Glossary
What is the difference between stock keeping and an item master?
The item master is the catalog of definitions describing each item, while stock keeping records are the live quantities of those items at specific locations.
Definition
These are two layers that teams constantly blur. The item master is the dictionary: one record per SKU holding the things that are true everywhere: name, description, unit of measure, barcode, supplier, cost, category, whether it's lot-tracked or serialized. Stock keeping records are the ledger: how many of that SKU sit in bin A-12, in van 4, at the jobsite, right now. One definition, many balances.
The separation matters because the two change differently and break differently. Item master changes are governance events: rename a SKU, change its unit of measure, merge a duplicate, and every location and every historical report is affected at once. Stock records change hundreds of times a day through receipts, picks, and transfers, and their failures are count drift, not definition drift.
Most spreadsheet inventories collapse the layers into one row per item with a quantity column, which works until the second location shows up. Then someone adds a column per location, then a tab per truck, and now the same item's name is spelled three ways across tabs and no report can sum it.
The practical hygiene: one owner for the item master with rules for creating and merging SKUs, and unit-of-measure discipline (is the count in eaches or cases?) settled in the master, not improvised at each location.
Example
The item master defines GLV-NTR-M: "Nitrile gloves, medium, box of 100, supplier MedSupplyCo, unit = box." Stock records show 14 boxes in the stockroom, 2 in van 3, and 1 at the Hilltop jobsite, totaling 17 across the workspace.
By Cameron Priest · Co-founder, Order3
Cameron co-founded TradeGecko, the inventory platform acquired by Intuit. He has spent more than a decade building software for the people who run physical stock.
Updated 2026-06-16
Where this lives in Order3