Set item to "sold out" (validity)

Set item to "sold out" (validity)

What
This feature controls the orderability of items based on complex time rules. It allows you to explicitly make items available for certain periods (e.g., seasonal items, Christmas menus) or to block them for specific times (e.g., lunch menu not available on weekends).

Where
Admin: Item management > Item > Edit > "Validity" section.


Item availability and validity (validity check)

Under Admin > Item management > Item > Edit > "Validity" section, new rules can be created using the "Add" button, and existing rules can be managed.

The system checks for every order (immediate order or pre-order) whether the item is available at the selected (pre-order) time.





Functionality and logic

The availability of an item is determined by a strict hierarchy of rules. Understanding this logic is essential for correct configuration.

1. Priority of invalidity

Rules that mark an item as "Invalid" always have the highest priority.
  1. If an invalidity rule applies at the time of ordering, the item is immediately unavailable.
  2. Other "Valid" rules are ignored in this case.

2. Exclusivity of validity

Rules that mark an item as "Valid" restrict its availability
  1. As soon as at least one "Valid" rule exists (e.g., "Valid on 25.12."), the item automatically becomes invalid for all other periods.
  2. Therefore, the item is only available if one of the validity rules applies.

3. Default state

  1. If no rules are defined, the item is always available (provided it is marked "Active" in the master data).



Adding validity / settings

When creating a rule ("add validity"), the following fields are available:

Type of rule (validity)
Here you define whether the rule allows or prohibits a time period.
  1. Valid: The item may be sold during this period (implies: otherwise not).
  2. Invalid: The item may under no circumstances be sold during this period.


Time conditions
The rule applies when the date OR weekday matches AND the time fits.

1. Weekdays:
  1. Select the days (Mon–Sun) on which the rule should apply.
  2. Example: "Every Monday".

2. Date:
  1. A specific date (e.g., 14.11.2026).
  2. Note: If a date is set, the rule applies specifically to that day.

3. Time from/to:
  1. Limits the period to a specific time (e.g., 11:00 to 15:00).
  2. If no time is entered, the rule applies for the entire day (00:00–24:00).


Examples of use

Below are some typical configurations and their effects based on the logic.

Case A: The "Monday blocker" (invalid)
Goal: An item should always be available except on Mondays.
  1. Settings:
    1. Type: Invalid
    2. Weekdays: Monday
  2. Result: The item can be ordered from Tuesday to Sunday. On Monday, it is blocked.




Case B: The "Christmas menu" (specific validity)
Goal: An item should only be sold on December 25th.
  1. Settings:
    1. Type: Valid
    2. Date: 25.12.2026
  2. Result: The item can be ordered on December 25th. On all other days of the year, it is not available (because the validity rule excludes all other days).




Case C: Lunch menu (time window)
Goal: An item should only be available on weekdays between 11:00 and 14:00.
  1. Settings:
    1. Type: Valid
    2. Weekdays: Mon, Tue, Wed, Thu, Fri
    3. Time: 11:00 to 14:00
  2. Result: Customers can only order the item during this time window. In the evenings or on weekends, it is hidden.




Case D: Holiday exception (conflict resolution)
Goal: The item is normally valid every Friday (e.g., "Friday fish"), but on a specific holiday Friday (e.g., 14.11.), it should not be available.
  1. Rule 1: Type "Valid" | Weekday: "Friday" (Makes it generally available on Fridays)
  2. Rule 2: Type "Invalid" | Date: "06.11.2026"
  3. Result on 06.11. (Friday): The item is not available. The invalidity rule (Rule 2) takes precedence and overrides the validity of Rule 1.





Save
Changes only take effect once the process below is saved using the "Save" button. Old or expired rules (e.g., past holidays) should be regularly reviewed and removed if necessary to maintain clarity.





Information text

You can also display a message to the customer indicating when the item will be available again or why it cannot be delivered at the moment.

These messages can be entered in the "Information text" field. If the option "Show items even when not valid" is enabled, the items will appear grayed out to the customer, cannot be ordered, and the information text will be displayed.





Example of information text in the webshop (item is grayed out and not orderable):





Dashboard

On the dashboard, under "Sold out items or commodity groups", items or categories can be marked as "sold out" until a specified date (e.g., until the next day) (under Admin/POS: Dashboard). Once this date is reached, the item is automatically shown as available again.

You can specify the date until which the item is expected to be sold out. If the item becomes available earlier, the validity can be removed at any time using the trash can icon on the dashboard.

Additionally, a reason can be provided. This information is intended for internal tracking purposes.

Above the input area, an overview of items or commodity groups currently marked as sold out is displayed. Individual entries can be removed at any time using the trash can icon, which immediately makes the item available again.






Additional information on "Sold out items in the dashboard" is available here: https://support.get-sides.de/portal/en/kb/articles/sold-out-items.




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