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Accounts

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts

The Accounts area allows venue staff to:

Use the menu on the left to navigate to the following:

Accounts Options

Description

Account Setup

Setup or edit general account information.

Suite Assignment

Assign suites and subscribe to events.

Authorized Users

Add, edit, delete, and manage primary and authorized users for the account.

Notes

Create and review notes from the suite owner and/or venue staff.

Payments

Add or edit credit cards, enable invoice payment, and customize payment types.

Accounts List

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts

The Accounts List allows Venue Staff to quickly:

  • View a list of all existing accounts,

  • Search for accounts by Account Name,

  • Sort accounts by Account Name,

  • Select an account directly for additional options, such as edit, delete, or refresh menus for an account,

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

The Account List displays:

List Header

Description

Account Name

Name of the account

Account ID

ID of the account

Create Account

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts

To create an account:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the upper-right of the Account area, select New Account.

  4. In the Account Name field of the New Account popup, type a unique account name.

  5. In the Account ID field of the New Account popup, type a unique account ID.

  6. In the Temporary Guest field of the New Account popup, toggle it to Yes if needed.

    • Once the account is created, the selection of the Temporary Guest toggle is immutable and cannot be modified.

  7. From the lower-right of the New Account popup, select Create.

    • Alternatively, select Cancel to return to the Account List.

  8. To continue account setup, see Setup or Edit Account.

Setup or Edit Account

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Account Setup

To setup or edit general account information or to apply an account discount or fee:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the Accounts List, directly select the account.

    • Alternatively, select the account checkbox and use the Actions dropdown to select Edit.

  4. From the menu on the left, select Account Setup.

  5. From the Account area, use the ADO Price Point dropdown to select the price point.

  6. From the Account area, use the EDO Price Point dropdown to select the price point.

  7. If needed, toggle Edit Par Stock Template to Yes to allow permission for editing par stock templates.

    • This field is not visible for temporary guest accounts.

  8. If needed, toggle Administrative Account to Yes to grant the account administrative permissions.

    • Activating the Temporary Guest toggle to Yes concurrently sets and disables the Administrative Account toggle to No.

  9. The Account Contact area automatically populates after primary user information is typed in the Authorized Users area.

    • This area is not visible for temporary guest accounts.

  10. From the Discounts & Admin Fees area, select the Discounts field to select the discount tags associated with the account. Add multiple tags by selecting the field again.

  11. From the Discounts & Admin Fees area, toggle Use the Default Fees to Yes.

    • By default, this option is toggled on for all the existing accounts and toggled off for all the new accounts.

    • If toggling Use the Default Fees to Yes, the admin fees defined in the suite admin settings will be applied. For details about suite admin settings-level admin fees, refer to Select Admin Fee.

  12. From the Discounts & Admin Fees area, select the Admin Fees field to select the admin fees tags associated with the account. Add multiple tags by selecting the field again.

    • The Admin Fees field is disabled if toggling Use the Default Fees to Yes.

  13. From the upper-right of the Accounts area, select Save.

  14. If necessary, continue to the Assign Suite to Permanent Account procedure.

Discount and Admin Fees Settings

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts

Suite Catering allows venue staff to set up special discounts and admin fees for an account. Apply discounts and admin fees as: Advanced Day Order, Event Day Order, or Par Stock.

Set up discount dropdown options through Xenial Data Management Discount List.

Set up admin fees dropdown options through Xenial Data Management Fees.

To update discount and admin fees settings for an account, follow the procedure for Setup or Edit Account.

Suite Assignment List

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Suite Assignment

Access Suite Assignments through the Accounts area of Xenial Suite Catering.

The Suite Assignment List allows Venue Staff to quickly:

  • View a list of all existing suites;

  • Search and sort suites;

  • Arrange columns by dragging and dropping the column.

The Suite Assignment List displays:

List Header

Description

Suite

Suite name

Assigned

Indicates if the suite is assigned to the account

Event

Event for which the suite is occupied

Date

Date the suite is occupied

Account Type

Indicates if the active suite assignment is for the owner or a renter

Par Stock Allocation

Indicates the Par Stock Allocation for the suite—available only for suite owners, not renters.

Assign Suite to Permanent Account

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Suite Assignment

To assign a suite to a permanent account:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the Account List, select the permanent account.

  4. From the menu on the left, select Suite Assignment.

  5. On the upper-right, select Select Suite.

  6. From the Select Suite panel, select the Account Type of either Owner or Rental.

  7. From the list of suites, select the desired suite(s).

  8. From the lower-right of the Select Suite panel, select Save.

    • Alternatively, select Cancel to exit without saving.

  9. If necessary, continue to Subscribe to Events.

Assign Suite to Temporary Guest Account

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Suite Assignment

To assign a suite to a temporary guest account:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the Account List, select the temporary guest account.

  4. From the menu on the left, select Suite Assignment.

  5. If needed, in the Bulk Suite Assignment area, toggle Assign All to No.

    • The Assign All toggle is turned on by default.

    • After toggling Assign All to No, the Suite Assignment area is displayed.

  6. In the upper-right corner of the Suite Assignment area, select Select Suite.

  7. From the list of suites in the Select Suite panel, select the desired suite(s).

  8. From the lower-right of the Select Suite panel, select Save.

    • Alternatively, select Cancel to exit without saving.

  9. If necessary, continue to Subscribe to Events.

Subscribe to Events

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Suite Assignments

Events are listed in categories. A suite may subscribe to an individual event, an event type (such as concerts or a sports season), or all available events (considered a suite-level subscription).

When subscribed to a category of events or all events, it is not possible to selectively exclude a single event. Newly created future events are automatically applied to these subscriptions as well.

Subscribed events appear on the SuiteSpot events calendar for the suite.

To subscribe to an event:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Suite Assignment.

  3. From the list of suites, select the desired suite(s).

  4. From the Events column, locate the event.

  5. From the Subscribe column, select the toggle for the event(s).

  6. From the upper-right of the Accounts area, select Save.

Assign Par Stock Template to Suite

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Suite Assignments

Par Stock templates cannot be assigned to rental suites.

To assign a par stock template to a suite:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the Account List, select the account.

  4. From the menu on the left, select Suite Assignment.

  5. From the list of suites, locate the desired suite.

  6. From the list of suites, locate the Par Stock Allocation column.

  7. From the Par Stock Allocation dropdown, select the template.

    • The options within the Par Stock Allocation dropdown consist of templates assigned to the account, sourced from TemplatesPar Stock Templates.

    • By default, event types inherit the template assigned to the suite at the suite level, while still allowing customization for individual event types.

    • If the suite-level template is selected but the event type-level template is not selected, the suite-level template applies to the event type.

    • For more information, see Par Stock Allocation Display Variations.

  8. From the upper-right of the Accounts area, select Save.

Par Stock Allocation Display Variations

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Suite Assignments

The following table illustrates the diverse presentations in the Par Stock Allocation field under different circumstances.

Scenario

Content Displayed at the Suite Level

Content Displayed at the Event Type Level

Both suite-level and event type-level templates absent

Not Selected

Not Selected

Suite-level template absent but event type-level template assigned

Varies

Template name

Suite-level template assigned but event type-level template absent

Name of the suite-level template with "Varies" appended

Not Selected

Suite-level template assigned but different template assigned at the event type-level

Name of the suite-level template with "Varies" appended

Name of the event type-level template

All items in the template invalid

Following the above display rules, but appending "invalid" after the template name.

No items in the template

Following the above display rules, but appending "No item" after the template name.

Suite-Level Notes

Xenial Cloud Portal+ 4-Dot Menu+ Suite Catering Accounts

This menu is not visible for temporary guest orders.

To type notes for a suite:

  1. Navigate to the Suite Catering Accounts area.

  2. Select the account in one of the following ways:

    • Directly from the Account List, or

    • From the menu on the left, select Notes.

  3. Type owner notes and staff notes.

Nota

  • Order-level notes override suite-level notes.

  • Owner notes and staff notes typed after an order is created will not be updated to the order.

Payments

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Payments

This menu is not visible for temporary guest orders.

On the Payments page, venue staff can:

Add Credit Card

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Payments

Adding credit cards to a temporary guest account is not feasible.

To add a credit card to an account:

  1. Navigate to the Suite Catering Accounts area.

  2. Select the account in one of the following ways:

    • Directly from the Account List, or

    • From the menu on the left , select Payments.

  3. From the upper-right of the Credit Cards area, select Add Credit Card.

    • The Credit Cards area is not visible to temporary guest accounts.

  4. On the New Credit Card popup, type information about the credit card to be added.

  5. From the lower-right area of the New Credit Card popup, select Save.

  6. If necessary, from the Credit Cards area, select the Primary toggle to set the credit card as primary.

Nota

After a credit card is added to the account, it cannot be deleted.

Edit Credit Card

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Payments

To edit a credit card:

  1. Navigate to the Suite Catering Accounts area.

  2. Select the account in one of the following ways:

    • Directly from the Account List, or

    • From the menu on the left, select Payments.

  3. From the Credit Cards area, select the checkbox before the credit card.

    • Alternatively, select the credit card directly.

  4. From the Actions dropdown, select Edit.

    • The Actions dropdown is hidden if multiple credit cards are selected.

  5. On the Edit Credit Card popup, edit card description of the credit card.

    Nota

    The card brand and card number of the credit card cannot be edited.

  6. From the lower-right area of the Edit Credit Card popup, select Save.

Remove Credit Card

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Payments

To remove a credit card:

  1. Navigate to the Suite Catering Accounts area.

  2. Select the account in one of the following ways:

    • Directly from the Account List, or

    • From the menu on the left, select Payments.

  3. From the Credit Cards area, select the checkbox before the credit card.

  4. From the Actions dropdown in the upper-left of the Credit Cards area, select Remove.

    • The Actions dropdown is hidden if multiple credit cards are selected.

  5. On the Confirm popup, select Yes to confirm the removal.

    • Alternatively, select Cancel to revoke the removal.

Nota

  • Orders will remain associated with this removed credit card if it was previously assigned to them.

  • Orders assigned to this removed credit card can still be paid for and refunded using it.

  • If a user removes a credit card at the account level and then re-adds it after a few days, the ongoing order will be paid using this credit card, resulting in the display of two credit cards with the same brand and last 4 digits.

Enable Invoice Payment

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Payments

Enabling invoice payment for temporary guest accounts is not feasible.

To allow an account to pay by invoice:

  1. Navigate to the Suite Catering Accounts area.

  2. Select the account in one of the following ways:

    • Directly from the Account List, or

    • From the menu on the left, select Payments.

  3. In the Account Invoicing area, select the toggle to enable Account Invoicing.

    • The Account Invoicing toggle is not visible to temporary guest accounts.

    • The Invoice Email toggle is automatically turned on after the Account Invoicing toggle is turned on. You can manually turn it off if necessary.

    • If the Account Invoicing toggle is not turned on, payment types of the House Account class are unavailable on the SuiteSpot but are still available on the Suite Catering Admin Portal.

    • Use the Due Date Range dropdown to select the invoice's final payment deadline, based on the number of days after creation.

      Nota

      • Due Date Range is set to None by default, which means the invoice payment due function is not active.

      • If Due Date Range is set to 0 Days, payments for the invoices are immediately due upon their creation.

      • Newly created accounts inherit the configured value from Suite Admin Settings. For more information, see Configure Ordering Settings. However, once a value is set here, it will take precedence.

Export Authorized User Report

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts Authorized Users

To export the authorized user report:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the Account Name column, directly select the account.

    • To select multiple accounts, select the checkbox to the left of each account.

  4. From the Actions dropdown, select Export Authorized User Report.

  5. From the Information popup, select Export.

    • The exported file is located where the device is instructed to save downloads.

    • Alternatively, select Cancel.

Refresh Menu

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the Account Name column, directly select the account.

    • To select multiple accounts, select the checkbox to the left of each account.

  4. From the Actions dropdown, select Refresh Menus.

Delete Account

Xenial Cloud Portal 4-Dot Menu Suite Catering Accounts

To delete an account:

  1. From the Xenial Cloud Portal, navigate to Suite Catering.

  2. From the menu on the left, select Accounts.

  3. From the Account Name column, directly select the account.

    • To select multiple accounts, select the checkbox to the left of each account.

  4. From the Actions dropdown, select Remove.

    • The dropdown is hidden when selecting multiple accounts.