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Xenial Product Documentation

Back Office Settings

Xenial Cloud Portal 4-Dot Menu Data Management 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

Calendar

Create various calendar types, including fiscal calendars and Suite Catering calendars.

Day Part Type

Day Parts are used when creating product menus and defining product pricing.

Day Part examples include: Breakfast, Lunch, Dinner, Late Night.

Labor Matrix

Define a specific labor matrix that is used to determine ideal labor cost for a site.

Payment Type

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.

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.

POS Job Code

POS Job Codes are associated with employees to identify their respective Job at the POS. Define a pay rate for each Job Code.

Tags

Associate product records with descriptive identifiers of "tags" to group similar records together when using the Data Management editors.

Examples of product tags include: EntreesBeveragesSalads, and Condiments.

Calendar

Xenial Cloud Portal Data Management Back Office Settings Calendar

To create a new calendar record:

  1. From the Calendar List homepage, select New Calendar.

  2. 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).

  3. From the menu pane on the left, select Calendar Details to view the start date and end date of each period on the calendar.

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

Day Part Type

Xenial Cloud Portal Data Management Back Office Settings Day Part Type

To create a day part type:

  1. From the Day Part Type homepage, select New Day Part Type.

  2. 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.

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

General Ledger Accounts

Xenial Cloud Portal 4-Dot Menu Data Management Back Office Settings

The General Ledger Accounts module is a shared resource of Xenial Cloud Suite products.

For more information, see General Ledger Accounts.

Labor Matrix

Xenial Cloud Portal Data Management Back Office Settings Labor Matrix

To create a labor matrix that is used to determine ideal labor cost for a site:

  1. From the Labor Matrix List homepage, select New Labor Matrix.

  2. 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.

  3. From the Matrix section, select Add Item.

  4. 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.

  5. From the lower-right of the Add Item window, select Save.

  6. From the left menu pane of the Labor Matrix editor, select Availability.

  7. 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.

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

Payment Type

Xenial Cloud Portal 4-Dot Menu Data Management Back Office Settings Payments Payment Type

To create a new payment type record:

  1. From the Pay Type List homepage, select New Pay Type.

  2. 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

    General

    Define general settings for a payment type record, including its name, payment class, and configuration options.

    Availability

    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.

External ID

Type the external identifier to assign to the payment type record.

External identifiers are references used by third-party partners / integrators.

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.

Note

For 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:

  • Xenial House Account

  • Xenial Suite Catering Account

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:

Tip Threshold

Type the maximum tip amount.

Print Tip Lines

Toggle On to print a line for the tip on the guest receipt.

POS Onscreen Tip

Toggle On to open the customer-facing tip options screen.

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.

Allowed for Refund

Toggle On if the payment type can be used for a refund.

Allowed for Return

Toggle On if the payment type can be used for a product return.

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.

External ID

Type the external identifier to assign to the payment type record.

External identifiers are references used by third-party partners / integrators.

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:

Tip Threshold

Type the maximum tip amount.

Print Tip Lines

Toggle On to print a line for the tip on the guest receipt.

POS Onscreen Tip

Toggle On to open the customer-facing tip options screen.

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.

Allowed for Refund

Toggle On if the payment type can be used for a refund.

Allowed for Return

Toggle On if the payment type can be used for a product return.

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.

External ID

Type the external identifier to assign to the payment type record.

External identifiers are references used by third-party partners / integrators.

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 predefined button style and name on the POS.

Flow Type

From the dropdown, select the desired option:

Both Merchant and Customer

Display to the guest and merchant.

Customer Presented

Display to the guest only.

Merchant Presented

Display to the merchant only.

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.

External ID

Type the external identifier to assign to the payment type record.

External identifiers are references used by third-party partners / integrators.

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 predefined button style and name on the POS.

Flow Type

From the dropdown, select the desired option:

Receipt and POS Display

Display the QR code on the guest receipt and POS screen.

POS Display Only

Display the QR code on the POS screen only.

Receipt Only

Display the QR code on the guest receipt only.

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.

  1. From the Availability page, locate the Availability Conditions section.

  2. From the 3-dot menu to the right of the Order Sources line, select Edit.

  3. 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.

  4. From the lower-right of the Order Source Availability window, select Add Condition.

Payment Type Scheme

Xenial Cloud Portal 4-Dot Menu Data Management Back Office Settings Payments Payment Type Scheme

To create a payment type scheme:

  1. From the Pay Type Scheme List homepage, select New Pay Type Scheme.

  2. 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.

    1. From the Available column, select the payment types.

      To select multiple payment types, hold down Crtl on the keyboard while selecting each type.

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

  3. 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

Xenial Cloud Portal Data Management Back Office Settings POS Job Code

To create a POS job code:

  1. From the upper-right of the POS Job Code List homepage, select New POS Job Code.

  2. 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.

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

Tags

Xenial Cloud Portal Data Management Back Office Settings Tag

To create a tag:

  1. From the upper-right of the Tag List homepage, select New Tag.

  2. 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.

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