Note: Centralized Items / POS Items are only used in specific venue setups where multiple accounts exist for a single property.
Article Contents
Introduction
When you have a group of venues with Centralized Items, it’s possible that some don’t carry every single item.
To keep your Items page for each venue organized, it only displays “Active” items.
Active vs Inactive
An item is considered Active if it's been:
counted in an inventory
added to an invoice
used as an ingredient in a POS Item or Batch
Inactive items are hidden, but appear in searches during inventory counts, adding invoices, and mapping POS Items / Batches.
Once an Inactive item has been added to any of the above, it becomes Active. When Active, those items appear on the "Items" page.
Marking Items as Active Manually
You can also mark items as "Active" manually. This is helpful because you can activate items in multiple venues at the same time.
To mark items as Active:
In a child venue, go to the “Items” Page
Click the “Actions” menu button and select “Find Items in Parent venue”
Note: Only users with the Admin or Manager role can see this option by default. If you want to create custom roles, you can learn more about that here:
A window opens showing all of the items from the parent / central venue. Click the checkboxes beside each item that you want to activate
After selecting the items, click the “Select venues” drop-down menu to choose the venues you want to activate them in. You’ll see the name of the current venue, and additional venues if your user account has Admin access to them.
After selecting the venue(s), click “Activate Items”
The items now appear as “Active” in the selected venues
Adding New Items to a Venue
If a venue with a centralized item list creates a new item, it's Active in that venue, but Inactive in the others. It'll only appear in the other venues if used.
Creating New Items in a Parent Venue
With Centralized Item setups, there's a central venue that contains all items. This is typically a central stockroom where orders are received and then transferred to the other venues/outlets.
If you have access to the parent venue, when you create/add a new item in it, you can make the item active via the "Edit Item" screen.
Place your cursor over an item and click the pencil icon
On the left you'll see an "Active in venues" section. Click the checkbox in the "Force active" column beside a child venue name to make the item active in it. You can also deactivate an item by unchecking the box
Note: If an item was activated automatically because it was counted in inventory, appeared on an invoice, or was used in a recipe, only the "Is active" column is checked.
When an item is set to active, it appears in the child venue(s)
Archiving Centralized Items
If you archive a centralized item in one venue, it will be archived in all other venues.
You should only archive items that are no longer used in all venues.