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 inventory items without multiple options or variations like color, size, or material but can have modifiers attached to them for item customization.

For large inventories (50+), use Bulk Management to import your basic items via spreadsheet.

Check out our Adding Items video below to learn more.

Add Items

Table of Contents

Basic Item FAQ

Below are a few common questions regarding setting up inventory items. Visit our Inventory FAQ and Setup FAQ articles to learn more.

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

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

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

Visit our interactive Are Items with Variants Right for Me? article to help decide if you should use items with variants. Afterwards, check out the Variants vs. Modifiers article to compare the benefits of using items with variants against using basic items with modifiers.

Is it possible to change basic items to variant items?

There is no way to transform basic items into variant items at the click of a button. Rather, recreate your existing basic items as items with variants. Check out our Transitioning to Items with Variants article to learn more about switching over.

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

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, it is possible to modify basic items at the register. Simply set up your basic item modifiers to do so.

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 Button Layout is its sole identifier at the register. Items do not have additional fields for including descriptions.

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 the Inventory FAQ to learn which reports are not supported.

Create a Basic Item

Enter item details like price, quantity, and cost. You can also decide whether the item’s inventory should be tracked, if the item is active on the register, or if the item is a liability.

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

    To learn about creating items with variants, visit our Add an Item with Variants article.

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

    Name | What cashiers see at the register and what prints on receipts. The Name must be under 255 characters. An item can be given a nickname on the button layout.

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

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

    SKU | A unique identifier created in BackOffice for each item, also used for ShopKeep Label Printing.

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

        In BackOffice – The price is set in BackOffice. When the item is selected at the register, this price is applied and cannot be adjusted at the register.
        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).

    Sales Price | Amount the customer pays for the item at the register.

    Taxable | Set to Yes if tax applies to the item. Choose No if non-taxable.

    Tax Rate | Select an item-specific tax rate which overrides the default.

    UPC | 8, 12, or 13 digit barcode from the product that can be scanned at the register.

        UPC codes that are 8 or 12 digits cannot begin with 2, 4, 5, or contain letters. If a UPC does not meet these criteria, print a new label via ShopKeep Label Printing to be able to scan the item at the register.

    Track Inventory | True Updates inventory quantities after sales. False does not track inventory totals and is typically used for services or items that are made to order.

    Quantity | Total amount of the item in stock. Once the quantity reaches 0, it becomes negative if the item continues to sell.

    Cost | The cost of the item to the business. Cost cannot be updated on this page once saved.

    Liability | A liability item is an item that when sold does not add to sales such as gift cards, gift certificates, and deposits.

  5. Click ‘Save’ to fill out some other optional additional details.
  6. Enter additional item details.
    Click to View Completed Fields

    Supplier | The vendor or party from whom the product is acquired. Supplier appears on reports like 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.

    Recommended Order | Quantity required for the item to be considered fully stocked.

    Register Status | Active The item appears on the register and can be sold. Inactive The item will not appear on the register and cannot be sold.
    Buttons for inactive items remain on the BackOffice layout until removed. Visit our troubleshooting guide to learn how to remove an item’s button.

    Discountable | Choose Yes if a discount can be applied to the item.

    Ticket Printer Group | If necessary, select a printer group for kitchen tickets.

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.
  • If your business requires specific inventory set up, contact your ShopKeep Expert for help setting up.

    What's Next?

    In addition to setting up item details, basic items can have raw goods or modifiers attached. Additionally, labels can be printed from BackOffice if items don’t have a UPC. Follow along below to learn a bit more about these optional additional details.

    Raw Goods

    These are the ingredients that make up your inventory items. They exist as separate components of an item and are tracked via the Inventory Value Report. Check out our Using Raw Goods article to learn more about enabling and using raw goods with your new inventory item.

    Modifiers

    Modifications are commonly used in restaurants when a customer wants to customize or add additional ingredients to their order. They also allow you to list each customization on kitchen tickets. Follow our Item Modifiers article to learn more about the different types of modifiers and how they can help enhance a customer’s order.

    ShopKeep Label Printing

    Print labels for your basic item inventory directly from BackOffice with the help of ShopKeep Label Printing and your DYMO label printer. Check out our ShopKeep Label Printing article to learn more about printing labels from BackOffice.


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