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Shared Items - Active vs Inactive Items
Shared Items - Active vs Inactive Items
When multiple venues have a shared item list, only the items relevant to each venue appear on the "Items" page
Nick Neale avatar
Written by Nick Neale
Updated over a week ago

Article Contents

Introduction

When you have a group of venues with Shared 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.

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:

  1. In a child venue, go to the “Items” Page

    An arrow points to the "Items" button on the side menu.

  2. Click the “Actions” menu button and select “Find Items in Parent venue”

    The "Actions" button is highlighted and an arrow points to "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:

  3. A window opens showing all of the items from the parent / central venue. Click the checkboxes beside each item that you want to activate

    The checkboxes beside the items are highlighted for emphasis.

  4. 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.

    An arrow points to the "Select Venues" drop-down menu

  5. After selecting the venue(s), click “Activate Items”

    An arrow points to the "Activate Items" button.

  6. The items now appear as “Active” in the selected venues

    The previously empty "Items" page now displays the activated items.

Adding New Items to a Venue

If a venue with a shared 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.


Archiving Shared Items

If you archive an item in one venue, it will be archived in all other venues. If you don't use an item in certain venues, leave it as inactive instead.

You should only archive items that are no longer used in all venues.

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