Back Office Settings
→ → →
The following describes the editors that are available from the Back Office Settings menu in Data Management.
Note
The Back Office Settings editors that are not currently supported are not identified here.
Editor | Description |
|---|---|
Create various calendar types, including fiscal calendars and Suite Catering calendars. | |
Day Parts are used when creating product menus and defining product pricing. Day Part examples include: Breakfast, Lunch, Dinner, Late Night. | |
Define a specific labor matrix that is used to determine ideal labor cost for a site. | |
Payment Types are used to identify the types of payments accepted at the POS. Payment Type examples include: Cash, Credit Card, Gift Card, and Digital Wallet. Assign Payment Types to Payment Type Schemes using the Payment Type Scheme editor. | |
A Payment Type Scheme is a collection of payment types for a terminal scheme. Assign Payment Type Schemes to Terminal Schemes using the Terminal Scheme editor. | |
POS Job Codes are associated with employees to identify their respective Job at the POS. Define a pay rate for each Job Code. | |
Associate product records with descriptive identifiers of "tags" to group similar records together when using the Data Management editors. Examples of product tags include: Entrees, Beverages, Salads, and Condiments. |
Calendar
→ → →
To create a new calendar record:
From the Calendar List homepage, select New Calendar.
From the General page, define the following settings:
Setting
Description
Calendar Type
From the dropdown, select the type of calendar.
Occurrences
From the dropdown, select the applicable calendar occurrences code.
Weeks
From the dropdown, select the number of weeks in a given year on the calendar.
This field is not available for the Fiscal calendar type.
Year
From the dropdown, select the applicable calendar year.
Company Calendar
Toggle On to identify the calendar as the company calendar.
These calendars are leveraged when multiple sites with varying calendar structures are included in Reporting and Analytics.
Name
Type the calendar name.
Description
Type a description of the calendar.
Start Date
Type the date when the calendar starts -OR- select the date from the popup calendar.
End Date
Type the date when the calendar ends -OR- select the date from the popup calendar (if applicable).
From the menu pane on the left, select Calendar Details to view the start date and end date of each period on the calendar.
From the upper-right of the screen, select Save.
Day Part Type
→ → →
To create a day part type:
From the Day Part Type homepage, select New Day Part Type.
Define the following settings:
Setting
Description
Code
Type a unique identification code for the day part type.
Name
Type the name of the day part type.
Description
Type a description of the day part type.
External ID
Type an alphanumeric external ID value for the day part type. This value is used to facilitate export files for external systems.
From the upper-right of the screen, select Save.
General Ledger Accounts
→ → →
The General Ledger Accounts module is a shared resource of Xenial Cloud Suite products.
For more information, see General Ledger Accounts.
Labor Matrix
→ → →
To create a labor matrix that is used to determine ideal labor cost for a site:
From the Labor Matrix List homepage, select New Labor Matrix.
From the General section, define the following settings:
Setting
Description
Name
Type a name for the labor matrix.
Job Group
From the dropdown, select the job group for the labor matrix.
Trigger
Define a trigger (e.g. Guest Count).
Method
Define a trigger (e.g. Hours).
Any Destinations
Toggle Yes if the labor matrix is applicable to any order destination.
Toggle No if the labor matrix is only applicable to particular order destinations.
From the Destinations dropdown, select the order destinations for the labor matrix.
From the Matrix section, select Add Item.
From the Add Item window, define settings for the trigger. The following describes the settings for the Guest Count trigger:
Setting
Description
Hours
Type the hour number for this record.
This value cannot be greater than 24.
Min Guests
Type the minimum number of guests for this hour.
For the first record in the matrix, set this field value to 0.
Max Guests
Type the maximum number of guests for this hour.
For the last record in the matrix, set this field value to 999.
From the lower-right of the Add Item window, select Save.
From the left menu pane of the Labor Matrix editor, select Availability.
From the Availability page, toggle Active to Active if the labor matrix is currently available for use.
Multi-site users: To the right of the field, select the globe icon to define values for each site.
From the upper-right of the screen, select Save.
Payment Type
→ → → →
To create a new payment type record:
From the Pay Type List homepage, select New Pay Type.
From the menu pane on the left, select a page and define the respective settings.
The following introduces the pages of the Payment Type editor.
Page
Description
Define general settings for a payment type record, including its name, payment class, and configuration options.
Define availability settings for a payment type by site and order source.
General
From the General page of the Payment Type editor, define the following settings:
Setting | Description | ||||||
|---|---|---|---|---|---|---|---|
Name | Type the payment type name. | ||||||
Payment ID | Type a unique identification code. | ||||||
Payment Class | From the dropdown, select the applicable classification for the payment type. Select General Card if the payment type is automatically detected by the application. The General Card payment class is useful in environments where guests can swipe their payment cards at any time during the transaction and do not rely on the cashier to prompt them to initiate payment. NoteFor field descriptions for specific payment classes, select the applicable link below: | ||||||
House Account Type | This setting is only available when House Account is selected as the Payment Class. The House Account Type indicates where the House Account is managed and provides validation for the system responsible for the account. From the dropdown, select the applicable house account type:
| ||||||
Allow Tip | Toggle On to enable customers to add a tip to their order when using this payment type to tender an order. When this setting is toggled On, define the following additional settings:
| ||||||
Restricted Product Tags | From the dropdown, select the product tags that are not allowed. The payment type cannot be used to tender order items that have been assigned the identified tags. A restricted payment type may be applied to orders that include both eligible and ineligible products for the payment type. The restricted payment type is applied to the amount of the order total for which it is eligible. The eligible currency amount is displayed on the payment button on the Tender screen. For example, if the EBT payment type is eligible to be applied to $2.00 of the order total, then $2.00 is displayed on the EBT payment button with an "Eligible" label. | ||||||
POS Onscreen Signature | Toggle On to open the customer-facing signature capture screen when this payment type is used. | ||||||
Allow on Deposits | Toggle On if the payment type is included in deposits. The payment type is available for selection when a deposit is created. | ||||||
Combine Tip and Signature screens | Toggle On to combine the tip and customer signature functions on the same screen. If this option is toggled Off, the tip and customer signature functions are displayed on separate screens. | ||||||
Prompt For Receipt On Final Payment | Toggle On to prompt the user to print a receipt for the final payment when this payment type is used. | ||||||
Change Back | Toggle On if the guest receives change back when this payment type is used. | ||||||
Open Cash Drawer | Toggle On to pop open the physical cash drawer when this payment type is used. | ||||||
Quick Pay | Toggle On to allow the cashier to select Quick Pay buttons from the Tender screen when this payment type is used. | ||||||
Signature Capture Threshold | Toggle On to require the cashier to capture a signature from the guest when the order total is greater than the defined threshold. In the Signature Capture Threshold Amount field, type the order total threshold for requiring a guest signature. |
General Settings (Benefit)
To define general settings for a benefit payment type (e.g. EBT):
Setting | Description | ||||||
|---|---|---|---|---|---|---|---|
Name | Type the payment type name. | ||||||
Payment ID | Type a unique identification code. | ||||||
Payment Class | From the dropdown, select Benefit. | ||||||
Allow Tip | Toggle On to enable customers to add a tip to their order when using this payment type to tender an order. When this setting is toggled On, define the following additional settings:
| ||||||
Restricted Product Tags | From the dropdown, select the product tags that are not allowed. The payment type cannot be used to tender order items that have been assigned the identified tags. A restricted payment type may be applied to orders that include both eligible and ineligible products for the payment type. The restricted payment type is applied to the amount of the order total for which it is eligible. The eligible currency amount is displayed on the payment button on the Tender screen. For example, if the EBT payment type is eligible to be applied to $2.00 of the order total, then $2.00 is displayed on the EBT payment button with an "Eligible" label. | ||||||
Program | From the dropdown, select the applicable benefit program associated with the payment type. | ||||||
POS Onscreen Signature | Toggle On to open the customer-facing signature capture screen when this payment type is used. | ||||||
Allow on Deposits | Toggle On if the payment type is included in deposits. The payment type is available for selection when a deposit is created. | ||||||
Combine Tip and Signature screens | Toggle On to combine the tip and customer signature functions on the same screen. If this option is toggled Off, the tip and customer signature functions are displayed on separate screens. | ||||||
Prompt For Receipt On Final Payment | Toggle On to prompt the user to print a receipt for the final payment when this payment type is used. | ||||||
Change Back | Toggle On if the guest receives change back when this payment type is used. | ||||||
Open Cash Drawer | Toggle On to pop open the physical cash drawer when this payment type is used. | ||||||
Quick Pay | Toggle On to allow the cashier to select Quick Pay buttons from the Tender screen when this payment type is used. | ||||||
Signature Capture Threshold | Toggle On to require the cashier to capture a signature from the guest when the order total is greater than the defined threshold. In the Signature Capture Threshold Amount field, type the order total threshold for requiring a guest signature. |
General Settings (Digital Wallet)
To define general settings for a Digital Wallet payment type:
Setting | Description | ||||||
|---|---|---|---|---|---|---|---|
Name | Type the payment type name. | ||||||
Payment ID | Type a unique identification code. | ||||||
Payment Class | From the dropdown, select Digital Wallet. | ||||||
Provider | From the dropdown, select the name of the payment provider or gateway that processes the payment. The Xenial Touchless provider uses a preconfigured button style and name on the POS. | ||||||
Flow Type | From the dropdown, select the desired option:
| ||||||
Print Tip Lines | Toggle On to print a line for the tip on the guest receipt when this payment type is used. | ||||||
Prompt For Receipt On Final Payment | Toggle On to prompt the user to print a receipt for the final payment when this payment type is used. |
General Settings (QR Code)
To define general settings for a QR Code payment type:
Setting | Description | ||||||
|---|---|---|---|---|---|---|---|
Name | Type the payment type name. | ||||||
Payment ID | Type a unique identification code. | ||||||
Payment Class | From the dropdown, select QR Code. | ||||||
Restricted Product Tags | From the dropdown, select the product tags that are not allowed. The payment type cannot be used to tender order items that have been assigned the identified tags. | ||||||
Provider | From the dropdown, select the name of the payment provider or gateway that processes the payment. The Xenial Touchless provider uses a preconfigured button style and name on the POS. | ||||||
Flow Type | From the dropdown, select the desired option:
| ||||||
Print Tip Lines | Toggle On to print a line for the tip on the guest receipt when this payment type is used. | ||||||
Prompt For Receipt On Final Payment | Toggle On to prompt the user to print a receipt for the final payment when this payment type is used. |
Availability
From the Availability page of the Payment Type editor, toggle Active to Active if the payment type is currently available for use.
Multi-site users: To the right of the field, select the globe icon to define values for each site.
Availability Conditions
The following describes how to restrict payment type availability by order source. A toast notification is displayed on the terminal at the POS if the cashier attempts to apply a restricted payment type.
From the Availability page, locate the Availability Conditions section.
From the 3-dot menu to the right of the Order Sources line, select Edit.
From the Condition dropdown on the Order Source Availability window, select the desired option:
Condition
Description
All
(Default) The payment type is available for all order sources.
Only the Following
The payment type is only available for the identified order sources.
Select Add Order Sources to identify the order sources where the payment type is available.
Excluding the Following
The payment type is available for all order sources EXCEPT for the identified order sources.
Select Add Order Sources to identify the order sources where the payment type is NOT available.
From the lower-right of the Order Source Availability window, select Add Condition.
Payment Type Scheme
→ → → →
To create a payment type scheme:
From the Pay Type Scheme List homepage, select New Pay Type Scheme.
Define the following settings:
Setting
Description
Name
Type a name for the payment type scheme.
Enable Order Tips
Select this option to enable the cashier to add a tip to the order at the POS.
When this option is enabled, select the desired options from the Allow Adding Tips Before Payment field:
Within Ordering Application - If selected, the user can add a tip to the order from the Order Entry screen at the POS.
On a Payment Device - If selected, the user can add a tip to the order from a payment device.
Note
The "Add Tip" item is available from the Tender screen regardless of the Enable Order Tips settings.
Payment Types
Select the payment types to include in the scheme.
From the Available column, select the payment types.
To select multiple payment types, hold down Crtl on the keyboard while selecting each type.
Select the right arrow to move the selected payment types to the Included column.
From the upper-right of the screen, select Save.
Note
Add the "Add Tip" item to the list of Available Order Options for the Terminal Scheme.
See the Order Entry page of the Terminal Scheme editor.
POS Job Code
→ → →
To create a POS job code:
From the upper-right of the POS Job Code List homepage, select New POS Job Code.
From the General section, define the following settings:
Setting
Description
Name
Type the name of the job code.
Job Code Rate
From the dropdown, select the rate to assign to the job code.
Description
Type a description of the POS job.
External ID
Type an alphanumeric external ID value for the job code. This value is used to facilitate export files for external systems.
From the upper-right of the screen, select Save.
Tags
→ → →
To create a tag:
From the upper-right of the Tag List homepage, select New Tag.
From the General section, define the following settings:
Setting
Description
Name
Type the tag name.
Tag ID
Type a unique ID code for the tag.
External ID
Type an alphanumeric external ID value for the tag. This value is used to facilitate export files for external systems.
Description
Type a detailed description of the purpose and function of the tag.
Background Color
Select the colored square to choose a background color for the tag.
Using a color identifier enables users to quickly identify trends and associated records.
Text Color
Select the colored square to choose a color for the tag text.
Usage
Select the modules where this tag is available for selection by the user.
From the upper-right of the screen, select Save.