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Xenial Product Documentation

Invoice

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

The Invoice area has two categories:

Invoice Category

Description

Unpaid

Orders with a status of closed that are paid by invoice

Paid

Invoiced orders that are paid

The invoice category determines the available actions.

Invoice Lists

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

The Unpaid and Paid Invoice Lists allow venue staff to quickly:

  • View a list of all unpaid or paid invoices,

  • Search for and sort invoices,

  • Select the order number to view additional details,

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

The Unpaid and Paid Invoice Lists display:

List Header

Description

Invoice Number

System-generated invoice ID

Order Number

System-generated order ID

Suite

The suite to deliver the order

Account

The account responsible for the order.

Contact

The individual responsible for the order. This is either the authorized user of an account or a temporary guest account.

Event

The event occurring for the day/time of the order

Event Date

The event start date

Invoice Total

Total amount of the invoice

Invoice Tip

Tip included in this invoice

Payment

Amount that has been paid for this invoice

Invoice Balance

Unpaid amount of the invoice

Due Date Range

The range within which the invoice's final payment deadline falls. It is calculated based on the number of days after the invoice's creation.

Note

This field remains blank when the invoice's Due Date Range is set to None.

Due Date

The specific date by which the invoice must be paid. It is determined by adding the Due Date Range to the invoice's creation date.

Note

This field remains blank when the invoice's Due Date Range is set to None.

Note

The Paid Invoice List does not display the Due Date Range and Due Date columns.

Invoice Details

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

Select an invoice to access the Invoice Details menu located on the left:

Invoice Details Options

Description

General

View general invoice information, such as Invoice Number, Invoice Total, Point of Contact, and Order Summary.

Payments

Add, remove, or refund payments.

General Details

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

Select an invoice to access the General menu on the left:

General Details Area

Field

Description

Invoice Details

Note

Paid invoice details do not include the Due Date Range and Due Date fields.

Invoice Number

System-generated invoice ID

Invoice Total

Total amount of the invoice

Invoice Tip

Tip included in this invoice

Payment

Amount that has been paid for this invoice

Invoice Balance

Unpaid amount of the invoice

Due Date Range

The range within which the invoice's final payment deadline falls. It is calculated based on the number of days after the invoice's creation.

Note

This field remains blank when the invoice's Due Date Range is set to None.

Due Date

The specific date by which the invoice must be paid. It is determined by adding the Due Date Range to the invoice's creation date.

Note

This field remains blank when the invoice's Due Date Range is set to None.

Point of Contact

Note

  • For SuiteSpot orders, information about the authorized users who placed the orders is used to populate the above fields and they can be modified.

  • After an order is created, changes to accounts and authorized user information will not have any effect on the order.

  • Modifying information in the Point of Contact section will not impact information that is configured via the 4-Dot MenuSuite CateringAccounts.

First Name

For an account order:

  • If an authorized user is selected for the account on the New Order popup, the first name, last name, email, and phone number of the authorized user are displayed and they can be modified.

  • If no authorized user is selected for the account on the New Order popup or the account does not have an authorized user, these fields are left blank but venue staff can manually fill in them.

For a guest order:

  • If the first name, last name, email, and phone numbers are specified on the New Order popup, they are displayed and they can be modified.

  • If the first name, last name, email or phone numbers are not specified on the New Order popup, these fields are left blank but venue staff can manually fill in them.

Last Name

Email

Phone (Business)

Phone (Home)

Phone (Mobile)

Order Summary

Order Number

System-generated order ID

Event

The event occurring for the day/time of the order

Event Date

The event occurring for the day/time of the order

Suite

The suite to deliver the order

Account

The account responsible for the order.

For an account order, the name of the selected account is displayed. For a temporary guest order, the first and last names (if there are any) of the guest are displayed.

Payments Details

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

Select an invoice to access the Payments menu on the left:

Payment Details

List Header

Description

Invoice Details

For details, see Invoice Details in General Details.

Payments

Type

Payment type. Credit card 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

  • 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

Transaction Type

Categorization of a transaction

Time Created

Time the payment record was created

Auth Code

Authentication code used for payment

Notes

User's notes for the payment record

Refund Orders

Refund Number

System-generated refund order ID

State

State of the refund order

Refund Amount

Amount of money that is returned to the customer

Refund Tip

Amount of tip that is returned to the customer

Refund Total

Refund Amount + Refund Tip

Refund Date

Date on which the refund is issued

Refund Type

Form in which a refund is issued. The value is Credit Card.

Refund Method

Credit card brand and card number to which the refund is issued

Reason to Refund

Explanation or cause for why the refund is requested

Add Payment

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

To add a payment to an invoice:

  1. Navigate to the Suite Catering Invoice area.

  2. From the menu on the left, select Unpaid Invoice.

  3. From the Unpaid Invoice list, select the invoice.

    • Alternatively, select the checkbox next to the invoice, and in the upper-left of the Unpaid Invoice List, select Pay from the Actions dropdown. Then proceed to Étape 7.

  4. From the Unpaid Invoice Detail menu on the left, select Payments.

  5. Locate the Payments area.

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

  7. In the Add Payment popup, use the Payment Type dropdown to select a payment type.

    • If a credit card payment type is selected, the Pay by a New Card option displays additional required fields such as Card Number, CVV, Expiration Month, and Expiration year. For additional information, see Pay by a New Card.

  8. From the lower-right of the Add Payment popup, select Capture.

Pay by a New Card

During the Add Payment process, when the Pay by a New Card option is selected, the new credit card information is used only as a one-time payment method and is not saved on the account for future use.

Refund Payment

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

Only credit card payments can be refunded.

To refund a payment:

  1. Navigate to the Suite Catering Invoice area.

  2. From the menu on the left, select InvoiceUnpaid Invoice or InvoicePaid Invoice

  3. From the Paid Invoice List or Unpaid Invoice List, select the invoice.

  4. From the menu on the left, select Payments.

  5. Locate the Payments area.

  6. From the Payments area, select one credit card payment to be refunded.

    • Only one payment can be refunded at a time.

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

  8. On the Refund popup, type the amount to refund, tip to refund, and reason to refund.

  9. From the lower-right of the Refund popup, select Refund.

    • Alternatively, select Cancel.

    Note

    After the payment is refunded successfully, a refund order is displayed in the Refund Orders area. For more information, see Payments Details.

Remove Payment

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

Only custom payments can be removed.

To remove a payment from an invoice:

  1. Navigate to the Suite Catering Invoice area.

  2. From the menu on the left, select Unpaid Invoice.

  3. From the Unpaid Invoice list, select the invoice.

  4. From the Unpaid Invoice Detail menu on the left, select Payments.

  5. Locate the Payments area.

  6. From the Payments area, select one custom payment to be removed.

    • Only one payment can be removed at a time.

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

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

    • Alternatively, select Cancel to cancel removing the payment.

Send Invoice Receipt Email

Xenial Cloud Portal 4-Dot Menu Suite Catering Invoice

To send invoice receipt emails:

  1. Navigate to the Suite Catering Invoice area.

  2. From the menu on the left, select Unpaid Invoice or Paid Invoice.

  3. From the Unpaid Invoice list or Paid Invoice List, select the invoice(s).

  4. From the upper-left corner of the Unpaid Invoice list or Paid Invoice List, select Send Invoice Receipt Email from the Actions dropdown.

    • If the selected invoices' orders do not contain email addresses, a popup will appear, asking whether you want to add email addresses for them.