Account List
→ → → →
The Account List does not include removed accounts.
The Account List area allows venue staff to:
Manage account settings,
Assign suites,
Subscribe to events,
Manage authorized users,
Customize payments,
Add allergens and
Rearrange columns by dragging and dropping a column to its required place.
Use the menu on the left to navigate to the following:
Accounts Options | Description |
|---|---|
Setup or edit general account information. | |
Assign suites and subscribe to events. | |
Add, edit, delete, and manage primary and authorized users for the account. | |
Create and review notes from the suite owner and/or venue staff. | |
Add or edit credit cards, enable invoice payment, and customize payment types. | |
Configure allergens for the account. |
Account List
→ → → →
The Account 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 | Sortable | Filterable |
|---|---|---|---|
Account Name | Name of the account. | Yes | No |
Account ID | ID of the account. | No | No |
Edit Par Stock Template | Indicates whether the account has the permission to edit the par stock template. | No | Yes |
Guest Account | Indicates whether the account is a guest account. | No | Yes |
Admin Account | Indicates whether the account is an admin account. | No | Yes |
ADO Price Point | Advanced Day Ordering (ADO) price point of the account. | No | No |
EDO Price Point | Event Day Ordering (EDO) price point of the account. | No | No |
Place EDO from SuiteSpot | Indicates whether the account has the permission to place EDO orders from the SuiteSpot. | No | Yes |
Suite Assigned | Indicates whether suites are assigned to the account. | No | Yes |
Account Invoicing | Indicates whether the account can pay by invoice. | No | Yes |
Invoice Email | Indicates whether to automatically send invoice emails to the account. | No | Yes |
State | State of the account. | Yes | Yes Set to Active by default. |
Due Date Range | Invoice's final payment deadline, based on the number of days after creation. | No | Yes |
Create Account
→ → → →
If batch account creation is necessary, see Import Account.
To create an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the upper-right of the Account List area, select New Account.
In the Account Name field of the New Account popup, type a unique account name.
In the Account ID field of the New Account popup, type a unique account ID.
In the Temporary Guest field of the New Account popup, toggle it to Yes if needed.
From the lower-right of the New Account popup, select Create.
Alternatively, select Cancel to return to the Account List.
To continue account setup, see Setup or Edit Account.
Setup or Edit Account
→ → → →
To setup or edit general account information or to apply an account discount or fee:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Account Setup.
From the Account area, if needed, toggle State to Inactive to deactivate the account.
For inactive accounts, all fields on the Account Setup page, except for the State field, are read-only.
Use the ADO Price Point and EDO Price Point dropdowns to select the price point(s).
Default: Inherited from Event
Priorities: Account > Event > Event type
For more information, see Create Price Point, General, and General.
Use Place EDO from SuiteSpot to control whether to allow placing EDO orders on the SuiteSpot.
This option is toggled to Yes by default. If the site-level Enable EDO from SuiteSpot permission is disabled, this option becomes inactive. For more information, see Configure Ordering Settings.
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.
If needed, toggle Temporary Guest to Yes to designate this account as temporary.
If needed, toggle Administrative Account to Yes to grant the account administrative permissions.
This toggle cannot be enabled unless the account includes an authorized user whose email address matches that of a portal user within the same company. For more information on creating a portal user, see Create Portal User
Activating the Temporary Guest toggle to Yes concurrently sets and disables the Administrative Account toggle to No.
This function is intended for customizing the SuiteSpot Portal and should not be granted to customers.
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.
From the Discounts & Admin Fees area, use the Discounts field to select the discount tag(s) associated with the account.
For more information, see Configure Discount and Configure Admin Fee.
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 more information, see Select Admin Fee.
From the Discounts & Admin Fees area, use the Admin Fees field to select the admin fees tag(s) associated with the account.
The Admin Fees field is disabled if toggling Use the Default Fees to Yes.
From the Tax Exempt area, toggle Tax Exempt to Yes.
This area is visible only after selecting Apply Tax Exempt via Data Management. For more information, see Ordering.
After toggling on Tax Exempt, no tax will be applied to the new orders created by this account.
From the Tax Exempt area, specify Tax Exempt ID and Reason Code ID.
The Tax Exempt ID field only accepts digits.
From the upper-right of the Accounts area, select Save.
If necessary, continue to the Assign Suite to Permanent Account procedure.
Discount and Admin Fees Settings
→ → → →
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 ¶¶ÒõData Management Discount List.
Set up admin fees dropdown options through ¶¶ÒõData Management Fees.
To update discount and admin fees settings for an account, follow the procedure for Setup or Edit Account.
Suite Assignment List
→ → → + →
Access Suite Assignments through the Accounts area of ¶¶ÒõSuite Catering.
The Suite Assignment menu is read-only for inactive accounts.
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 for which the suite is occupied | |
Date | Date the suite is occupied |
Account Type | For permanent accounts, it signifies whether the active assignment is for a owner or renter. For temporary guest accounts, the value in this column is simply "Guest." |
Indicates the Par Stock Allocation for the suite—available only for suite owners, not renters or temporary guest accounts. |
Assign Suite to Permanent Account
→ → → + →
To assign a suite to a permanent account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Suite Assignment.
On the upper-right, select Select Suite.
From the Select Suite panel, select the Account Type of either Owner or Rental.
From the list of suites, select the desired suite(s).
From the lower-right of the Select Suite panel, select Save.
Alternatively, select Cancel.
If necessary, continue to Subscribe to Events.
Assign Suite to Temporary Guest Account
→ → → + →
To assign a suite to a temporary guest account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Suite Assignment.
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.
In the upper-right corner of the Suite Assignment area, select Select Suite.
From the list of suites in the Select Suite panel, select the desired suite(s).
From the lower-right of the Select Suite panel, select Save.
Alternatively, select Cancel.
If necessary, continue to Subscribe to Events.
Subscribe to Events
→ → → → →
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.
To focus on assigned events, to the left of the search field on the upper-left of the suite assignment list, select Hide Unassigned Event(s). It switches to Show Unassigned Event(s) after selection. To display all events, select Show Unassigned Event(s) to display all events; it reverts to Hide Unassigned Event(s) after selection.
Subscribed events appear on the SuiteSpot events calendar for the suite.
To subscribe to an event:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Suite Assignment.
From the list of suites, locate the desired suite.
From the Event column, locate the desired event.
From the Assigned column, select the toggle for the event.
From the upper-right of the Accounts area, select Save.
Assign Par Stock Template to Suite
→ → → + →
Assigning par stock templates to rental suites is not possible, and temporary guest accounts cannot assign par stock templates.
To assign a par stock template to a suite:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Suite Assignment.
From the list of suites, locate the desired suite.
From the list of suites, locate the Par Stock Allocation column.
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 → .
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.
From the upper-right of the Accounts area, select Save.
Par Stock Allocation Display Variations
→ → → + →
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
→ → → →
This menu is not visible for temporary guest accounts and is read-only for inactive accounts.
To type notes for a suite:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Notes.
Type owner notes and staff notes.
Alternatively, type staff notes and owner notes in Orders. Order-level notes override suite-level notes. For more information, see Type Order-Level Notes.
Note
Owner notes and staff notes typed here after an order is created will not be updated to the order.
Owner notes updates on the SuiteSpot will be synchronized to the suite-level owner notes here. For more information, see Type or Modify Owner Notes.
Payments
→ → → → →
This menu is not visible for temporary guest orders.
On the Payments page, venue staff can:
Add Credit Card
→ → → → →
Adding credit cards to a temporary guest account is not feasible.
To add a credit card to an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the upper-right of the Credit Cards area, select Add Credit Card.
The Credit Cards area is not visible to temporary guest accounts.
On the New Credit Card popup, type information about the credit card to be added.
From the lower-right area of the New Credit Card popup, select Save.
Alternatively, select Cancel.
Set Primary Credit Card
→ → → → →
To set a credit card as the primary for an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the Credit Cards area, select the Primary toggle of a credit card to set it as primary.
Note
If a primary credit card is already assigned to open orders, a popup will appear.
To update both the primary card and the payment method for those orders, select Update Card & Payment. If the new card will expire before the event date of any orders, this button is disabled.
To update only the primary card while keeping the current payment method for open orders, select Update Card Only.
To cancel the process, select Cancel.
Update Expired Primary Credit Card
→ → → → →
To update an expired primary credit card:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the error message at the top of the screen, select Update.
This error message displays only when the primary credit card expires.
From the Card Number dropdown of the Update Credit Card popup, select or add a new primary credit card.
From the lower-right area of the popup, select Save.
Alternatively, select Cancel.
Note
If the expired primary credit card has been assigned to orders in the Committed,ÌýOpen,ÌýSaved,ÌýSuspended, or Pending states, the new primary credit card will automatically become the payment method for these orders after the update.
Edit Credit Card
→ → → → →
To edit a credit card of an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the Credit Cards area, select the checkbox before the credit card.
Alternatively, select the credit card directly.
From the Actions dropdown, select Edit.
The Actions dropdown is hidden if multiple credit cards are selected.
On the Edit Credit Card popup, edit card description of the credit card.
Note
The card brand and card number of the credit card cannot be edited.
From the lower-right area of the Edit Credit Card popup, select Save.
Alternatively, select Cancel.
Remove Credit Card
→ → → → →
The primary credit card is non-removable.
To remove a credit card from an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the Credit Cards area, select the checkbox before the credit card.
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.
On the Confirm popup, select Yes to confirm the removal.
Alternatively, select Cancel to revoke the removal.
If the credit card to be removed is the assigned payment method for orders in the Committed,ÌýOpen,ÌýSaved,ÌýSuspended, or Pending states, an information popup appears, prompting the selection or addition of a replacement credit card.
Note
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.
Add Gift Card
→ → → → →
Adding gift cards to a temporary guest account is not feasible.
To add a gift card to an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the upper-right of the Gift Cards area, select Add Gift Card.
The Gift Cards area is visible only when one or more active gift card payment profiles (with Givex as the provider) are configured for the current site. For more information, see Gift Provider Profiles.
On the Add Gift Card popup, type information about the gift card to be added.
A gift card cannot be added if it is already saved to the current account.
Type the PIN when prompted.
PIN is required only when the PIN toggle is enabled in BIN Ranges. For more information, see BIN Ranges.
(Optional) Select Balance Inquiry to check the balance of the gift card to be added.
From the lower-right area of the Add Gift Card popup, select Save.
Alternatively, select Cancel.
Edit Gift Card
→ → → → →
To edit a gift card of an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the Gift Cards area, select the checkbox before the gift card.
Alternatively, select the gift card directly.
From the Actions dropdown, select Edit.
The Edit option is hidden if multiple gift cards are selected.
On the Edit Gift Card popup, edit card description of the gift card.
Note
The card number of the gift card cannot be edited.
(Optional) Select Balance Inquiry to check the balance of the gift card.
From the lower-right area of the Edit Gift Card popup, select Save.
Alternatively, select Cancel.
Check Gift Card Balance
→ → → → →
To check balance of a gift card:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the Gift Cards area, select the checkbox(es) before the gift card(s).
From the Actions dropdown, select Balance Inquiry.
The balance will be displayed in the Balance column for the corresponding gift cards.
Note
Gift card balances can be checked during the addition or editing of a gift card. For more information, see Add Gift Card and Edit Gift Card.
Remove Gift Card
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
From the Gift Cards area, select the checkbox before the gift card.
From the Actions dropdown, select Remove.
The Remove option is hidden if multiple gift cards are selected.
On the Confirm popup, select Yes to confirm the removal.
Alternatively, select Cancel to revoke the removal.
Enable Invoice Payment
→ → → → →
Enabling invoice payment for temporary guest accounts is not feasible.
To allow an account to pay by invoice:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Payments.
In the Account Invoicing area:
Select the toggle to enable Account Invoicing.
This toggle is not visible to temporary guest accounts.
This toggle controls whether the account can assign an invoice as the payment method on the SuiteSpot.
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.
Select the toggle to enable Allow Invoices to be Paid Online.
This toggle is not visible to temporary guest accounts
This toggle controls the ability to pay invoices on the SuiteSpot.
Use the Invoice Email toggle to control whether to send invoice emails.
For permanent 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
Use the Due Date Range dropdown to select the invoice's final payment deadline, based on the number of days after creation.
Note
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.
Add Allergen
→ → → → →
Guest accounts and inactive accounts cannot add allergens.
To add allergens to an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the menu on the left, select Allergens.
The Allergens menu is hidden if the allergen management function is disabled. For more information, see Configure Allergen Settings.
From the allergens list, activate the Allergen toggle for allergens to be aware of.
From the upper-right of the page, select Save.
Import Account
→ → → →
Importing accounts allows batch creation of accounts and their authorized users.
To import accounts:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the upper-right of the Account List area, select Import/Export Accounts.
From the Import/Export Accounts popup, select Download Template.
Fill the information about the accounts to be imported in the template.
The Description sheet in the template provides detailed explanations for each field required when adding an account and an authorized user.
Save and close the template.
From the Import/Export Accounts popup, select Import.
From the Open popup, locate and select the filled template.
From the Open popup, select Open.
From the Summary column in the Import/Export Accounts popup, select Summary if this link is available.
To cancel pending tasks, select the checkbox(es) to the left of task IDs, and from the upper-left of the Import/Export Accounts popup select Cancel.
From the Summary popup, select Download Result if this button is available.
Alternatively, select Close.
Export Account
→ → → →
To export accounts:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account Name column, select the checkbox to the left of each account.
To export all accounts, to the right of the search field, directly select Export All Accounts.
From the Actions dropdown in the upper-left of the Account List, select Export.
From the Export menu, select Export Selected Accounts.
From the Confirm popup, select Yes.
Alternatively, select Cancel.
From the Summary column in the Import/Export Accounts popup, select Summary if this link is available.
To cancel pending tasks, select the checkbox(es) to the left of task IDs, and from the upper-left of the Import/Export Accounts popup select Cancel.
From the Summary popup, select Download Result if this button is available.
Alternatively, select Close.
Filter Suite
→ → → →
To quickly view which accounts a suite is assigned to:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the upper-right of the Account List area, select Suite Filter.
From the Suite Filter popup, use the Suite Class dropdown to select a suite class.
From the Suite Filter popup, use the Suite dropdown to select a suite.
From the lower-right of the Suite Filter popup, select Apply.
Alternatively, select Cancel.
If needed, from the upper-left of the Account area, select Clear Filters.
Export Authorized User Report
→ → → →
To export the authorized user report:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account Name column, directly select the account.
To select multiple accounts, select the checkbox to the left of each account.
From the Actions dropdown in the upper-left of the Account List, select Export.
From the Export menu, select Export Authorized User to CSV, Export Authorized User to PDF, or Export Authorized User to XLS.
From the Information popup, select Export.
The exported file is located where the device is instructed to save downloads.
Alternatively, select Cancel.
Copy Authorized User Email Address
→ → → →
To copy email addresses of authorized users:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account Name column, select the checkbox to the left of each account.
From the Actions dropdown in the upper-left of the Account List, select Copy Email.
From the Copy Email menu, select Copy Authorized User Email or Copy Primary Authorized User Email.
From the Confirm popup, select Copy.
The mouse or keyboard shortcuts enable pasting the copied email addresses to the desired location.
Note
This operation is applicable only to active accounts.
Alternatively, select Cancel.
Refresh Menu
→ → → →
Use this function to retrieve the most recent menus and price points for accounts following menu updates or the selection of new price points for accounts.
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account Name column, directly select the account.
To select multiple accounts, select the checkbox to the left of each account.
From the Actions dropdown, select Refresh Menus.
This operation is applicable to active accounts only.
Delete Account
→ → → →
Accounts with authorized users or open orders are ineligible for removal. Open orders include those in Committed, Open, Saved, Suspended, or Pending states.
To delete an account:
From the ¶¶ÒõCloud Portal, navigate to Suite Catering Account List.
From the Account List, directly select the account.
Alternatively, select the account checkbox and use the Actions dropdown to select Edit.
From the upper-right of the screen, select the dropdown arrow of the Save button.
From the dropdown menu, select Remove.