Documentation


Installation & Setup Guide

XPOS is a cloud-based software. Follow the steps below to set up and start using the application.

1. Subscription & Account Setup

  1. Purchase an XPOS subscription from Defy Technologies.
  2. After payment, a server will be provisioned automatically, and you will receive an access hostname.
  3. Your Product Key will be emailed to you.

Payment Methods:

Note: Steps 2 and 3 are completed only after payment confirmation.

2. Accessing XPOS via Web

  1. Open your access hostname URL in Google Chrome (recommended).
  2. Log in using credentials provided by your system administrator.

3. POS Terminal Setup

  1. Download the latest Windows client from Defy Downloads.

  2. Disable Windows SmartScreen.

  3. Double-click the setup file and follow the on-screen instructions.

  4. Open the software via the desktop icon.

  5. Enter the following:

    • Product Key (emailed to you)
    • Client Name
    • Server Hostname

  6. Click Activate. Your software is now ready to use.

If you encounter any issues, contact support:

4. Login Credentials

5. Subscription Details

How to Reach Us

We are available Monday to Friday: 8:00 AM – 5:00 PM
and Saturday: 8:00 AM – 1:00 PM.

Main Contact:
Phone: 9991688, 7771688
Address: 58 Link Road, Lautoka
P O Box 2521, Lautoka

Support Email: support@defy.com.fj
Finance Email: billing@defy.com.fj

Exclusive Distributor

XTECH – Exciting Solutions

Phone: 9993244, 7973244
Email: naveen@xtech.com.fj
Address: 9 Yankanna Place, Lautoka

Account Registration Guide

Registration Steps

  1. Navigate to
  2. Click “New to XPOS? Create an Account” located beneath the login button.
  3. The Create Admin Account page will appear, displaying the registration form.
  4. Enter the required information, including Full Name, Email Address, Phone Number, Password, and Referral (if applicable).
  5. If you were referred by one of our authorized partners, select the appropriate partner from the Referred by drop-down menu to facilitate support.
  6. Review your details, then click Register to complete the account creation process.
  7. Upon successful registration, you will be automatically redirected to the Dashboard to begin setting up your first shop.
  8. From the Dashboard, click Create Shop in the bottom-right corner. Until a shop is created, additional dashboard features will remain inaccessible.
  9. Complete the shop setup form by providing details such as shop logo, business name, preferred currency, address, phone number, business TIN, and category.
  10. Select the appropriate business category from the Category drop-down list.
  11. After your shop is successfully created, the Dashboard will update to display all available sidebar features, and you will be redirected to Stripe to complete your subscription payment.
  12. Once payment is confirmed through Stripe, all sidebar menu options will be activated, allowing full access to sales and transaction processing features.
  13. Subscription details and billing management can be accessed at any time via the Account Information page in the sidebar.

Accessing Your Account

Login Procedure

  1. Visit the XPOS application at (Provide url)
  2. Provide your registered email address and password in the login fields. If a security verification is displayed, complete it as required. Select Log In to proceed.
  3. After successful verification, you will be directed to your Shop Dashboard, where you can begin managing your account.

Add Product

Step-by-Step to Adding Products

1. Go to Add Product

2. Fill in Product Details

3. Set SKU

4. Not For Selling (Optional)

6. Manage Stock

7. Select Business Location(s)

8. Set Tax

9. Choose Product Type

Single Product

  1. Select Single as product type.

  2. Enter pricing:

    • Default Purchase Price (inclusive/exclusive of tax).
    • Profit Margin %.
    • Product Image

  3. Selling price is auto calculated based on cost and margin.

  4. Optional: manually adjust selling price; margin updates automatically.

Variable Product

  1. Select Variable as product type.
  2. Create Variation Templates in Products → Variations.

  1. Add product variations and select applicable variation values.

Additional Features

Select Specific Variations

Assign/Remove Locations for Multiple Products

Deactivate/Activate Products

Bulk Import/Transfer Products

  1. Export product list via Download Excel in List Products.
  2. Check formatting.
  3. Import using Import Products feature.

Import Products

Importing Products – Step-by-Step Guide

Step 1: Open Import Page

  1. Go to Products in the menu.
  2. Click on Import Products.

Step 2: Download the Template

  1. Download the import template file.
  2. This template contains all required column names and instructions.

Important:

Step 3: Fill in Product Details

  1. Enter all product information under the correct columns.
  2. Follow the format mentioned in the template for each field.

Step 4: Upload the File

  1. After completing the file, upload it using the Import option.
  2. Wait for the system to process the file.

Common Import Errors and How to Fix Them

Error 1: “UNIT not found”

Reason:
The unit mentioned in the Excel file does not exist in the system.

Solution:

  1. Go to Products → Units.
  2. Add the required unit.
  3. Re-upload the import file.

Error 2: “The separation symbol could not be found”

Reason:
The expiry date format is incorrect.

Solution:

  1. In Excel, select the expiry date column.
  2. Change the cell format to Text.
  3. Enter the date in this format:
    MM-DD-YYYY (example: 11-25-2018)
  4. Save the file and import again.

Handling Unclear or Unexpected Errors

Sometimes the system may show unclear errors such as:

Best Practice to Resolve This

  1. Split your Excel file into smaller files.

  2. For example:

    • If you have 500 products, divide them into two files of 250 products each.

  3. Import each file separately.

This helps identify problematic records and reduces system errors.

Units

Adding Units

Step 1: Access Units

Step 2: Add a Basic Unit

  1. Enter the Unit Name (e.g., Meter).

  2. Enter a Short Name (e.g., Mtr.).

  3. Choose whether to Allow Decimals.

    • Enabling decimals allows buying and selling in fractional quantities.

Step 3: Add Multiple Units (Optional)

Steps

  1. Add the lower unit first (e.g., Pieces).

  2. Add the higher unit:

    • Check “Add as multiple of another unit.”
    • Enter the conversion ratio.

  3. When adding/editing products, select the desired unit from the dropdown.

    • Purchase and sales prices adjust automatically.

  4. Note: Only the lower unit is used to store transactions. Changing conversions later will adjust existing purchase/sales quantities accordingly.

Step 4: Enable and Select Relevant Sub-Units (Optional)

Steps

  1. Enable feature: Business Settings → Products → Enable relevant sub-units.
  2. When adding a product, select the main unit and choose the applicable sub-units.
  3. Purchases and sales can now be performed in these selected sub-units.

Variations

Creating Product Variations

Step 1: Access Variations

Step 2: Add a Single Variation

  1. Enter the name of the variation (e.g., Color, Size).
  2. List all the possible values for that variation (e.g., Red, Blue, Green for Color).

Important:

Step 3: Add Multiple Variations for a Product

Steps

  1. Create a combined variation name that includes all attributes.

    • Example: Size – Pages.

  2. Enter the combined values for each possible combination.

    • Example: Long-30, Long-120, Long-200, Small-30, Small-120, etc.

This approach ensures every possible combination is tracked correctly for variable products.

Category

Adding Category & Sub-Category

Step 1: Go to Categories

Step 2: Add Category Details

  1. Enter the Category Name.
  2. Enter the Category Code (e.g., HSN code)
  3. Enter your Description.

Step 3: Add as Sub-Category (Optional)

Purchase Sell Mismatch

Correcting Product Stock Mismatch / Incorrect Stock.

Common Errors:

  1. Mismatch between sold and purchased quantities.

  2. Stock shown in Stock Report differs from the Sales Screen.

    • This can happen due to manual database changes or rare system errors.

Solution 1 (Recommended)

Note: You must have Admin role to perform this.

Steps:

  1. Open the URL:
    www.your-pos-website.com/reports/product-stock-details

  2. Select the Business Location and click Search.

    • A list of products with stock mismatches will be displayed.

  3. Click the Fix button for each product to correct the stock.

Solution 2 (If Solution 1 Doesn’t Work)

Steps:

  1. Go to List Products.

  2. Click the Actions button of the product with mismatch.

  3. Select Product Stock History.

  4. In Product Stock History:

    • Select the Location where the mismatch occurred.
    • If it is a variable product, select the specific variation.

  5. The system will automatically fix the mismatch for that product at the selected location.

Purchase Management

Adding a Purchase

Step 1: Go to Add Purchase

Step 2: Select Supplier

  1. Type the Supplier Name or Business Name.

  1. If the supplier does not exist, add them first via:
    Contacts → Suppliers → Add or click on the add button.

Step 3: Enter Purchase Details

  1. Purchase Reference Number
  2. Purchase Date
  3. Purchase Status
  4. Purchase Order

Step 4: Select Business Location

Step 5: Add Products

  1. Type the Product Name or scan the barcode.

  2. Select the correct product from the suggested list.

  3. Enter:

    • Purchase Quantity
    • Purchase Price
    • Tax Information

Step 6: Apply Discounts (Optional)

  1. Select Discount Type: Fixed or Percentage.

  2. Enter the Discount Amount.

  3. Select Purchase Tax.

  4. Enter an Additional Notes.

Step 7: Add Additional Details

Step 8: Save and View Purchases

Step 9: Troubleshooting “No Matching Product Found”

This error appears in three cases:

  1. Product not found: Check if the product exists in List Products.
  2. Business Location mismatch: Ensure the product is assigned to the selected location in Add/Edit Products.
  3. Stock Management disabled: Enable stock management in the product settings to make it available for purchase.

Step 10: Understanding Purchase Price Differences

Example:

Purchase Return

Viewing Processed Purchase Returns

To view all processed purchase returns, follow the steps below:

  1. Navigate to the Dashboard.
  2. Click Purchasing from the sidebar to expand the purchase-related options.
  3. Select Purchase Returns.

The system displays a list of all processed purchase returns.

Reviewing the Purchase Return List

Each processed purchase return is displayed as an informational card containing the following details:

Click anywhere on a purchase return card to view its details.

Viewing Purchase Return Details

To view detailed information about a specific purchase return:

  1. Select a purchase return from the list.

  2. The details page displays the purchase return number at the top, along with a Back button to return to the Purchase Returns list.

  3. Review the return summary, which includes:

    • Supplier
    • Business Location
    • Reference Number
    • Return Date
    • Attach Document

  1. At the bottom of the page, review the line-item details, including:

Purchase Order

Purchase Order

Step 1: Understand Purchase Order

  1. A purchase order is a document issued by the buyer to the supplier to request goods.

  2. It includes:

    • Buyer and invoicing details
    • Delivery information
    • Product details and quantities
    • Pricing, taxes, and discounts
    • Payment terms and details
    • Shipping charges (if applicable)
    • Additional notes

  3. The supplier creates a sales order or invoice based on the purchase order.

  4. Purchase orders can have the following statuses:

    • Ordered
    • Partial
    • Completed

Step 2: Enable Purchase Order

  1. Go to Settings.
  2. Select Business Settings.
  3. Open the Purchase tab.

  1. Enable Purchase Order.
  2. Click Save.

Step 3: Create a Purchase Order

  1. Go to Purchase →List Purchase → Purchase Order.
  2. Click Add Purchase Order.

3.Enter all required details.

4.Click Save.

5.Note: Stock is not updated when a purchase order is created.

6.You can print the purchase order and send it to the supplier.

Step 4: Convert Purchase Order to Purchase

  1. After receiving goods, the supplier issues a sales order or invoice.
  2. Go to Purchase → Add Purchase.
  3. Select the supplier.

4.Choose the relevant purchase order from the Purchase Order dropdown.

5.The system will automatically load products, prices, taxes, and discounts.

6.Adjust quantities if needed.

  1. Click Save.

  2. The purchase order status will update automatically.

Purchase Requisition

Purchase Requisition

Step 1: Understand Purchase Requisition

  1. A Purchase Requisition (PR) is a document created by an employee to request the purchase of products when stock levels are low.
  2. While creating a purchase requisition, only products with quantities below the alert level will be displayed.
  3. Note: At least one purchase entry must exist for a product to appear in the Purchase Requisition list.

Step 2: Enable Purchase Requisition

  1. Go to Settings.
  2. Select Business Settings.
  3. Open the Purchase section.
  4. Enable the Purchase Requisition checkbox.
  5. Save the settings.
  6. The Purchase Requisition tab will appear in the sidebar.

Step 3: Create a Purchase Requisition

  1. Click the Purchase Requisition tab.
  2. Click Add.

  1. Enter the required details.

  1. Save the purchase requisition.

Step 4: Convert Purchase Requisition to Purchase Order

  1. After the purchase requisition is created, it can be converted into a purchase order.
  2. Go to Purchase → Purchase Order → Add.

  1. Select the supplier.

  1. Select the required PR ID to load the requisition details.

Step 5: Partial Purchase Handling

  1. If the ordered quantity is reduced while converting the requisition into a purchase order:

    • The requisition status will automatically change from Ordered to Partial.

Add Purchase

Step 1: Understand Purchase Invoice

Step 2: Print a Purchase Invoice

  1. Go to Purchases → Add Purchases. Add Purchase 1

2.Locate the required purchase entry. Add Purchase 2 Add Purchase 3

  1. Click Save.

  2. Select Print to generate the purchase invoice.

Step 3: Barcode on Purchase Invoice- A barcode is automatically generated on the purchase invoice.

All Sales (Selling, Credit Sales, Draft, Quotation & Suspended Sales)

Step 1: Open the POS Screen

  1. Click on POS POS

Step 2: Select a customer

  1. By default, Walk-In Customer is selected. Walk-in Customers
  2. To select an existing customer:
    • Search by Name, Email, or Phone Number Screenshot 2026-02-08 132252.png

Step 3: Search and Add Products

  1. Enter the product name in the search bar or scan the barcode.

  2. If multiple products appear: Screenshot 2026-02-24 090323.png

    • Select the correct product from the dropdown list.

  3. If only one product matches:

    • The product is added to the cart automatically. Screenshot 2026-02-24 090657.png

  4. To remove an added item, simply click the X on the right. See the screenshot for reference. Screenshot 2026-03-02 142149.png

Step 4: Modify Product Details (If required)

  1. Click on the product name in the cart. Screenshot 2026-02-24 091032.png
  2. Update any of the following:
    • Selling price
    • Tax
    • Discount Screenshot 2026-02-24 091230.png Note: Product-level tax editing is available only if Inline Tax is enabled
      (Business Settings → Tax → Enable Inline Tax in Purchase and Sell).

Step 5: Select Lot Number or Expiry Date (If enabled)

  1. If lot tracking is enabled, choose the lot number.
  2. go to Business Settings → Product → click on enable product expiry. Screenshot 2026-02-24 092236.png

Step 6: Cancel the Sale (Optional)

  1. Click Cancel if the transaction should not proceed.
  2. Canceled sales are not saved, and stock remains unchanged. Screenshot 2026-02-24 092631.png

Step 7: Finalize the Sale

Click Finalize Payment.

  1. Select the Multiple Pay. Screenshot 2026-02-24 092856.png
  2. Enter the payment amount.
  3. Click Save to complete the sale. Screenshot 2026-02-24 093038.png

Step 8: Print the Invoice

  1. After saving, select the Print Invoice option.
  2. Ensure margin settings are set to Default for correct printing.

Step 9: Use Express Checkout (Optional)

  1. Click ctrl+e. It will Enable Express Checkout Automatically.
  2. The system:
    • Marks the sale as Paid
    • Sets the payment method to Cash
    • Skips the payment screen
  3. Invoice printing depends on location settings. Screenshot 2026-02-24 094252.png

Step 10: Make a Credit Sale (Optional)

A. Full Credit Sale

  1. Enable credit sales:

    • Go to Settings → Business Settings → POS
    • Enable Show Credit Sale Button

  2. On the POS screen, click Credit Sale. Screenshot 2026-02-24 094841.png

B. Partial Credit Sale

Example: Invoice total = $1,000
Customer pays = $700

Steps:

  1. Click Multiple Pay
  2. Select payment method and enter $700
  3. Finalize payment
  4. Remaining amount is saved as customer credit.

Step 11: View or Edit Sales Records

  1. Go to Sell → List Sales to view completed sales.
  2. Go to Sell → Drafts to view draft sales.
  3. Sales and drafts can be edited before finalization.

Step 12: Create Drafts or Quotations

  1. During a sale, select Draft or Quotation.
  2. Save the transaction.
  3. Stock is not deducted. Screenshot 2026-02-24 095944.png

Step 13: Convert Draft or Quotation to Sale

  1. Go to Invoice → List Drafts or Sell → List Quotations Screenshot 2026-02-24 100719.png
  2. Click Actions → Edit Screenshot 2026-02-24 101126.png
  3. Change status to Final
  4. Save the transaction.

Step 14: Copy a Quotation

  1. Go to Invoice → List Quotations
  2. Click Actions → Copy Quotation

Step 15: Use Suspended Sales

  1. Click the Suspended Sales (cyan button) on the POS screen.
  2. Enter a reference (e.g., Table number or Room number).
  3. Resume and finalize the sale when required. Screenshot 2026-02-24 101730.png

Step 16: Accept Payments

  1. Choose a payment method:
    • Cash
    • Card
    • Multiple Pay Screenshot 2026-02-24 102552.png
  2. Use Multiple Pay when:
    • Customer uses more than one payment method
    • Change return is required Screenshot 2026-02-24 102812.png

Step 17: Pay Supplier Due Amount

  1. Go to Contacts → Suppliers
  2. Click Actions → Pay Due Amount Screenshot 2026-02-24 103448.png
  3. Enter payment details and save.

Step 18: Enable Sales Amount Rounding

  1. Go to Settings → Business Settings → Sales
  2. Select a rounding method:
    • Nearest whole number
    • Nearest decimal (e.g., 0.05) Screenshot 2026-02-24 104515.png

Step 19: Add Sales for a Past Date

From POS Screen

  1. Go to Business Settings → POS
  2. Enable Transaction Date on POS Screen
  3. Select the required date while selling. Screenshot 2026-02-24 104729.png

From Sales Screen

  1. Go to Invoice → Add Sale
  2. Select the desired Sale Date
  3. Save the transaction.

Sales Return

How to Process a Sales Return

Sales returns can be handled in two different ways, depending on your requirement.

Method 1: Modify the Original Sale (Recommended)

This method is quick and best suited for simple returns.

Steps:

  1. Open Invoice → List Sell Return.

  1. Locate the sale you want to adjust.

  2. Click Edit for that invoice.

  3. Either:

    • Remove the item completely, or
    • Decrease the quantity being sold.

  4. Save the changes.

What Happens:

Shipment

Assigning a Delivery Person to a Shipment

Printing a Delivery Note (Delivery Receipt)

Follow the steps below to generate and print a delivery note for a sale.

Step-by-Step Process

Step 1:
While creating the sale, ensure that shipping details are added.

Step 2:

Step 3:

Discount

Where can you find discount

How to Add / Edit Discount

Use this section to create or update discount rules in the system.

Discount Fields Description

Basic Discount Information

Name

Product Selection

Products

Brand

Category

Location

Priority

Discount Configuration

Discount Type

Discount Amount

Discount Validity Period

Starts At

Ends At

Selling Price Group

Selling Price Group

Customer Group and Status

Apply in Customer Groups

Is Active

Subscriptions

Subscriptions – Step-by-Step Guide

Step 1: Enable the Subscriptions Feature

  1. Go to Setting → Business Setting → Modules.
  2. Check the option Enable Subscriptions.
  3. Click Upload Setting. Subscription 1

Step 2: Create a Subscription from POS or Sales Screen

  1. Go to Invoice and open POS or Sales Screen
  2. Add products to the sale as usual.
  3. Select the Subscribe? checkbox. Subscription 2

Step 3: View and Manage Subscriptions

  1. Go to Invoice → List POS → Subscriptions.
  2. View the list of all subscriptions.
  3. Use the available options to start or stop a subscription as required.

Step 4: Automatic Invoice Generation & Notifications

  1. The system automatically generates subscription invoices based on the set frequency.

  2. When an invoice is created:

    • A notification is sent to the Administrator.
    • A notification is sent to the Salesperson.

Sales Order

Sales Order Overview

A Sales Order is a formal document issued by the seller to the buyer in response to a Purchase Order. It confirms the details of the transaction before goods are delivered.

A sales order typically includes:

Once the buyer approves the sales order, the seller proceeds with shipping the goods.

Sales Order Statuses

A sales order can have the following statuses:

  1. Go to Settings.
  2. Select Business Settings.
  3. Open the Sales tab.

  1. Enable Sales Order.

  2. Click Update Setting.

Step-by-Step: Creating a Sales Order

  1. Go to Invoice and click on List POS.
  2. Click on Sales Orders.
  3. Select Add Sales Order.

  1. Enter all required details such as:

    • Customer information
    • Products and quantities
    • Pricing, tax, and discounts
    • Shipping Details

  2. Click Save.

Note: Inventory is not deducted when a sales order is created.

Step-by-Step: Printing and Sharing a Sales Order

  1. Open the created sales order. Sales Order 4
  2. Click Print. Sales Order 5
  3. Share the printed or digital copy with the buyer for approval.

Step-by-Step: Converting a Sales Order to a Sale

Once the buyer approves the sales order, it can be converted into a sale.

  1. Go to Invoice→ Add Sale.

  2. Select the Business Location. Sales Order 1

  3. Choose the Customer. Sales Order 2

  4. Open the Sales Order dropdown.

  5. Select the approved sales order. Sales Order 3

  6. The system will automatically load:

    • Products
    • Prices
    • Taxes
    • Discounts

  7. Adjust product quantities if needed.

  8. Complete and save the sale.

Stock Transfer

What Is Stock Transfer?

Stock Transfer is the process of moving products from one location to another (for example, from a warehouse to a store).

When a stock transfer is completed:

Stock levels are updated only when the transfer status is marked as Completed.

How to Create a Stock Transfer

Follow these steps to record a stock adjustment:

Step 1: Open Stock Transfer

Step 2: Select Location and Date

Editing a Stock Transfer

Stock transfers can be edited only under specific conditions.

When Editing Is Allowed

When Editing Is Not Allowed

Note:
If a completed transfer needs changes, delete it and create a new stock transfer.

Stock Not Appearing in the Destination Location?

If stock is not showing in the To Location, check the following:

  1. Product is assigned to the destination location

    • Make sure the product is added to that location in the system.

  2. Transfer status is marked as Completed

    • Stock levels update only after completion

Hiding Product Price During Stock Transfer

You can restrict certain users (like warehouse staff) from seeing product prices while transferring stock.

How to Hide Purchase Price for a Role

Step 1: Go to Users & Roles > Users > Roles.
Step 2: Click Edit for the required role (e.g., Warehouse Worker)


Step 3: Under the Product section, uncheck “View Purchase Price”
Step 4: Save the changes.

Stock Adjustment

How to Create a Stock Adjustment

Follow these steps to record a stock adjustment:

Step 1: Open Stock Adjustment

Step 2: Select Location and Date

Step 3: Choose Adjustment Type

Select one of the following:

Step 4: Add Products and Quantity

The entered quantity will be deducted from the available stock.

Step 5: Enter Recovered Amount (If Any)

Add Expenses

Adding Expenses (Employee, Customer, or Supplier)

XPOS allows you to record expenses related to employees, customers, or suppliers. These expenses help track costs accurately and improve financial reporting.

How to Manage Expenses

This section explains how to view existing expenses and add new expense entries.

Steps to View Existing Expenses

Step 1: Open Accounting

Step 2: Open Expenses

Steps to Add a New Expense

Step 3: Open Add Expense Form

Step 4: Understand the Expense Cards

Each expense card shows:

Step 5: Select Expense Category

Step 6: Choose Payment Method

Step 7: Enter Expense Amount

Step 8: Add Optional Details

Step 9: Save the Expense

Step 10: Confirm Expense Creation

Expenses Category

How to Manage Expense Categories

Expense categories help you organize and track different types of expenses efficiently.

Steps to View and Manage Expense Categories

Step 1: Open Accounting

Step 2: Open Expenses

Step 3: View Existing Categories

Step 4: Understand Category Options

Step 5: Edit an Expense Category

Steps to Add a New Expense Category

Step 6: Open Add Category Form

Step 7: Enter Category Details

Step 8: Save the Category

Step 9: Confirm Category Creation

Reports

Reports Overview

Reports give you a complete overview of your business performance. They help you analyze sales, purchases, stock, expenses, and other important business data.

How to View Reports

  1. Go to Reports
  2. Select the report you want to viewReports

Many reports include filters that allow you to narrow down data and analyze your business more effectively.

1. Purchase & Sale Report

This report provides a summary of purchases and sales, including:

2. Tax Reports

Tax reports show:

3. Contacts Report (Customers & Suppliers)

This report displays purchase and sales details for all customers and suppliers, along with outstanding balances.

4. Stock Report

The stock report provides details of current inventory, including:

5. Variable Products

Stock Value by Purchase and Sales Price

Within the stock report, you can also view:

6. Product Stock History (Date-wise)

To track stock movement over time:

This report helps identify high-demand products.
You can apply filters such as:

7. Expense Report

The expense report helps analyze:

8. Register Report

This report shows details of all registers.
You can filter registers by:

9. Sales Representative Report

This report displays:

Filters available:

Grouping Invoices in Product Sell Report

Invoices can be grouped for easier analysis.

How to View Grouped Invoices

  1. Go to Reports > Product Sell Report
  2. Click the Grouped tab

Grouping Criteria

Invoices are grouped by:

Example:
All sales of a specific product on the same day appear in one row. Sales of the same product on different dates appear in separate rows.

Settings

How to Search in Settings

The Settings section contains many options, which can sometimes feel overwhelming. To make things easier, XPOS provides a built-in search feature that helps you quickly find any setting.

Steps to Search for a Setting

  1. Go to Settings
  2. Locate the Search field at the top of the Settings page
  3. Type a keyword related to the option you are looking for
  4. Matching settings will appear instantly as you type
  5. Click the relevant result to open that setting

1. Business Settings Overview

Business Settings allow you to configure common information and rules used across your business operations. These settings help standardize sales, taxes, pricing, and system behavior.

Basic Business Information

You can update the following details:

Financial Year Settings

Tax and Pricing Settings

Tax Information

Default Sales Discount

Product SKU Prefix

Contact Settings

Default Credit Limit

Sales Settings

Default Sale Discount

Sales Item Addition Method

Controls how products are added to the cart in POS and Sales screens.

Options:

  1. Add item in new row

    • Always adds the product as a new line

  2. Increase item quantity if it already exists

    • Increases quantity if the product is already in the cart
    • Adds a new row only if the product is not present

Amount Rounding Method

Minimum Selling Price Rule

Sales price is minimum selling price

Inline Tax Display

Enable Sales Order

Transaction Edit Limit

Edit Transactions Beyond 30 Days

System Settings

Datatable Entry Selection

Allow Overselling of Products

Important Note:

2. Setting Invoice Scheme

XPOS allows you to customize how invoice numbers are generated for your business.

How to Configure an Invoice Scheme

Step 1: Open Invoice Settings

Step 2: Add a New Invoice Scheme

Step 3: Choose Invoice Format

Step 4: Customize Invoice Details

You can configure the following options:

Step 5: Preview the Invoice Number

Step 6: Set Default Invoice Scheme

3. Adding a New Label or Barcode Setting

XPOS includes several ready-to-use barcode and label configurations. If your label size or layout is not available, you can create a custom configuration.

Before you begin, make sure you have all label measurement details.
All measurements must be entered in inches.

Steps to Add Barcode Sticker Settings

Step 1: Open Barcode Settings

Step 2: Enter Basic Details

Step 3: Choose Sticker Type

Step 4: Enter Measurement Details

(All values must be in inches)

Enter the following information as applicable:

Testing the Barcode Setting

Step 5: Print a Test Label

Step 6: Adjust if Needed

4. Tax Rates

Tax Rates allow you to define and manage taxes applied to purchases and sales.

How to Add a New Tax Rate

  1. Go to Settings > Tax Rates
  2. Click Add
  3. Enter a tax name (for example: VAT @ 5%)
  4. Enter the tax percentage
  5. Save the tax rate

Tax Groups

Sometimes, more than one tax needs to be applied to the same invoice or purchase. In such cases, you can use Tax Groups.

How to Create a Tax Group

  1. Go to Settings > Tax Rates
  2. Click Add Tax Group
  3. Enter a meaningful group name
  4. Select the tax rates to include in the group
  5. Save the tax group

Important Points About Tax Groups

How to Disable Tax

If you do not want to use taxes in your system, follow these steps:

Step 1: Open Business Settings

Step 2: Disable Tax Options

Step 3: Remove Default Sales Tax

Selling Price Group (products)

Selling Price Groups in XPOS

(Sell products at different prices such as retail, wholesale, or location-based pricing)

What Are Selling Price Groups?

Selling Price Groups allow you to sell the same product at different prices based on:

1. Adding a Selling Price Group

Steps:

  1. Go to Products → Selling Price Groups.
  2. Click Add.
  3. Enter a name for the price group
    (example: Wholesale, Retail, Branch A Price).
  4. Save the price group.

2. Choosing Price Type: Fixed or Percentage

When creating or editing a selling price group, you can set prices in two ways:

Option 1: Fixed Price

Option 2: Percentage Based

Choose the option that best fits your pricing strategy.

3. Adding Prices for Different Price Groups

Steps:

  1. Go to Products → List Products.
  2. Edit a product.
  3. Scroll to the Selling Price Groups section.
  4. Enter prices for each price group.
  5. Save the product.

Repeat this process for all products that need different pricing.

4. Exporting & Importing Selling Price Groups

Export Prices

  1. Go to Products → List Products.
  2. Click Download Excel.
  3. The file will include selling price group columns.

Import Prices

  1. Download the export template.
  2. Update the prices under the relevant selling price group columns.
  3. Import the file back into the system.

Tip: This is useful for bulk price updates.

5. Selling Using a Specific Price Group (POS)

When a selling price group is applied:

The price group can be applied based on:

6. Assigning a User to a Selling Price Group

Steps:

  1. Go to User Management → Users.
  2. Edit the user.
  3. Select a Selling Price Group.
  4. Save changes.

Now, whenever this user logs into POS, the assigned price group will be applied.

7. Assigning a Customer to a Selling Price Group

Steps:

  1. Go to Contacts → Customers.
  2. Edit the customer.
  3. Select a Selling Price Group.
  4. Save.

This ensures the customer always receives the correct pricing.

8. Assigning a Selling Price Group to a Business Location

Steps:

  1. Go to Business Settings → Business Locations.
  2. Edit the location.
  3. Select the required Selling Price Group.
  4. Save changes.

This is useful when each branch has different pricing.

9. Frequently Asked Questions (FAQ)

9.1 How to Hide Selling Price Groups in the POS Screen for Cashiers?

Solution:

  1. Go to Business Settings → POS Settings.
  2. Disable or hide the Selling Price Group option.
  3. Save settings.

This prevents cashiers from changing price groups during sales.

Tax Rates

Tax Rates & Tax Groups – User Guide

1. Adding a Tax Rate

Tax rates are used to calculate tax on sales and purchases.

Steps to Add a New Tax:

  1. Go to Settings → Tax Rates.
  2. Click Add.
  3. Enter a descriptive name
    (example: VAT @ 5%).
  4. Enter the Tax Rate (%).
  5. Save the tax rate.

2. Creating Tax Groups

Tax Groups are useful when more than one tax needs to be applied to the same sale or purchase.

When to Use Tax Groups:

Steps to Add a Tax Group:

  1. Go to Settings → Tax Rates.
  2. Click Add Tax Group.
  3. Enter a meaningful group name
    (example: GST + Service Tax).
  4. Select the taxes you want to include in this group.
  5. Save the tax group.

Important Notes About Tax Groups:

3. Disabling Tax in the System

If you do not want to use tax in purchases or sales, follow these steps.

Steps to Disable Tax:

  1. Go to Settings → Business Settings.
  2. Uncheck Enable inline tax in purchase and sell.
  3. Uncheck Enable Price & Tax info.
  4. Set Default Sale Tax to None.
  5. Save changes.

Important Note:

Print Labels (Products)

Printing Product Labels in XPOS

XPOS includes a built-in feature that allows you to print customized product labels with barcodes and product details.

1. How to Open the Print Labels Screen

You can access the Print Labels screen in multiple ways:

1.1: From Products Menu

  1. Go to Products → Print Labels.

2. Printing Labels – Step by Step

Once you are on the Print Labels screen, follow these steps:

Step 1: Add Products

Step 2: Set Label Quantity

Step 3: Choose Label Information

Step 4: Select Barcode Settings

Step 5: Preview Labels

Step 6: Print Labels

  1. Important Printing Tips

4. Common Error & Solution

Error: “Unsupported SKU ID for the selected barcode type”

Reason:
The product’s SKU does not match the required format for the selected barcode type.

Solution:

  1. Edit the product.
  2. Change the Barcode Type to Code 128.
  3. Save the product.
  4. Try printing the label again.

Import Sales (Invoices)

Importing Sales in XPOS

The Import Sale feature allows you to add multiple sales records at once using an Excel file, saving time and manual effort.

1. Steps to Import Sales

Step 1: Open Import Sale Page

  1. Go to Sales → Import Sale. Importing Sales 1

Step 2: Download the Template

  1. Click Download Template. Importing Sales 2
  2. This file contains the required columns and instructions.
  3. Do not rename or remove any column headings.

Step 3: Fill in Sale Details

  1. Open the downloaded Excel file.
  2. Enter all sale data as per the instructions shown on the Import Sale page.
  3. Ensure values such as dates, product names, quantities, and prices follow the specified format.

Step 4: Upload the File

  1. Save the completed Excel file.
  2. Click Choose File and select the file.
  3. Click Submit to import the sales.

2. Handling Import Errors

3. Understanding “Group Sell Line By” Field

The Group Sell Line By option tells the system which rows belong to the same sale.

How It Works:

Example:

This ensures the system creates one sale per invoice number instead of multiple separate sales.

4. “You Cannot Select a Field Twice” Error

Cause:

This error occurs when the same column name is mapped more than once during the import process.

Solution:

  1. Review the column mapping table.
  2. Make sure each field is selected only once.
  3. Remove duplicate selections.
  4. Proceed with the import again.

Importing Opening Stock

Import Opening Stock

Import Opening Stock allows you to upload the initial stock quantities for multiple products at once using a file, instead of entering them individually.

Importing Opening Stock

Follow the steps below to import opening stock:

  1. Go to Products.
  2. Select Import Opening Stock. Importing Opening Stock 1
  3. Download the sample import file (if required). Importing Opening Stock 2
  4. Enter the opening stock quantities in the file.
  5. Upload the completed file.
  6. Click Submit to apply the changes. Screenshot 2026-02-10 133006.png The uploaded quantities will be recorded as the opening stock for the corresponding products.

Editing Imported Opening Stock or Setting It to Zero

If opening stock has already been imported and needs adjustment, follow the steps below.

Adjust Imported Opening Stock

  1. Navigate to List Products.

  2. Click Products > Import Opening Stock.

  3. Prepare a new import file with adjustment values.

  4. Enter the adjustment quantity:

    • Use a positive value to increase stock.
    • Use a negative value to reduce stock.

  5. Upload the file and complete the import.

Adjustment Examples

The system updates stock based on the adjustment values provided in the import file.

Shipments

Adding a Delivery Person to a Shipment

You can assign a delivery person while creating a sale that includes shipment details.

Steps to Add a Delivery Person

  1. Create a new sale.

Shipment 1

     2. Enter the required shipment details.

Shipment 2

     3.Select a delivery person from the available options.

Shipment 3

  1. Complete and save the sale.

Adding a Delivery Note to a Sale

A delivery note can be generated for sales that include shipping information.

Steps to Add a Delivery Note

  1. While creating a sale, make sure to add shipping details.

  2. After saving the sale, go to the All Sales screen.

Shipment 4

     3. Locate the required sale.

Shipment 5

     4. Click the Action dropdown for that sale.

Shipment 6

     5. Select Delivery Note to generate the delivery note.

Printing the Delivery Receipt

Once the delivery note is generated, it can be printed directly.

Steps to Print the Delivery Receipt

  1. Open the All Sales screen.

 

Shipment 7

     2. Find the sale with delivery details.

Shipment 8

     3. Click the Action dropdown.

Shipment 6

     3. Select Delivery Note.

Shipment 9

     4. Print the delivery receipt from the preview screen.

FRCS TaxCore VMS System

FRCS TaxCore VMS Setup Guide

1. Overview

FRCS TaxCore is the digital tax reporting platform used by FRCS. Approved POS/ERP systems integrate with the VSDC (Virtual Sales Data Controller) to submit VAT transaction data electronically for compliance.

Note that once TaxCore is configured, upon operation start, the POS and V-SDC are mutually authenticated.

2. Communication Protocol

XPOS always communicates with VSDC over HTTPS. If a connection attempt is made via HTTP, the system automatically redirects and handles it securely over HTTPS.

3. VMS Setup

3.1 Prerequisites

3.2 Access Settings

URL Method:

/taxcore/settings

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From POS:

  1. Open POS
  2. Click TaxCore icon (bottom)
  3. Select Settings

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3.3 Configuration

Enter PAC

Enter PAC exactly as issued.

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Select Environment

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Upload Certificate

  1. Click Upload Certificate
  2. Select VSDC certificate file

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Certificate Password

Enter certificate password.

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3.4 Connect to FRCS

Save Settings

  1. Scroll down
  2. Click Update Settings

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  1. Click Connect to FRCS
  2. Wait for validation
Connected

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4. Optional Settings

Sync Settings

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Training Mode

Enable for testing. Disable before going live.

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5. Go-Live Checklist

6. Troubleshooting

Supported Devices

  1. Barcode Scanner
    • The POS supports a standard barcode scanner.
    • Can be attached via USB or wirelessly.
    • Managed directly by the POS system.
  2. USB Printers
    • Supports 80mm USB thermal and non-thermal printers for receipt printing.
    • Note: Non-thermal printers print to the maximum area required by the receipt.
    • Printers smaller than 80mm are not officially supported.
  3. Network Printers
    • Supports 80mm thermal printers connected over the network.
    • Note: Only printers supporting ESC/POS commands can connect directly via IP/Port.
    • Printers without ESC/POS support must be added as a System printer.
  4. Cash Drawer
    • Can connect with the POS.
    • Opens automatically when connected to a Network Printer.
  5. A4 Printers
    • Supported by the POS system for printing standard A4 documents.
  6. General Note
    • Normal POS operations are not affected by connected devices.
    • The POS does not require external devices to function.

Email Notification Settings – Microsoft 365 & Google Workspace

1. Email Setup in Business Settings

Emails to customers, suppliers, and users can be sent through XPOS for purposes like:

1.1 Steps for Setting Mail Details

  1. Go to: Settings > Business Settings > Email Settings
  2. Add the required email details: 
    MAIL_DRIVER=smtp
MAIL_HOST=
MAIL_PORT=
MAIL_USERNAME=
MAIL_PASSWORD=
MAIL_ENCRYPTION=

1.2 Microsoft 365 SMTP Settings

Use these settings for Microsoft 365 / Office 365 accounts:

MAIL_DRIVER=smtp
MAIL_HOST=smtp.office365.com
MAIL_PORT=587
MAIL_USERNAME=your-email@domain.com
MAIL_PASSWORD=your-email-password or App Password
MAIL_ENCRYPTION=TLS

1.3 Google Workspace / Gmail SMTP Settings

Use these settings for Google Workspace or Gmail accounts:

MAIL_DRIVER=smtp
MAIL_HOST=smtp.gmail.com
MAIL_PORT=587
MAIL_USERNAME=your-email@domain.com
MAIL_PASSWORD=your-email-password or App Password
MAIL_ENCRYPTION=TLS

1.4 Testing Configuration

After entering the details, click the Test Email button to check the configuration. Fix any errors as needed.

Splitting Payments Across Multiple Payment Type

XPOS allows a single invoice (Sale & Purchase) to be paid using more than one payment method. This is useful when a customer wants to combine cash, card, or other approved payment methods to complete a purchase.

Steps to Split Payment on an Invoice

  1. Go to Sale Creation: Navigate to /pos/create to start a new transaction.

image.png

  1. Add Items to Sale: Add all items the customer wants to purchase to the invoice.
  2. Click Multiple Pay: Open the multiple payment options.

image.png

  1. Add Payment Row: Click Add Payment Row to include another payment method.

    image.png


  2. Select Payment Method: Choose the payment method for the new row and enter the amount.

    image.png


  3. Finalize Payment: After all splits are entered, click Finalize Payment to complete the transaction.

    image.png


Supported Payment Types

Notes

Reference Number Handling in POS

1. Normal Sale Invoices (linked to Advance/Proforma invoices)

2. Refund and Copy Invoices

Automation and Compliance

Searching Invoices

Overview

XPOS allows operators to search and retrieve invoices efficiently. You can search using invoice numbers or refine results with multiple filters including customer, payment status, date, and more. This ensures accurate invoice tracking, reporting, and auditing.

Steps to Search an Invoice

  1. Log in to XPOS and navigate to the Invoice section from the right-hand side menu.
  2. Click All Sales to open the list of all sales. The system navigates to /sells.

    image.png


  3. Enter either:
    • Local Invoice Number – the invoice generated by XPOS locally.
    • SDC Invoice Number – the number submitted to TaxCore.

      image.png


  4. Optionally, apply filters to narrow down results.
  5. Upon entry of the invoice number, system automatically performs search via Ajax Mode.
Note: Reference numbers are automatically validated by XPOS when linked to advance/proforma invoices, refunds, or copy invoices. The system ensures no incorrect payload is submitted to TaxCore.

Available Filters

Filter Description
Business Location Filter invoices by specific business branches or locations.
Customer Retrieve invoices for a specific customer.
Payment Status Filter invoices by payment status (Paid, Pending, Partially Paid).
Date Range Specify a start and end date to retrieve invoices issued within the range.
User Filter invoices generated by a specific user/operator.
Shipping Status Filter invoices by delivery status (Shipped, Pending, Cancelled).
Subscriptions / Payment Method Filter by subscription type or payment method used.

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Tips for Searching

POS Hardware Compliance

XPOS provides both software and hardware solutions. To comply with FRCS requirements for accreditation, all hardware POS devices clearly display the following information:

Note: Access to software version is also be available via the POS interface for auditing purposes.

Sticker Samples:

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Configuring keyboard shortcuts for POS screen

1. How to Add or Change Shortcuts

  1. Open XPOS and go to Settings → System Settings → POS Section.

    image.png


  2. Find the Operations list with the current shortcuts.
  3. Click the shortcut field of the operation you want to change.
  4. Press your desired key combination using the Available Key Names (see below).
  5. Click Update Settings to save the shortcuts

Important: Do not use shortcuts that conflict with your browser (e.g., Ctrl+T opens a new tab).

2. Available Key Names

3. Default XPOS Shortcuts

Operation Keyboard Shortcut
Express Checkout shift+e
Pay & Checkout shift+p
Draft shift+d
Cancel shift+c
Go to Product Quantity f2
Edit Discount shift+i
Edit Order Tax shift+t
Add Payment Row shift+r
Finalize Payment shift+f
Add New Product f4

4. Tips for Safe Shortcut Configuration

Daily Report Functionality

The POS system supports generation of daily reports upon user request.

Features

Access

image.png

Invoice Cancellation Functionality

The XPOS system implements invoice cancellation in accordance with fiscal requirements by issuing corresponding refund invoices rather than deleting or modifying existing invoices.

Cancellation Method

Steps on performing a refund can be found here: https://learn.defy.com.fj/books/xpos-confidence-at-every-checkout/page/sales-return

System Behavior

Special Field Handling

Data Integrity & Compliance

Access Control

Compliance Statement

XPOS fully complies with the requirement that invoice cancellation must be performed through the issuance of corresponding refund invoices, ensuring auditability, traceability, and data integrity at all times.