Completed Fields

    Name | What cashiers see at the register and what prints on receipts. Cashiers can search for items by Name at the register. An item can be given a nickname on the register button layout.

    Department | General grouping used for organization, ticket printing, and reporting.

    Category | Subgroup within a Department. Also used for organization, ticket printing, and reporting.

    SKU | Unique identifier automatically created for each item and used to generate barcodes for ShopKeep Label Printing. Cashiers can search for items by SKU at the register.

    Priced | How the item’s price is entered: In BackOffice, In Store, or by Unit.

      In BackOffice – The price is set in BackOffice. When the item is selected at the register, the sales price is applied and cannot be adjusted.
      In Store – Enter a price when the item is selected at the register.
      Unit Price – Price is calculated based on the amount sold (lb, oz, etc).

    Sales Price | Amount the customer pays for the item at the register. This field is only available if the item is priced In BackOffice or by Unit Price.

    Taxable | Select Yes if tax applies to the item or No if it is non-taxable.

    Tax Rate | Select an item-specific tax rate to override the default.

    UPC | 8, 12, or 13 digit product barcode that can be scanned to ring up the item. Cashiers can also search for items by UPC at the register.

      8 and 12 digit UPC codes cannot begin with 2, 4, or 5. No UPC codes can contain letters. If a UPC does not meet these criteria, print a new label via ShopKeep Label Printing to scan the item at the register.

    Track Inventory | Select True to update the item’s Quantity after sales and returns or False to not track the quantity. False is usually used for services or made-to-order items.

    Quantity | Total amount of the item in stock. Once the quantity reaches 0, it becomes negative if the item continues to sell. This field is only available if Track Inventory is set to True.
    Learn how to view an item’s quantity in BackOffice and at the register here.

    Cost | How much the business pays to acquire the item. Cost cannot be updated on this page after saving. This field is only available when Track Inventory is set to True. For untracked items, enter the cost in the Assigned Cost field in step 6 below.

    Liability | Check this box to create a liability item that can be redeemed at a later time (e.g. gift cards, gift certificates, and deposits). If checked, you must select a Tender to associate with the item. This cannot be edited after saving.

  5. Click ‘Save’ to create the item.
  6. (Optional) Enter additional item details.
    Click to View Completed Fields

    Supplier | Vendor or party from whom the item is acquired. Supplier appears on reports such as Sales by Supplier and the Inventory Reorder Report.

    Supplier Code | Any reorder code associated with the item.

    Reorder Trigger | Low quantity amount that prompts the item to appear on the Reorder Report. This field is only available when Track Inventory is set to True.

    Recommended Order | Quantity required for the item to be considered fully stocked. This field is only available when Track Inventory is set to True.

    Assigned Cost | How much the business pays to acquire the item. This field is only available when Track Inventory is set to False. For tracked items, enter the item’s cost in the Cost field in step 4 above.

    Register Status | If Active, the item appears on the register and can be sold. If Inactive, the item remains on the Items List but cannot be sold at the register.

    Discountable | If Yes, discounts can be applied to the item. If No, the item cannot be discounted.

    Ticket Printer Group | Assign the item to a printer group for ticket printing.

  7. Click ‘OK’ to save changes to the item.
  8. In ShopKeep, open the Control Panel and tap 'Get Updates' to sync the new item to the register.

    Don’t see ‘Get Updates’? Visit our troubleshooting guide for help.

If you need to delete the item and start over, click the ‘Delete’ link. Please be aware that:

  • If a deleted item is re-added later, labels printed for the original item must be re-printed.
  • Deleted items appear on sales reports, but do not appear on certain other reports. Visit the Inventory FAQ to learn which reports are not supported.
  • Basic Item FAQ

    Below are a few common questions about setting up inventory items. If you don’t see your question listed below, check our Inventory FAQ and Setup FAQ for more information.

    What are the differences between Basic Items and Items with Variants?

    Basic items are sold individually or with modifiers. Items with variants are sold in multiple variations, like a single shirt that comes in different sizes.

    Should I create a basic item or an item with variants?

    Visit our Variants vs. Modifiers article to compare the benefits of using items with variants against using basic items with modifiers to decide which is best for your business.

    Is it possible to change basic items to variant items?

    No. However, existing basic items can be recreated as items with variants. Visit our Transition to Items with Variants article to learn how to switch over.

    Is there a limit on how many items I can have in my inventory?

    No, BackOffice does not have a limit on how many items can be added.

    Is it possible to modify or add on to an item at the register?

    Yes, simply set up modifiers to allow customers to customize items at the register.

    Is it possible to add an item description that cashiers can see at the register?

    No. An item’s Name or its nickname on the register button layout is its sole identifier at the register. Items do not have additional fields for including descriptions.

    How can I check an item’s quantity on hand?

    Visit our Inventory Tracking & Reorder Report article to learn how to view an item’s quantity both in BackOffice and at the register.

    How do I delete an item?

    From the Items List, select an item and click the red ‘Delete’ link. Please be aware that if a deleted item is re-added later, labels printed for the original item must be re-printed. Deleted items appear on sales reports, but do not appear on certain other reports. Visit our Inventory FAQ to learn which reports are not supported.

    What's Next?

    After creating a basic item, let’s move on to more advanced inventory topics. Build the register’s button layout, set up modifiers to allow on-the-fly customizations, attach raw goods to track an item’s components, and print barcode labels for items without UPC codes.

    Register Button Layout

    The register button layout refers to the group of register buttons cashiers tap to ring up items. Visit our Register Button Layout article to learn how to add buttons to the layout and customize how it looks.

    Modifiers

    Modifiers are often used in restaurants to allow customers to customize, add to, or hold ingredients from items on an order. Modifiers print on kitchen tickets to make communicating adjustments to the kitchen easier. Visit our Modifiers article to learn how to set up and use modifiers.

    Raw Goods

    Raw goods exist separately from inventory items and are used to track the components of those items. Visit our Using Raw Goods article to learn how to enable raw goods and when to use them.

    ShopKeep Label Printing

    Print barcode labels for items without UPC codes to allow cashiers to scan those items at the register. Visit our ShopKeep Label Printing article to learn how to print labels directly from BackOffice.


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