Out of Stock (Marking Items Unavailable)

A product-knowledge guide for support and internal staff.

1. What is it?

Out of Stock (OOS) lets a cashier mark a menu item as temporarily unavailable — the "we've run out" / "86'd" button. Once an item is marked out of stock, staff can't add it to an order (it appears dimmed and can't be tapped), so customers aren't sold something the kitchen can't make.

It's more than a simple on/off flag. For each item you can control:

• Which sales channels it's unavailable on (in-store only, or also online / QR ordering, or all).

• A quantity limit — e.g. "only 10 left today"; the item blocks automatically once that count hits zero.

• Which days of the week the rule applies.

It is temporary and reversible — marking an item out of stock does not delete it from the menu. You remove the out-of-stock rule when the item is available again.

2. Why merchants use it

• Ran out of an ingredient — stop staff selling a dish they can't make.

• Daily limited items — set "10 available today"; it sells until the count runs out, then blocks itself.

• Prevent overselling on busy days without editing the actual menu.

• Channel-specific availability — e.g. keep an item available in-store but hide it from online/QR ordering.

3. What it can do

• Block by channel. Turn the item off for All channels, or just specific ones (in-store "iPad POS", "LiveOrder QR Ordering", delivery channels, etc.).

• Quantity cap with auto-reset. Set how many are left (Remaining) and a Reset amount that can be restored automatically at End-of-Day (see §6).

• Day-of-week scheduling. Choose which days the rule applies (e.g. Every Monday, Every Tuesday…).

• What staff see at the till. An out-of-stock item shows dimmed (greyed-out) and cannot be tapped on the ordering screen — that's the signal it's unavailable. If a product has variants and every variant is out of stock, the whole product is blocked; if at least one variant is still available, the product stays selectable.

4. Access & where to find it

• No special hardware needed — it's built into the ordering screen.

• Not in Settings. Out of Stock is opened from the Ordering Screen toolbar (the Out Of Stock button), not from the Settings menu.

• Permission-controlled. A staff member needs the "define out of stock" permission. If they don't have it, the app shows a manager-override prompt — a manager can approve on the spot.

5. Setup — step by step

Step A — Enter Out of Stock mode

1. On the Ordering Screen, tap the Out Of Stock toolbar button.

2. If prompted for permission, have a manager approve the override.

3. The screen switches into Out-of-Stock mode and shows the current list of items already marked out of stock.

Step B — Mark a NEW item out of stock

1. While in Out-of-Stock mode, tap the product in the menu grid (the same grid used for ordering).

2. If the product has variants, pick the variant; otherwise it goes straight to the configuration sheet.

3. The configuration sheet opens for that item.

Step C — Configure the rule

In the configuration sheet you'll see a list of channels, each with a switch:

• All — unavailable everywhere.

• iPad POS — in-store ordering on the iPad.

• LiveOrder QR Ordering, LiveOrder, Terminal, In-App LiveOrder, Live Sales, FnB GO, Classic — the various online / other channels.

For each channel you want to block:

1. Turn its switch ON. Quantity options appear.

2. Remaining — how many are still available (use the +/– buttons or type a number). Set it to 0 to block the item immediately.

3. Reset — the amount to restore at End-of-Day (if EOD reset is enabled — see §6).

4. Day selection — choose which days of the week the rule applies (e.g. Every Monday…).

5. Tap Save.

Step D — Edit an existing out-of-stock item

1. In the Out-of-Stock list, tap the item's row.

2. The same configuration sheet opens — adjust channels/quantities/days and Save.

Step E — Make an item available again (remove the rule)

1. In the Out-of-Stock list, swipe left on the item's row and delete it. This removes the item from all channels.

2. (Or open the row and turn the channel switches off, then Save.)

Step F — Exit Out of Stock mode

• Close/exit Out-of-Stock mode to return to the normal ordering screen. Items marked out of stock now appear dimmed and can't be added to orders.

6. Good to know / limitations

• It's temporary, not a delete. Removing the out-of-stock rule makes the item sellable again; the menu item itself is never removed.

• Rules apply all day. There's currently no "from this hour to that hour" setting — only day-of-week. (Setting a specific time window is not available in the app today.)

• End-of-Day quantity reset is a setting. In Settings → Device Settings → "Reset Out of Stock Quantity Upon EOD":

• On → at End-of-Day, each item's Remaining is restored to its Reset amount (great for "10 available every day" items).

• Off → quantities carry over; nothing is restored automatically.

• Multiple iPads stay in sync. Marking an item out of stock on one iPad propagates to the others (over the network and via the server), so all tills reflect it.

• ⚠️ Online / QR-ordering channels can be unreliable — escalate, don't assume misconfiguration. Blocking for the in-store iPad POS is reliable. However, there are known issues with out-of-stock rules being enforced on LiveOrder QR Ordering and similar online channels:

• Marking an item "All" may not stop it being ordered through the LiveOrder QR menu.

• Even when the "LiveOrder QR Ordering" channel is switched on explicitly, enforcement can be intermittent.

• What to do: if a merchant reports an item still orderable online after marking it out of stock, first have them enable the specific online channel (not just "All"). If it still leaks through, treat it as a known backend issue and escalate to the product/dev team rather than re-checking the iPad — the iPad side is saving the rule correctly. (See developer docs, Known Issues §13.)

7. Troubleshooting

8. FAQ

Q: Does marking an item out of stock delete it from the menu?
No. It's temporary. Remove the rule (swipe-delete the row, or switch channels off) and it's sellable again.

Q: Where is the Out of Stock feature?
On the Ordering Screen toolbar — not in Settings.

Q: Can I limit an item to "10 per day"?
Yes. Set Remaining to 10 and a Reset of 10, and enable "Reset Out of Stock Quantity Upon EOD" so it restores each day.

Q: Can I make something unavailable only after a certain time?
Not currently. You can choose days of the week, but not specific hours — rules apply all day.

Q: I marked it out of stock but customers still order it online — why?
The in-store block is reliable, but enforcement on QR/online channels has known issues. Enable the specific online channel; if it still happens, escalate to the product/dev team — it's a backend problem, not an iPad misconfiguration.

Q: Does a staff member need permission to use it?
Yes — the "define out of stock" permission. Without it, a manager can approve an override at the moment they try to open it.

Q: If I mark it out of stock on one iPad, do the others update?
Yes, it syncs across iPads on the same account.