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, keep an eye out as we will be slowly rolling out the new basic item creation form for everyone soon. Visit this Adding Basic Items article for setting up via the old form.

Add Basic Items

Basic items are inventory items without multiple options or variants like color, size, or material. Alternatively, basic items can have modifiers like extra cheese, no tomatoes, large coffee, or almond milk, 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.

Adding Basic Items

Table of Contents

Create a Basic Item

Enter item details like price, quantity, and cost. You can also decide whether the item’s inventory quantity 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.

    Item Details

    Click to Enlarge

    Name | What’s shown at the register and what prints on receipts. Name must be under 255 but 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.

    Register Status | Active items can be sold and appear on the register. Inactive items cannot be sold and don’t appear on the register but do remain in your items list.
    Buttons for inactive items remain on the BackOffice layout until removed. Visit our troubleshooting guide to learn how to remove an item’s button.

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

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

        UPC codes 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.


    Click to Enlarge

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

    Discounts | Select Discountable or Non-discountable to decide if the item can have discounts applied to it.

    Tax Rate | Select the default tax rate, non-taxable, or an item-specific tax rate.

    Price Type | How the item’s price is entered, including Fixed, At the Register, or by Unit Price (lb, oz, etc.).

        Fixed – 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 – Price is entered at the register when the item is selected.
        Unit Price – Price is calculated based on the amount sold (lb, oz, etc.) at the register.

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


    Click to Enlarge

    Track Quantity On Hand | Toggle on to update inventory quantities after sales/returns. Toggle off to not track inventory totals (typically used for services or items that are made to order).

    Current Quantity | Total amount of the item in stock. Once the quantity reaches 0, it becomes negative if the item continues to sell. This field appears only if Track Inventory is toggled on.

    Reorder Trigger | Low quantity amount that prompts the item to appear on the Reorder Report. This field appears only if Track Inventory is toggled on.

    Recommended Order | Quantity required for the item to be considered fully stocked. This field appears only if Track Inventory is toggled on.


    Click to Enlarge

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

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

    Supplier’s Item ID | The reorder code your supplier uses for this item.

    Ticket Printer Group | If necessary, select a printer group for printing this item on kitchen tickets.

  5. Click ‘Save’ to finish creating the item.
    Click to Enlarge
  6. 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 iPad Login / Access 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.
  • If your business requires specific inventory set up, contact your ShopKeep Expert for help setting up.

    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 use modifiers or variants for an item?

    Modifiers work well in restaurant/quick-serve settings, where customers are allowed to customize their orders, while variants are commonly used in retail settings, where customers can choose from different color or size options, for example. Visit our Variants vs. Modifiers article to determine which is best for your items.

    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 button layout nickname, 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.

    What's Next?

    After setting up your item details, choose if you’d like to create and attach raw goods and/or modifiers. If your item has a UPC, labels can be printed from the Label Printing tab. Follow along below to learn more about these optional item features.

    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 are commonly used in restaurants when a customer wants to customize their order. These are automatically printed 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.

    • Help us improve ShopKeep Support. Was this article helpful?
    • YES   NO