Overview

Item Inventory Levels allow you to control how many times a menu item can be sold on a specific day. Once the daily limit is reached, the item will no longer be available for that date.


This is especially important for items with limited availability, such as rentals, specialty desserts, or equipment that can only be used a certain number of times per day.


Inventory levels are optional, but strongly recommended for any item you can't oversell.

When to Use Item Inventory Levels

Item Inventory Levels are helpful if:

  • You have a limited quantity of an item available per day

  • You want to prevent double-booking rentals or equipment

  • You sell items that cannot be replenished same-day

  • You want CaterZen to automatically manage availability

Common examples include:

  • Rental items (chafers, tables, beverage dispensers)

  • Specialty desserts or baked goods

  • Equipment shared across events

Step 1: Enable Inventory Limits on an Item

Inventory limits are enabled directly on the menu item.

  • Go to Admin

  • Click Menu Manager

  • Locate the menu item you want to limit

  • Click Edit Item

  • Scroll down to Limit Quantity Sold Each Day

  • Check the box

  • Click Save This Information

This tells CaterZen the item should be tracked by inventory.


Step 2: Set Inventory Quantities by Day

Once inventory tracking is enabled, you’ll define how many of the item can be sold per day.

  • Go back to Admin

  • Under Menu, click Item Inventory


  • Select the location (if applicable)

  • Find the item in the list

  • Enter the quantity available for each day of the week

    • Leave a day blank if the item should not be limited that day

  • Use the Tab key to move between fields and save entries

Inventory levels are tracked by event date, not order date.


How Inventory Levels Work

  • Each time an order is placed, the available quantity is reduced

  • Once the daily limit is reached, the item is no longer available

  • Availability updates automatically as orders are added or edited

  • Inventory is managed per location if you have multiple locations

What Employees and Customers See

During Order Entry (Employees)

  • The remaining quantity appears under the item

  • Employees can see when inventory is running low or exceeded

Overriding Inventory Limits (Employees Only)

Employees can override inventory limits (if permitted) by checking the box Ignore all minimums (order value and quantity and inventory) This allows flexibility for:

  • Last-minute adjustments

  • Special approvals

  • Internal orders

Overrides do not apply to Customers placing orders online.


Online Ordering (Customers)

  • Customers see a message indicating limited availability

  • Items are removed automatically once sold out for the day

Best Practices

  • Enable inventory levels for all limited-quantity rental items

  • Review inventory before high-volume or peak days

  • Keep quantities realistic based on logistics, not just totals

  • Revisit inventory settings seasonally or when equipment changes

Common Questions

Why is my item still available after selling out?
Confirm inventory limits are enabled on the item and quantities are entered for that day.

Why can employees add more than the limit?
Employees can override inventory limits during order entry.

Why doesn’t the item appear in Item Inventory?
Only items with “Limit Quantity Sold Each Day” enabled will appear.

Related Articles

Support

If you’re unsure which items should use inventory levels or need help setting them up correctly, our CaterZen Support Team is happy to help. 


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You have now learned how to assign and create a Item Inventory Level.