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Back Office Settings

Xenial Portal Data Management Back Office Settings

The following describes how to configure back office settings for the Xenial Ordering application using Data Management.

Create a Day Part Type

To create a new day part type:

  1. From the Xenial Portal, select Data Management.

  2. From the Back Office Settings menu, select Day Part Type.

  3. Select New Day Part Type.

  4. In the Code field, type a unique identification code for the day part type.

  5. In the Name field, type the name of the day part type.

  6. In the Description field, type a description for the day part type.

  7. In the External ID field, type an alphanumeric external ID value for the day part type. This value is used to facilitate export files for external systems.

  8. Select Save.

Create a General Ledger Account

Xenial Portal Data Management Back Office Settings

To create a General Ledger account:

  1. From the General Ledger Account homepage, select New General Ledger Account.

  2. In the Name field, type the name of the account.

  3. In the Description field, type a description of the account.

  4. Set the Active toggle to Active if the General Ledger account record is currently active.

    • Multi-site users: To the right of the field, select the globe icon to define values for each site.

  5. In the Account Number field, type the account number.

  6. Toggle Allowed for Paid In to On if the General Ledger account may be used for Paid In transactions at the POS application.

  7. Toggle Allowed for Paid Out to On if the General Ledger account may be used for Paid Out transactions at the POS application.

  8. In the upper-right of the screen, select Save.

Create a Payment Type

To create a new payment type record:

  1. From the Xenial Portal, select Data Management.

  2. From the Back Office Settings menu, select Payments.

  3. Select Payment Type.

  4. Select New Pay Type.

  5. Configure the record as needed.

Define General Settings for a Payment Type

Xenial Portal Data Management Back Office Settings Payments Payment Type

To define general settings for a payment type record:

  1. From the menu pane on the left, open the General page of the payment type record.

  2. In the Name field, type the payment type name.

  3. In the Payment ID field, type a unique identification code.

  4. From the Payment Class dropdown, select the applicable classification for the payment type.

    • For information about the QR Code payment class, please see Define General Settings for a QR Code Payment Type.

    • Select the General Card payment class if the payment type is automatically detected by the application. This is useful in environments where customers swipe their own payment cards at any time during the transaction process and do not rely on the cashier to prompt them to initiate payment.

  5. Set the Allow Tip toggle to On to enable customers to add a tip to their order when using this payment type to tender an order.

    • In the Tip Threshold field, type the maximum tip amount.

    • Set the Print Tip Lines toggle to On to print a line for the tip on the customer receipt when this payment type is used.

    • Set the POS Onscreen Tip toggle to On to open the customer-facing tip options screen when this payment type is used to tender an order.

  6. Set the POS Onscreen Signature toggle to On to open the customer-facing signature capture screen when this payment type is used to tender an order.

  7. Set the Allow on Deposits toggle to On if the payment type is included in deposits. The payment type is available for selection when a deposit is created.

  8. Set the Combine Tip and Signature screens toggle to On to combine the tip and customer signature functions on the same screen. If this option is NOT selected, the tip and customer signature functions are displayed on separate screens.

  9. Set the Prompt For Receipt On Final Payment toggle to On to prompt the user to print a receipt for the final payment when this payment type is used.

  10. Set the Change Back toggle to On if the customer receives change back when using this payment type.

  11. Set the Open Cash Drawer toggle to On to pop open the physical cash drawer when this payment type is used.

  12. Set the Quick Pay toggle to On to allow the cashier to select the Quick Pay buttons on the Tender screen when this payment type is used.

  13. Set the Signature Capture Threshold toggle to On to require the cashier to capture a customer signature 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 customer signature.

Define General Settings for a QR Code Payment Type

Xenial Portal Data Management Back Office Settings Payments Payment Type

To define general settings for a payment type record:

  1. From the menu pane on the left, open the General page of the payment type record.

  2. In the Name field, type the payment type name.

  3. In the Payment ID field, type a unique identification code.

  4. From the Payment Class dropdown, select QR Code.

  5. From the Provider 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.

  6. From the Flow Type dropdown, select the desired option:

    • Receipt and POS Display - Display the QR code on the customer receipt and the POS screen.

    • POS Display Only - Only display the QR code on the POS screen.

    • Receipt Only - Only display the QR code on the customer receipt.

  7. Set the Print Tip Lines toggle to On to print a line for the tip on the customer receipt when this payment type is used.

  8. Set the Prompt For Receipt On Final Payment toggle to On to prompt the user to print a receipt for the final payment when this payment type is used.

Define Availability Settings for a Payment Type

Xenial Portal Data Management Back Office Settings Payments Payment Type

Define availability settings for a payment type, including:

  • Availability at each site

  • Availability restrictions by order source

Payment Type Availability

Xenial Portal Data Management Back Office Settings Payments Payment Type

To define the availability of a payment type:

  1. From the pane on the left, open the Availability page of the payment type record.

  2. On the Availability page, locate the Availability section.

  3. Set the Active toggle to Active if the payment type is available for use.

    • Multi-site users: To the right of the field, select the globe icon to define values for each site.

Restrict Payment Type Availability by Order Source

Xenial Portal Data Management Back Office Settings Payments Payment Type

Restrict payment type availability by order source (e.g. Mobile App, Web Site, Restaurant Terminal). For example, the ability to use a credit card to tender an order is restricted to orders placed on the Web Site.

A toast notification is displayed on the terminal when the cashier attempts to apply a payment type that is not accepted.

To restrict payment type availability by order source:

  1. From the pane on the left, open the Availability page of the payment type record.

  2. On the Availability page, locate the Availability Conditions section.

  3. Locate the Order Sources line on the grid.

  4. On the right of the Order Sources line, select the vertical blue ellipsis, and then select Edit from the dropdown.

  5. From the Condition dropdown on the Order Source Availability dialog, select the desired option:

    • All - (Default) The payment type is available for all order sources.

    • Only the Following - The payment type is only available for the selected order sources. Select Add Order Sources to select the order sources where the payment type is available.

    • Excluding the Following - The payment type is available for all order sources EXCEPT for the selected order sources. Select Add Order Sources to select the order sources where the payment type is NOT available.

Nota

Order source records are created using the Order Source editor, which is accessible from the following menu:

Xenial Portal Data Management Ordering Settings Settings

Create a Payment Type Scheme

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.

To create a new payment type scheme:

  1. From the Xenial Portal, select Data Management.

  2. From the Back Office Settings menu, select Payments.

  3. Select Payment Type Scheme.

  4. Select New Pay Type Scheme.

  5. In the Name field, type a name for the payment type scheme.

  6. Select Enable Order Tips to enable the user to add a tip to the order at the Ordering application.

  7. In the Payment Types section, 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 and select each type.

    • Select the right arrow to move the selected payment types to the Included column.

  8. Select Save.

Create a POS Job Code

To create a new POS job code:

  1. From the Xenial Portal, select Data Management.

  2. From the Back Office Settings menu, select POS Job Code.

  3. Select New POS Job Code.

  4. In the Name field, type the name of the job code.

  5. From the Job Code Rate dropdown, select the rate to assign to the job code.

  6. In the Description field, type a description for the POS job.

  7. In the External ID field, type an alphanumeric external ID value for the job code. This value is used to facilitate export files for external systems.

  8. Select Save.

Create Tag

Tag records with descriptive terms to group similar records together. Examples of product tags include: EntreeBeverageVegetable, and Condiment.

To create a tag:

  1. From the Xenial Portal, select Data Management.

  2. From the Back Office Settings menu, select Tag.

  3. From the upper-right of the Tag List screen, select New Tag.

  4. In the Name field, type the tag name.

  5. In the Tag ID field, type a unique ID code for the tag.

  6. In the External ID field, type an alphanumeric external ID value for the tag. This value is used to facilitate export files for external systems.

  7. In the Description field, type a detailed description of the purpose and function of the tag.

  8. Select the Background Color field to select a background color for the tag. Using a color identifier enables users to quickly identify trends and associated records.

  9. Select the Text Color field to select the color for the tag text.

  10. From the Usage field, select the modules where this tag is available for use.

  11. From the upper-right of the screen, select Save.