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Order List

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

The Order List area allows venue staff to manage orders including:

Orders List

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

The Orders List allows venue staff to quickly:

  • View a list of all existing orders;

  • Search, sort, and filter orders;

  • Arrange columns by dragging and dropping the column.

  • Select an order directly for additional options.

The Orders List displays:

List Header

Description

Order Number

System-generated order ID

Suite

The suite to deliver the order

Account

The account responsible for the order

Contact

Contact person for the order

Event

The event occurring for the day/time of the order

Balance

The unpaid balance of the order

Total

The total amount of the order

Suite Attendant

The suite attendant handling the order

State

Order state

Payment Assigned

Indicates if a payment method is assigned to the order. If yes, the value is True; if no, the value is False.

Date Created

The origination date of the order

Create Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To create an order:

  1. Navigate to the Suite Catering Orders area.

  2. From the upper-right of the Order area, select New Order.

  3. From the Type dropdown of the New Order popup, select the order type.

  4. From the Account dropdown of the New Order popup, select the account.

  5. From the Authorized User dropdown, select the authorized user.

  6. From the Suite dropdown, select the suite.

  7. From the Event dropdown, select the event.

  8. From the lower-right of the New Order popup, select Confirm.

  9. The Order Source field automatically populates. For more information, see Order Source.

  10. From the menu on the left, select either Advance Day Order or Event Day Order.

  11. Follow the procedure to Add Items.

Temporary Guest Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To create an order for a temporary guest:

  1. Navigate to the Suite Catering Orders area.

  2. From the upper-right of the Order area, select New Order.

  3. From the Type dropdown of the New Order popup, select the order type of Temporary Guest.

  4. In the First Name field, type the first name of the guest.

  5. In the Last Name field, type the last name of the guest.

  6. In the Email field, type the email of the guest.

  7. In the Phone (Business) , Phone (Home), Phone (Mobile) fields, type the phone number of the guest.

  8. From the Suite dropdown, select the suite.

  9. From the Event dropdown, select the event.

  10. From the lower-right of the New Order popup, select Confirm.

  11. The Order Source field automatically populates. For more information, see Order Source.

  12. From the menu on the left, select either Advance Day OrderorEvent Day Order.

  13. Follow the procedure to Add Items.

Add Item

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To add an item to the order:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Advanced Day Order, Event Day Order, or Par Stock.

  3. From the upper-right of the Advanced Day Order Items, Event Day Order Items, or Par Stock Items area, select Add.

  4. From the item list, select the checkbox for the desired item(s).

    • Use the search bar to search for a specific item.

    • If the desired item has a Modify link, select the link to add modifiers for the item. For details about how to configure modifiers, see XCAT Modifier Configuration.XCAT Modifier Configuration

    • If the desired item is a bundle product and has a Customize link, select the link to add desired items in the bundle product. For details about how to configure a bundle product and how it is displayed on the Suite Catering Admin Portal, see XCAT Bundle Product Configuration and ???.XCAT Bundle Product Configuration

  5. From the lower-right of the Add Order area, select Add Item(s).

    • Alternatively, select Cancel to exit the Add Order area without changing the order.

  6. From the upper-right of the Order area, select Save or Save & Commit.

Edit Item Quantity

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To edit item quantity:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Advanced Day Order, Event Day Order, or Par Stock.

  3. In the Quantity column, type the quantity and the total amount automatically adjusts.

    • The quantity field accepts numbers 1-99.

    • If an invalid value is typed, the previously typed value is used by default.

  4. From the upper-right of the Order area, select Save or Save & Commit.

Override Item Price

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To override item price:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Advanced Day Order, Event Day Order, or Par Stock.

  3. From the Price column, type the adjusted price and the total amount automatically adjusts.

    • Only digits can be typed.

  4. From the upper-right of the Order area, select Save or Save & Commit.

Remove Item

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To remove an item from an order:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Advanced Day Order, Event Day Order, or Par Stock.

  3. From the ID column, select the checkbox for the item(s).

  4. From the Actions dropdown, select Remove.

    • The dropdown is hidden when multiple items are selected.

  5. From the upper-right of the Order area, select Save or Save & Commit.

Edit Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Orders in the closed, deleted, purged, voided, voided-post-payment, or fully-paid-but-not-closed state cannot be edited.

To edit an order:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Advanced Day Order, Event Day Order, or Par Stock.

  3. Alternatively, select the account checkbox and use the Actions dropdown to select Edit.

  4. Follow the procedure to:

Send Order Confirmation Email

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Only send order confirmation emails for orders in the Saved, Open, or Committed state.

To send order confirmation email:

  1. Navigate to the Suite Catering Orders area.

  2. From the Order Number column, directly select the order.

    • Alternatively, select the checkbox next to each order, if selecting multiple orders.

  3. From the Actions dropdown, select Send Order Confirmation Email.

    • If an order that is not in the Saved, Open, or Committed state is selected, the Send Order Confirmation Email option is hidden.

  4. On the Confirm popup, select Send.

    • Alternatively, select Cancel to cancel sending the order confirmation email.

Opmerking

The primary user and authorized user(s) who placed the order(s) will receive order confirmation email(s).

Send Order Receipt and Invoice Emails

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Order receipt emails can be sent for closed orders only, and invoice emails can be sent for closed orders with invoice payments only.

To send order receipt and invoice emails:

  1. Navigate to the Suite Catering Orders area.

  2. From the Order Number column, directly select the order.

    • Alternatively, select the checkbox next to each order, if selecting multiple orders.

  3. From the Actions dropdown, select Send Order Receipt Email.

    • If an order that is not in the Closed state is selected, the Send Order Receipt Email option is hidden.

  4. On the Confirm popup, select Send.

    • Alternatively, select Cancel to cancel sending the order confirmation email.

Pre-authorization

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To pre-authorize a payment, select an order from the Order List and use the Actions menu to select Pre-auth.

  1. Navigate to Suite Catering Orders List.

  2. From the Orders List, locate the order(s), then to the left of the order(s), select the order checkbox(es).

  3. From the top of the Order List, use the Actions dropdown to select Pre-auth.

  4. On the upper-right of the Orders List, the system displays a message indicating:

    • all cards were successfully authenticated, or

    • provides a list of cards that failed authentication.

Change Suite Attendant

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To change the suite attendant of an order:

  1. Navigate to Suite Catering Orders List.

  2. From the Orders List, locate the order(s), then to the left of the order(s), select the order checkbox(es).

  3. From the upper-left of the Order List, use the Actions dropdown to select Change Suite Attendant.

  4. From the Change Suite Attendant panel, use the Suite Attendant dropdown to select the new suite attendant.

Order States

Xenial Suite Catering order states are as follows:

Order State

Description

Committed

  • Edit orders—order state changes from Committed to Open.

  • Committed orders are pushed to POS—if order contains a refund, review refunded items on POS.

  • Orders with an order state of Closed cannot change to an order state of Committed.

Closed

  • Only orders with a balance of 0 can be closed.

  • Closed orders can be selected and closed again.

  • If an order that is closed has unpaid invoices, invoice records will be generated and displayed 4-Dot MenuSuite CateringInvoiceUnpaid InvoiceUnpaid Invoice List.

  • After an order is closed, Order Receipt and Invoice Receipt emails will not be sent. If you want to send Order Receipt and Invoice Receipt emails, select closed orders and then use the Actions dropdown to select Send Order Receipt Email.

Change Order State

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To change the state of an order:

  1. Navigate to Suite Catering Orders List.

  2. From the Orders List, locate the order(s), then to the left of the order(s), select the order checkbox(es).

  3. From the upper-left of the Order List, use the Actions dropdown to select Change Order State.

  4. From the Change Order State panel, use the Operations to Order(s) dropdown to select the order state.

Duplicate Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To copy an order:

  1. Navigate to the Suite Catering Orders area.

  2. From the Order Number column, directly select the order.

    • Alternatively, select the checkbox next to each order, if selecting multiple orders.

  3. From the Actions dropdown, select Duplicate.

  4. From the Actions dropdown, select Duplicate.

    • The Duplicate option is hidden when selecting multiple orders.

    • Orders that have no ADO items cannot be copied.

    • If the selected order contains invalid items, an error message is displayed, indicating that there are invalid items and asking you whether to continue. If you select Yes, the selected order is copied but invalid items are removed from the order; if you select Cancel, the Duplicate Order popup is closed.

  5. From the Duplicate Order popup, use the Authorized User, Suite, and Event dropdowns to select the desired authorized user, suite, and event.

  6. From the lower-right of the Duplicate Order popup, select Confirm to save your settings.

Duplicated Order Information

Xenial Portal4-Dot MenuSuite CateringOrdersOrder List

The following table lists which information will be duplicated and which will not:

Item

Duplicated or Not (Y/N)

Description

Event

N

The Event dropdown displays those events subscribed to the current account only.

Suite

Y

If the suite of the selected order is no longer assigned to the current account, this field is left blank.

Account

Y

Cannot be edited.

Suite Attendant

N

N/A

Point of Contact

Y

If the original authorized user no longer exists, the information of the primary user is displayed.

ADO Items

Y

If the selected order does not contain ADO items, an error message is displayed, stating “Failed to copy the order since it has no ADO items.”

EDO Items

N

N/A

Par Stock Template

Y

If the par stock template of the selected order no longer exists, this section is hidden.

Par Stock Items

N

N/A

Modifier

Y

Modifiers are copied only when they still exist and are valid.

Payment Method

N

N/A

Note

Y

Only staff notes and owner notes are copied.

Question

N

The latest questions set up via 4-Dot MenuSuite CateringSuite Admin SettingsQuestions are copied.

Commit Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To push orders to POS, you need to commit them after creating them. However, an order that is in the closed, deleted, purged, voided, or voided-post-payment state cannot be committed.

There are two ways to commit orders: manually or automatically. If you need to automatically commit orders, follow the instructions in General to setup Sync ADO Orders to POS ahead of Sales Start. If you need to manually commit orders in bulk, follow the procedure in Change Order State.

To manually commit an individual order:

  1. Navigate to the Suite Catering Orders area.

  2. From the Order Number column, directly select the order.

  3. In the upper-right corner of the order details page, use the dropdown button to select Commit, Close & Commit, or Save & Commit.

    • If the order has been fully paid, the dropdown button provides two options: Close & Commit and Commit.

    • If the order has not been fully paid, the dropdown button provides three options: Save, Save & Commit, and Remove.

Close Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Only fully paid orders can be closed.

If you need to close orders in bulk, follow the procedure in Change Order State.

To close an order:

  1. Navigate to the Suite Catering Orders area.

  2. From the Order Number column, directly select the order.

  3. In the upper-right corner of the order details page, select Close & Commit.

Change Authorized User for Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

An account may have multiple authorized users.

To change an authorized user—within the same account—for an order:

  1. Navigate to the Suite Catering Orders area.

  2. From the menu on the left, select General.

  3. From the Authorized User dropdown, select the user.

  4. From the upper-right of the Order area, select Save or Save & Commit.

Order Source

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

View the order source in the General Suite Order area.

Order Source

Description

Admin

The suite order was placed through the Portal.

Online

The suite order was placed through SuiteSpot.

Delete Order

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

It is not possible to delete an order that has a payment record.

To delete an order:

  1. Navigate to the Suite Catering Orders area.

  2. From the Order Number column, directly select the order.

    • Alternatively, select the checkbox next to each order, if selecting multiple orders.

  3. In the upper-right corner of the order details page, use the down arrow to select Remove.

    • Alternatively, use the Actions dropdown to select Remove.

  4. In lower-right of the Confirm popup, select Yes.

    • Alternatively, select Cancel to cancel deleting the order(s).

Payments Details

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Select an order to access the Payments menu located on the left:

Payment Details

List Header

Description

Order Summary

For details, see Order Summary in XCAT Orders: Details: General.XCAT Orders: Details: General

Payment Method

Select a payment method. For details, see Select Payment Method.

Payments

Type

Payment type. Credit card, invoice, and custom payments are supported.

Method

Displays information dependent on the payment method.

  • Credit card - the card brand and last 4 digits of the card number

  • Invoice:

    • invoice number link if an invoice number has been generated. You can select the link to view details of the invoice.

    • blank if no invoice number is generated

  • Custom - blank

Amount

Amount paid by this payment record

Tip

Tip paid by this payment record

Total

Total amount paid by this payment record

State

State of the payment record

  • The state of an invoice payment record, custom payment record, and captured credit card payment record is Paid.

  • The state of an authorized credit card payment record is Awaiting Tip.

Date Created

Date the payment record was created

Auth Code

Authentication code used for payment

Notes

User's notes for the payment record

Refund Orders

Order Number

System-generated ID of the refund order

State

State of the refund order

Order Total

Total refund amount

Tip

Total refund tip

Reason to Refund

The reason why the customer wants to make the refund

Select Payment Method

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To select a payment method for an order:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Payments.

  3. In the Payment Method area, use the Payment Method dropdown to select a payment method for the order.

    • For details about how to configure payment methods, see XCAT Payment Type Configuration.XCAT Payment Type Configuration

    • If the payment method is set to credit card and you want to pay by a new card, follow instructions in Add Credit Card to add a credit card.

Add Payment

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To add a payment to an order:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Payments.

  3. From the upper-right of the Payments area, select Add Payment.

  4. On the Add Payment popup, use the Payment Type dropdown to select a payment type.

    • For details about how to configure payment types, see XCAT Payment Type Configuration.XCAT Payment Type Configuration

    • If Payment Method in the Payment Method area is set to Not Selected, Payment Type on this popup is set to Credit Card by default; if Payment Method in the Payment Method area is set to a payment type, Payment Type on this popup inherits it.

  5. In the Amount field, type the amount that you want to pay.

    • Alternatively, select the Pay All link to pay off the balance.

  6. In the Tip field, type the tip you want to pay.

  7. In the Notes field, type remarks on this payment.

  8. In the Credit Card field, use the dropdown to select a credit card.

    • This field is hidden if Payment Type is set to invoice or custom.

    • Alternatively, select Pay by a New Card to add a new card. For details about how to add a new credit card, see Add Credit Card.

  9. From the lower-right area of the Add Payment popup, select Authorize or Capture.

    • The Authorize button is hidden if Payment Type is not set to credit card.

    • Authorized payments are not actually made, but only the corresponding amounts are frozen.

Add Credit Card

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Payments.

  3. Add a credit card in one of the following ways:

    • In the Payment Method area:

      1. Use the Payment Method dropdown to select credit card .

      2. Use the Card Number dropdown to select +New Credit Card.

      3. On the New Credit Card popup, type information about the credit card to be added.

      4. From the lower-right area of the New Credit Card popup, select Save.

      Opmerking

      For an account order, the credit card added here is saved to the account; for a temporary guest order, this credit card is saved to this order only.

    • From the upper-right of the Add Payment area:

      1. Select Add Payment.

      2. On the Add Payment popup, use the Payment Type dropdown to select credit card.

      3. Use the use the Card Number dropdown to select +New Credit Card.

      4. Type information about the credit card to be added.

      5. From the lower-right area of the Add Payment popup, select Authorize or Capture.

      Opmerking

      For both account orders and temporary guest orders, the credit card added here is saved to this order only.

Edit Payment Record

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Only edit credit card payment in the Awaiting Tip state, and edit one at a time.

To edit a payment record:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Payments.

  3. From the Payments List, select the checkbox of one awaiting tip credit card payment.

  4. From the Actions dropdown in the upper-left area of the Payments List, select Edit.

  5. On the Edit Payment popup, edit the amount, tip, or notes of the payment.

  6. In the lower-right corner of the Edit Payment popup, select Capture.

    • Alternatively, in the lower-left corner of the Edit Payment popup, select Cancel to revoke the edition.

Refund Payment

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Only refund credit card payments in the Paid state, and refund one at a time.

To refund a payment:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Payments.

  3. From the Payments List, select the checkbox of a paid credit card payment.

  4. From the upper-left area of the Payments List, select Refund.

  5. In the lower-right corner of the Confirm popup, select Yes to confirm the refund.

    • Alternatively, in the lower-left corner of the Confirm popup, select Cancel to cancel the refund.

Remove Payment

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

Only remove credit card payments.

To remove a payment:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Payments.

  3. From the Payments List, select the payment checkbox(es).

  4. From the upper-left area of the Payments List, select Remove.

Order-Level Notes

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To type notes for an order:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Notes.

  3. Type staff notes, owner notes, and/or special order notes.

    • Alternatively, type staff notes and owner notes in Accounts. For details, see Suite-Level Notes.

Opmerking

  • Order-level notes override suite-level notes.

  • Notes typed by authorized users on the SuiteSpot override order-level notes.

  • Special order notes typed here are displayed on the SuiteSpot in the Event Special Instructions area on the Additional Information page when placing or editing the order.

  • Any updates to the above notes apply to this order only.

Questions

Xenial Portal 4-Dot Menu Suite Catering Orders Order List

To answer the questions related to an order:

  1. Navigate to the Suite Catering Orders area.

  2. Select the order in one of the following ways:

    • Directly from the Orders List, or

    • From the menu on the left, select Questions.

  3. Answer the questions related to the order.

Opmerking

For details about how to configure questions, see XCAT Questions.XCAT Questions

Label

The Label area allows venue staff to view and export item labels.

Labels List

Xenial Portal 4-Dot Menu Suite Catering Orders Label

Only orders in the Open, Saved, and Committed and Closed states have labels.

The Labels List allow venue staff to quickly:

  • View order information related to the selected event and suites;

  • Type keywords in the search box to search for the desired labels;

  • Filter labels by Suite, Sales Type, Item, Major Category, and/or Minor Category;

  • Rearrange columns by dragging and dropping a column to its required place.

The Label List displays:

List Header

Description

Event

Event that the order is for.

Suite

Suite that the order is for.

Order Number

Serial number of the order.

Sales Type

Order type. The value can be ADO, EDO, or Par Stock.

Item

Name of the ordered product.

Quantity

Quantity of the ordered product.

Modifier

Modifier of the ordered product.

Major Category

Major category of the ordered product.

Minor Category

Minor category of the ordered product.

Opmerking

Refund items are not displayed.

Export Item Label

Xenial Portal 4-Dot Menu Suite Catering Orders Label

To export item labels:

  1. Navigate to the Suite Catering Labels area.

  2. From the upper-right of the Labels area, select Select.

  3. On the Suite & Event Selector popup, select one event for which you want to export item labels.

    • Filter events by event name or event date.

    • Type a keyword in the search box and select the search icon to search for the desired event.

  4. On the Suite & Event Selector popup, select suites for which you want to print labels and select Submit.

  5. Navigate to the Suite Catering Labels area.

  6. From the Event column, directly select the label.

    • Alternatively, select the checkbox next to each label, if selecting multiple labels.

  7. From the upper-left of the Labels area, select Export PDF.

Opmerking

Exported labels are sorted alphabetically. The priority of sorting is: Uppercase letters > Lowercase letters > Number > Special characters

Par Stock Report

Xenial Portal 4-Dot Menu Suite Catering Orders Par Stock Report

The Par Stock Report area allows venue staff to view and export par stock reports.

Par Stock Reports List

Xenial Portal 4-Dot Menu Suite Catering Orders Par Stock Report

The Par Stock Reports List allow venue staff to quickly:

  • View the suites and accounts that have par stock reports;

  • Check the template state;

  • Type keywords in the search box to search for the desired records;

  • Filter records by Suite and/or Account;

  • Rearrange columns by dragging and dropping a column to its required place.

The Par Stock Reports List displays:

List Header

Description

Suite

Suite name

Account

Account name

Template State

State of the template

If one item is removed from the product list via the Xenial Portal4-Dot MenuData ManagementOrdering SettingsProductsthe productActions dropdownRemove, this item becomes invalid. If all of the items in a par stock template are invalid, the state of the template is invalid. As long as the par stock template contains one valid item, the state of the template is valid.

Export Par Stock Report

Xenial Portal 4-Dot Menu Suite Catering Orders Par Stock Report

To export par stock reports:

  1. Navigate to the Suite Catering Par Stock Report area.

  2. From the upper-right of the Par Stock Reports area, select Select.

  3. On the Suite & Event Selector popup, select one event for which you want to export par stock reports.

    • Filter events by event name or event date.

    • Type a keyword in the search box and select the search icon to search for the desired event.

  4. On the Suite & Event Selector popup, select suites for which you want to print par stock reports and then select Submit.

  5. Navigate to the Suite Catering Par Stock Report area.

  6. From the Suite column, directly select the par stock report.

    • Alternatively, select the checkbox next to each par stock report, if selecting multiple par stock reports.

  7. From the upper-left of the Par Stock Report area, select Export to PDF.

Par Stock Report Details

The Par Stock Report displays:

List Header

Description

Item Name

Name of a par stock item

Data source: Xenial portal4-Dot menuSuite CateringOrdersOrder Listan orderPar Stock Par Stock ItemsItem

Par Stock Quantity

Quantity of items added to the par stock template

Data source: Xenial portal4-Dot menuSuite CateringOrdersOrder Listan orderPar Stock Par Stock TemplateQty In Template

Remaining Quantity

Remaining quantity of items in the par stock template

This field is blank and venue staff need to calculate it and manually fill it in.

Replenish Quantity

Quantity of items to be replenished

This field is blank and venue staff need to calculate it and manually fill it in.