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Define Ordering Application Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define Ordering Application settings, open the Ordering Application section of the Site Preferences editor.

Define Ordering Access Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define site-specific employee access settings for the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Access section.

  3. Select Auto Logoff to automatically log off the user from the terminal after a specified amount of time of inactivity.

    • In the Logoff Timeout (seconds) field, type the number of seconds of inactivity that must pass before the user is automatically logged off.

    • From the With Open Order dropdown, select the desired option:

      • Suspend Order and Log Out - (default) If an order is open when the Logoff Timeout value expires, the order is suspended and the user is logged off.

      • Do not Log Out - If an order is open when the Logoff Timeout value expires, the user is NOT logged off.

  4. From the Sign-in Method dropdown, select the desired method for signing in to the Ordering application:

    • Combo - Type the User ID and PIN on the same screen.

    • Complex - Type the User ID on the first screen and the PIN on the second screen.

    • User ID Only - Type the User ID only to sign-in to all POS authentication screens, including approval popups. A PIN is not required. The User ID is masked.

  5. From the Prompt Table Number/Name dropdown, select the desired table prompt type:

    • None - The order taker is not prompted for a table number or a customer name.

    • Name - The order taker is prompted for the customer name to associate with the order.

    • Number - The order taker is prompted for the table number to associate with the order.

  6. Select Employee Password Expires to define an expiration period for the passwords that employees use to access the Ordering application.

    • In the Expiration Period (days) field, type the number of days a password remains valid before the employee is required to change it. The maximum value is 999.

  7. Select Time Clock Enabled if clock in/out functionality is used to track employee shifts and hours worked. Select the desired time clock options:

    Option

    Description

    Enable Time Clock For Salaried Employees

    Enable the Clock In/Out function for salaried employees.

    Enable Breaks

    Enable the Break In/Out function for employees. Select the desired options:

    • Select Break Type - Require employees to select the break type on break out.

    • Prevent Early Break End - Prohibit employees from returning from their break before the allotted time.

    • Prevent Break Out with Open Orders - Prohibit employees from going on break when they are assigned to one or more open orders.

    • Print Chit on Break Start - Print break out details automatically when an employee starts a break.

    • Print Chit on Break End - Print break in details automatically when an employee ends a break.

    Auto Clock Out on EOD

    From the dropdown, select the clock out option to perform automatically when End of Day is processed:

    • None - (Default) Do not automatically clock out any employees.

    • Clock Out all Employees during EOD - Automatically clock out all employees.

    Prevent Clock Out with Open Drawers

    Prohibit employees from clocking out when they are assigned to one or more drawers that have not yet been closed and finalized.

    Prevent Clock Out with Open Orders

    Prohibit employees from clocking out when they are assigned to one or more open orders

    Print Chit on Clock In

    Print clock in details automatically when an employee clocks in.

  8. Select Print Chit on No Sale to automatically print a chit when a No Sale operation is performed. The details printed on the chit include: Date/Time, Register ID, Drawer ID, employee name, and the amount of time the physical drawer remained open.

  9. Select Enable Floor Plans to enable the use of the table service floor plan feature.

  10. Select Enable Bar Tabs to enable the order taker to open bar tabs for customers.

    • In the Pre-Auth Amount field, type the currency amount to apply to preauthorize a customer's credit card when opening a bar tab.

  11. Select Restrict Updates to Split Orders After Elapsed Time to prohibit the user from modifying items and performing actions on a split order after a certain amount of time has elapsed.

    • The following item actions are prohibited: Share, Change Quantity, Duplicate, Change Price, Convert, Combo, Split and Modify, Move, Comment, Detailed Info, Kitchen Hold.

    • The following item manipulations are prohibited: Add/delete modifiers or child items, change item quantities, change size variations, increase the quantity of existing items, add a new item, select a menu category.

    • The following order actions are prohibited: Split Order, Quantity, Gift Cards, Order Segments, Suspend Order.

    • In the Elapsed Time (seconds) field, type the number of seconds that must elapse after an order is split before the split order restrictions are enforced. The default value is 1800.

Define Ordering Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define site-specific ordering settings for the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Ordering section.

  3. Select Allow Gift Card Cash Out to allow customers to redeem the remaining balance on their gift card for cash.

    • In the Maximum Cash Out Amount field, type the maximum gift card balance that may be redeemed for cash.

  4. Select Modify Items After Adding if order items are expected to be modified after they are added to an order. The order taker is automatically prompted to select modifiers and/or fulfill bundle components after adding an item to an order.

  5. Select Advance on Component Fulfillment to enable the following feature: When the cashier adds a bundled product (or combo meal) to an order, automatically display the next bundle component after the cashier fulfills the current component. The cashier does not have to select the menu tab for the next component.

  6. Select Apply Automatic Discounts to enable the application of automatic discounts.

    • An automatic discount is automatically applied to orders that meet the criteria defined for the discount. The discount is not manually applied by the cashier.

    • Automatic discounts are applied when:

      • The cashier selects Total Order to proceed to the Tender screen.

      • The cashier selects Send to send the order to the kitchen.

      • The cashier selects Save to save the order. The discount remains on the order when the operator selects Recall Saved Order to recall the order.

  7. From the Order Tendering Workflow dropdown, select the desired workflow for tendering orders on the Tender screen.

    • Amount First - The cashier types the currency value then selects the pay type. For example, to tender an order with $5.00 cash, the cashier types 5.00, then selects Cash.

    • Type First - The cashier selects the pay type then types the currency value. For example, to tender an order with $5.00 cash, the cashier selects Cash, then types 5.00.

  8. Select Combine Like Items to combine identical order items on the order item listbox. This feature conserves space and makes the order easier to read.

    • When order items are combined, the quantity displayed next to the item name is updated accordingly.

  9. From the Display Terminal Identification dropdown, select the terminal identification information to display in the screen header of the ordering terminals.

    The available options include:

    • Name - The terminal name (e.g. Line Buster)

    • Number - The terminal number

    • Name and Number - (default) The terminal name and number

  10. Select Display Tax Exempt Prompt to prompt the cashier to capture the customer's tax exempt ID when tendering a tax exempt order.

  11. Select Log Payments to collect all payment module messages.

    • These messages can be sent to an employee via the Mail payment log function, which is available on the Functions menu of the Ordering application.

    • The messages are sent from the email address that was used to access the Xenial Portal.

  12. In the Notification Polling Rate field, type the desired interval (in milliseconds) at which to poll the Amazon Simple Queue Service (SQS) queue (1000 milliseconds = 1 second).

    • SQS is used to send messages via web service applications.

  13. Select Allow Multiple Tills to allow for the assignment of more than one drawer session to a cashier at the same time. The cashier will have the ability to transact sales on multiple tills on different terminals.

    • This feature is only available in Employee Banking Mode. Configure the Banking Mode at the terminal scheme level using the Drawers tab of the Terminal Scheme editor.

  14. Select Allow Drawer Floating to allow cashier to move their physical cash drawer from one terminal to another.

  15. Select Enable Partial Payments to allow cashiers to save and suspend orders with applied partial payments. This enables cashiers to finalize a partially paid order at a later time and process other orders in the meantime.

  16. From the Voiding field, select the events that cause items to be Voided rather than Cancelled when they are removed from an order.

  17. From the Reason Capture field, select the transactions that require the cashier to select a reason code. The selected reason code explains why the cashier performed the transaction.

  18. Select Print Kitchen Void Slips to automatically print a kitchen slip when a cashier voids an order.

  19. Select Prompt Another Item on Manual Entry to prompt the cashier to enter another product barcode (PLU) after the successful manual entry of a product barcode (PLU).

    • If the cashier dismisses the prompt, the cashier is returned to the Order Entry screen.

    • If this feature is NOT enabled, the cashier is automatically returned to the Order Entry screen after the successful manual entry of a product barcode (PLU).

  20. Select Prompt for table on new order to require the cashier to select a table when entering a new order.

  21. Select Prompt Sign-in to prompt the cashier to sign in after each completed transaction.

    • This feature provides extra security to ensure the Ordering application is not accessed by unauthorized users.

  22. Select Enable Saving Empty Orders to allow the cashier to Save orders that do not contain any items. Enabling this feature is useful in a drive-thru environment.

  23. Select Prompt for Order Information on Order Park to require the order taker to capture customer details when the status of an order is changed to Parked.

    To define the customer details the order taker must capture:

    • Locate the Order Information section.

    • For each item listed in the Customer/Order Information column, select the desired option:

      • No Prompt - Do not prompt the order taker to capture this information.

      • Optional - Provide the option to capture this information.

      • Required - Require the order taker to capture this information to complete the order.

  24. From the Limit Order Transfer To field, select the employee jobs that are eligible for order transfers. Select Select All to select all the listed jobs.

    When the user at the POS selects the Transfer To function to transfer an order to another employee, an employee list opens enabling the user to select the recipient of the order transfer. The employees included on this list are determined by the Limit Order Transfer To field selection(s).

Define Drawer Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define site-specific cash drawer settings for the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Drawer section.

  3. Set the Blind Drawer Counts toggle to the desired setting.

    • When toggled On, the drawer session sales total is NOT displayed to the employee when they close a drawer and perform a drawer count. The expected drawer amount is only displayed after the employee enters their manual count.

      • The "Cash Expected" total is not displayed in the Cash over/short section on the Drawer Audit Report screen.

      • The “Cash Expected” and "Variance" totals are not displayed in the Cash over/short section on the printed Drawer Audit Report receipt.

      • By not allowing visibility to sales totals this loss prevention feature precludes employee theft when the actual amount in the drawer is greater than the expected amount

    • This setting does not affect the Count Drawer - Variance screen.

  4. Set the Force Recount on Significant Variance toggle to the desired setting.

    • When toggled On, employees are forced to recount a drawer if the variance between the expected amount and the actual amount exceeds a specified value. Define one or both of the following values.

      • In the Variance Amount field, type the dollar amount that triggers a recount. If the variance between the expected amount and the actual amount is equal to or greater than this amount, the employee is forced to perform a recount.

      • In the Variance Percent field, type the percentage that triggers a recount. If the variance between the expected amount and the actual amount is equal to or greater than this percentage, the employee is forced to perform a recount.

    • This feature allows for error correction without exposing the variance to the employee who counts the drawer. If the variance exceeds the specified value or percentage after the employee performs a recount, the employee is not prompted to recount the drawer a third time.

  5. In the Cash Threshold field, type the maximum amount of cash to allow a drawer to contain before the cashier is prompted to perform a Cash Pull. To allow an unlimited amount of cash, type 0 in this field.

Define Printing Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define site-specific printing settings for the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Printing section.

  3. Select Print Declined Payment Slips to print slips for declined payment card transactions.

  4. From the Receipt Delivery Method dropdown, select the preferred method for printing customer receipts:

    • No Receipt - Do NOT automatically print a receipt.

    • Always Print - Automatically print a receipt for each order.

    • Prompt - Prompt the cashier to choose whether or not to print a receipt. When selected, two additional options are available:

      • Display Print Option - Provide the cashier with the option to print a receipt.

      • Display Email Option - Provide the cashier with the option to email a receipt.

  5. Select Print on Save to automatically print a customer receipt when the cashier saves an order.

    • The Print on Save setting value defined for a specific terminal scheme overrides this setting value.

  6. Select Print Customer Receipts for Online Orders to automatically print customer receipts for all new online orders consumed from the SQS queue. Receipts are printed for Committed orders (Paid and Unpaid).

    • From the Printer for Online Order Receipts dropdown, select the printer where the receipts are printed.

      If the selected printer is not mapped to the site, a prompt is displayed providing the option to map the printer. Verify that the printer connection settings and a receipt template are configured for the site before loading the POS application on the site terminal(s).

Define Kitchen Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define site-specific kitchen settings for the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Kitchen Settings section.

  3. In the Kitchen URL field, type the URL for the kitchen API.

  4. From the Send Orders to Kitchen Video dropdown, select the desired method for sending orders to the Kitchen application.

    • None - Do not send orders to the kitchen.

    • Send On Total - Send order information when the cashier selects either the Total or the Send button. 

      • This method enables the kitchen staff to prepare the food while the customer pays for their order.

    • Send On Tender - Send order information after the cashier tenders the order.

      • This method enables the kitchen staff to prepare the food after the customer pays for their order.

    • Send One Behind - Send order information one item behind.

      • Each time the cashier adds an item to an order, send the previous order item to the kitchen. 

      • This method enables the kitchen staff to prepare the food while the customer is placing their order.

    • Send On Save - Send order information to the kitchen when the operator selects the Save button to save the order. 

      • This method enables the kitchen staff to prepare the food while the customer waits to pay for their order.

  5. From the Send Orders to Kitchen Printer dropdown, select the desired method for sending orders to the kitchen printer.

    • None - Do not send orders to the kitchen printer.

    • Print On Total - Send order information to the printer when the cashier selects either the Total or the Send button.

      • This method prints a kitchen chit while the customer pays for their order

    • Print On Tender - Send order information to the printer after the operator tenders the order.

      • This method prints a kitchen chit after the customer pays for their order.

    • Print On Save - Send order information to the printer when the operator selects the Save button to save the order.

      • This method prints a kitchen chit while the customer waits to pay for their order.

  6. In the Kitchen Lead Time for Future Orders (seconds) field, type the amount of time (in seconds) before the defined Fulfillment Date/Time to send a future order to the kitchen application.

    • This setting allows enough time for the kitchen staff to prepare the order items by the time the Fulfillment Date/Time arrives.

Setup the Ordering Application Logo

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

Display the Xenial logo on the Ordering application or upload a custom logo:

Xenial Logo

To display the Xenial logo on the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Company Logo section.

  3. From the dropdown, select Use Xenial Logo.

Nota

The Image URL field contains the URL of the logo file on the S3 Bucket. This field cannot be edited. The URL may be copied and pasted elsewhere if desired.

Custom Logo

To display a custom logo on the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Company Logo section.

  3. From the dropdown, select Specified Logo.

  4. Select Change.

  5. From the Source dropdown, select the desired option.

    • Upload Image - Upload an image file from the local computer or network. Select Choose File to locate and select the desired file.

    • URL - Specify the URL of the image file. Type the URL or file path of the desired file in the Address field.

  6. Select Done.

Nota

  • The maximum file size when uploading an image is 2MB.

  • Xenial is not responsible for any copyright violations.

  • The Image URL field contains the URL of the logo file on the S3 Bucket. This field cannot be edited. The URL may be copied and pasted elsewhere if desired.

Define Employee Time and Attendance Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define how employee schedules and attendance rules are enforced at a site:

  1. Open the Ordering Application section.

  2. Open the Time and Attendance section.

  3. Set the Enforce Schedule toggle to On to enforce the employee time and attendance settings.

    • Set the Enforce On Clock In toggle to On to require manager approval if an employee attempts to clock in before or after their scheduled shift begins.

    • In the Clock In Grace Period (minutes) field, type the number of minutes an employee may clock in before or after their scheduled shift begins without manager approval.

    • Set the Enforce On Clock Out toggle to On to require manager approval if an employee attempts to clock out before or after their scheduled shift ends.

    • In the Clock Out Grace Period (minutes) field, type the number of minutes an employee may clock out before or after their scheduled shift ends without manager approval.

Define Network Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define advanced Ordering settings:

  1. Open the Ordering Application section.

  2. Open the Advanced Settings section.

  3. Toggle Enable UDP multicast to On if the router uses different subnets (multicast). Enable this toggle to setup an environment where the POS and Kitchen applications operate in different subnetworks.

    • In the Multicast IP Address field, type the multicast IP address configured for the router or the IP multicast address range.

  4. From the Sync POS Data dropdown, select the desired option for the synchronization of data between POS terminals. Selective data synchronization optimizes POS application performance.

    Sync All

    Synchronize all data between the POS terminals.

    Do Not Sync

    Do NOT synchronize any data between the POS terminals.

    Sync Only Selected Collections

    Synchronize only selected data types between the POS terminals.

    When this option is selected, a list of data types is displayed. For each data type to include in data synchronization, set the Available toggle to Yes.

Define Camera Settings

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To define site-specific camera settings for the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Camera Settings section.

  3. Set the Make Camera Default Scanning Device to On to automatically launch the integrated camera for supported functions and item scanning.

  4. For each of the following functions, set the toggle to On to allow the cashier to scan items using an integrated camera:

    • XPR Payment

    • Gift Card

    • Loyalty

    • Order Lookup

Select Workflows

Xenial Portal Data Management Ordering Settings Settings Preferences Edit site preferences

To select workflows for the Ordering application:

  1. Open the Ordering Application section.

  2. Open the Workflows section.

  3. From the End Of Business Date dropdown, select the workflow for EOD business operations.

Nota

To create workflows, see Workflows.