# Documentation # New Page # 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](https://accounts.defy.com.fj). 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:** - **Offline:** Bank transfer. Our finance team will review and send account details. - **Online:** Vodafone M-Paisa. Fully automated process. > **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: > - Phone: 9991688 / 7771688 > - Email: support@defy.com.fj --- ## 4. Login Credentials - Your **admin** will provide your username and password for logging into the system. ## 5. Subscription Details - Go to **Settings → Subscription** to view your subscription info, including **Manufacturer**, **Serial Number**, and **Software Version**. [![](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/mhE0cmYo2ojN0jA7-image-1772421403635.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/mhE0cmYo2ojN0jA7-image-1772421403635.png) # 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](tel:9991688), [7771688](tel:7771688) **Address:** 58 Link Road, Lautoka P O Box 2521, Lautoka **Support Email:** [support@defy.com.fj](mailto:support@defy.com.fj) **Finance Email:** [billing@defy.com.fj](mailto:billing@defy.com.fj) --- ### Exclusive Distributor **XTECH – Exciting Solutions** **Phone:** [9993244](tel:9993244), [7973244](tel:7973244) **Email:** [naveen@xtech.com.fj](mailto: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** ------------------------------------------------------------- - Navigate to: **Products → Add Products**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Products.png) **2. Fill in Product Details** ------------------------------------------------------------------- - **Product Name:** Enter the name. - **Brand:** Select the brand (if applicable). - **Units:** Choose unit (pcs, kg, liters, etc.). - **Category:** Select main category. - **Sub-category:** Optional – select if needed. - **Weight:** Choose weight (kg, grams, etc) - **Business Location:** Where the product is kept or sold (store, warehouse, branch). - **Warranty:** How long the product is covered if it stops working or has a problem. - **Related Sub Units:** Other ways the product is packed or measured (for example: 1 box = 10 pieces). - **Recorded Quantity:** How many of the product you currently have in stock. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/add%20product.png) **3. Set SKU** --------------------------------------------------- - Enter a custom SKU or leave blank to auto-generate. Your custom SKU can also be Global Trade Item Number (GTIN) of the item. - Optionally, add a prefix for easy identification. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/SKU.png) **4. Not For Selling (Optional)** ---------------------------------------------------------------------- - Enable if the product should **not appear in POS or Sales**. - Useful for ingredients or temporarily disabling a product. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Not%20for%20selling.png) **6. Manage Stock** -------------------------------------------------------- - Enable or disable stock management. - **Notes:** - Services (Haircut, Web Development) do not need stock management. - When disabled, the product can be sold in unlimited quantities. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Manage%20Stock.png) **7. Select Business Location(s)** ------------------------------------------------------------------------------------------------------------ - Choose where the product will be available ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Business%20Location.png) **8. Set Tax** --------------------------------------------------- - Select the applicable tax (e.g., GST, VAT). - Make sure tax rates are pre-configured. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Taxes.png) **9. Choose Product Type** --------------------------------------------------------------- - Options: **Single**, **Variable**, or **Combo/Bundle**. - Click **Save** after entering all details. **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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Product%20Type.png) **Variable Product** ========================================================= 1. Select **Variable** as product type. 2. Create **Variation Templates** in **Products → Variations**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Variable%20Product.png) 3. Add product variations and select applicable variation values. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/Add%20Variable%20Product.png) **Additional Features** ============================================================ ### **Select Specific Variations** - For variable products, pick only the needed variation values. ### **Assign/Remove Locations for Multiple Products** - Go to **Products** →**add products** → click **Add to Location** or **Remove from Location**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/assign%20and%20remove%20location.png) ### **Deactivate/Activate Products** - Go to **Products** → **add products** → click **Deactivate Selected**. - Reactivate via **Actions → Reactivate**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Products/select%20and%20deselect%20product.png) ### **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**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Import%20Product/Import%20Product.png) ### Step 2: Download the Template 1. Download the **import template file**. 2. This template contains all required column names and instructions. > Important: > > - Do **not** delete or rename any column headers. > - Fill in the data exactly as shown in the template. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Import%20Product/Download%20Template%20File.png) ### 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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Import%20Product/Submit%20import%20product%20.png) 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: - “Non-numeric value encountered” - Other undefined import errors ### 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** ------------------------------------------------------------- - Go to **Products → Units**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Units/Units.png) **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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Units/unit%20info.png) **Step 3: Add Multiple Units (Optional)** ------------------------------------------------------------------------------ - Use this when purchasing and selling in different units. - **Example**: Purchase in dozens, sell in pieces. - **Example**: Purchase in boxes, sell in pieces. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Units/add%20multiple%20unit.png) ### **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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Units/unit%20adjustments.png) **Step 4: Enable and Select Relevant Sub-Units (Optional)** ------------------------------------------------------------------------------------------------ - Useful if only some sub-units apply to a product. - **Example**: Sell oranges only in dozens or pieces. ### **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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Units/enable%20sub-unit.png) # Variations **Creating Product Variations** ==================================================================== **Step 1: Access Variations** ------------------------------------------------------------------ - Go to **Products → Variations**. - Variations are used for products that come in different options, such as colors, sizes, or other attributes. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Variation/variation.png) **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). - **Example:** For jeans, create a variation named **Color** and include all available colors. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Variation/add%20single%20variation.png) **Important:** - You cannot delete a variation that is already assigned to a product. **Step 3: Add Multiple Variations for a Product** -------------------------------------------------------------------------------------- - For products with more than one attribute (e.g., a shirt with Size and Brand, or a book with Pages and Type), use **combined variations**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Variation/add%20multiple%20variation.png) ### **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** ----------------------------------------------------------------- - Navigate to **Products → Categories → Add**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Categories/Categories%20.png) **Step 2: Add Category Details** --------------------------------------------------------------------- 1. Enter the **Category Name**. 2. Enter the **Category Code** (e.g., HSN code) 3. Enter your **Description.** ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Categories/add%20categories.png) **Step 3: Add as Sub-Category (Optional)** ------------------------------------------------------------------------------- - If the category is a **sub-category**: 1. Check **“Add as sub taxonomy”**. 2. Select the **parent category** under which it should fall. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Categories/add%20secondary%20categories.png) # 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** =================================================================== - Navigate to **Purchases → Add Purchases**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/Purchases.png) **Step 2: Select Supplier** ---------------------------------------------------------------- 1. Type the **Supplier Name** or **Business Name**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/add%20supplier%20.png) 1. If the supplier does not exist, add them first via: **Contacts → Suppliers → Add or** click on the **add** button. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/another%20way%20to%20add%20supplier.png) **Step 3: Enter Purchase Details** ----------------------------------------------------------------------- 1. **Purchase Reference Number** 2. **Purchase Date** 3. **Purchase Status** 4. **Purchase Order** **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/add%20pruchase%20details.png)** **Step 4: Select Business Location** ------------------------------------------------------------------------- - Choose the location where the purchase is being added. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/Location.png) - To add a new location: **Settings → Business Locations → Add Location**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/add%20new%20business%20location.png) **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** **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/add%20product%20for%20purchases.png)** **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.** - The system auto-calculates the total after discount. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/Discount.png) **Step 7: Add Additional Details** ----------------------------------------------------------------------- - **Shipping Details & Charges** - **Payment Status** - **Payment Account** - **Payment Methods** **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/add%20pruchase%20details.png)** **Step 8: Save and View Purchases** ------------------------------------------------------------------------ - Save the purchase entry. - View all purchases via **Purchases → List Purchases**. - Print product labels by clicking **Print Labels** in the List Purchases screen. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchaes/Save%20and%20View%20Purchases%20.png) **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** ------------------------------------------------------------------------------------------ - **Default Purchase Price:** - Price entered when the product was first added. - Shown in **View Product**. - Remains unchanged unless manually updated. - **Current Purchase Price:** - Price from the most recent purchase. - Used in **Current Stock Value by Purchase Price** report. - Can vary due to market changes or supplier costs. **Example:** - Last month’s steel price (Default Purchase Price): $120 - This month’s steel price (Current Purchase Price): $125 - **View Product:** $120 - **Stock Value Report:** $125 # 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**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Return.png) 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: - Reference Number - Supplier name - Payment method - Return date - Total return amount - Business Location - Attach Document - Purchase Tax ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Reviewing%20Purchase%20return%20list%20.png) 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: 1. - Supplier - Business Location - Reference Number - Return Date - Attach Document ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20return%20details%20.png) 4. At the bottom of the page, review the line-item details, including: - - Returned products - Quantities returned - Unit prices - Total line amounts - Purchase tax - Sub-total amount ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Return%20Details%202.png) # 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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Order/enable%20purchase%20order%20.png) 1. Enable **Purchase Order**. 2. Click **Save**. ### ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Order/Enable%20purchase%20order%20(2).png) ### Step 3: Create a Purchase Order 1. Go to **Purchase →List Purchase → Purchase Order**. 2. Click **Add Purchase Order**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Order/Creating%20Purchase%20Order%20.png) 3.Enter all required details. 4.Click **Save**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Order/Purchase%20Order%20Details.png) 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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Order/Convert%20Purchase%20Order%20to%20Purchase.png) 4.Choose the relevant purchase order from the **Purchase Order** dropdown. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Order/Purchase%20Order%20Dropdown%20.png) 5.The system will automatically load products, prices, taxes, and discounts. 6.Adjust quantities if needed. 7. Click **Save**. 8. 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. ### ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Requisition/Purchase%20Requisition%20.png) ### 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. ### ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Requisition/enable%20purchase%20requisition%20.png) ### Step 3: Create a Purchase Requisition 1. Click the **Purchase Requisition** tab. 2. Click **Add**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Requisition/add%20purchase%20requisition.png) 3. Enter the required details. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Requisition/Enter%20Purchase%20Requisition%20Details.png) 4. 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**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Requisition/Convert%20Purchase%20Requisition%20to%20Purchase%20Order.png) 3. Select the supplier. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Requisition/Purchase%20Requisition%20Supplier%20.png) 4. The related **Purchase Requisition ID** will appear. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Purchase%20Requisition/Purchase%20Requisition%20ID.png) 5. 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** -------------------------------------------------------------------------- - A **purchase invoice** is automatically created for every purchase entry in the system. **Step 2: Print a Purchase Invoice** 1. Go to **Purchases → Add Purchases.** [![Add Purchase 1](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/bQZ6A7gxnF8gS6C2-screenshot-2026-02-10-134632.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/bQZ6A7gxnF8gS6C2-screenshot-2026-02-10-134632.png) 2.Locate the required purchase entry. [![Add Purchase 2](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/UCWdt8BBpHZ6C7Wj-screenshot-2026-02-10-134753.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/UCWdt8BBpHZ6C7Wj-screenshot-2026-02-10-134753.png) [![Add Purchase 3](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/Q1E3UI2Sy7SHFTDW-screenshot-2026-02-10-134817.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/Q1E3UI2Sy7SHFTDW-screenshot-2026-02-10-134817.png) 3. Click **Save.** 4. Select **Print** to generate the purchase invoice. **Step 3: Barcode on Purchase Invoice**- A **barcode is automatically generated** on the purchase invoice. - The barcode is based on the **Purchase Invoice Number**. # All Sales (Selling, Credit Sales, Draft, Quotation & Suspended Sales) Step 1: Open the POS Screen ---------------------------------------------------------------- 1. Click on **POS** [![POS](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/YKCtHzSV0jhkTh7Z-screenshot-2026-02-08-130743.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/YKCtHzSV0jhkTh7Z-screenshot-2026-02-08-130743.png) **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Invoices.png)** Step 2: Select a customer -------------------------------------------------------------- 1. By default, **Walk-In Customer** is selected. [![Walk-in Customers](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/eEVVFEw0eLmURfoL-screenshot-2026-02-08-132038.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/eEVVFEw0eLmURfoL-screenshot-2026-02-08-132038.png) 2. To select an existing customer: - Search by **Name**, **Email,** or **Phone Number** [![Screenshot 2026-02-08 132252.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/6H8ANBHc47dNHsmX-screenshot-2026-02-08-132252.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/6H8ANBHc47dNHsmX-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/Gku0bs29BaBx1LzJ-screenshot-2026-02-24-090323.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/Gku0bs29BaBx1LzJ-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/s79Cs2xoDj9JEdAL-screenshot-2026-02-24-090657.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/s79Cs2xoDj9JEdAL-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](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/VJ7xcxN49DMSfaKs-screenshot-2026-03-02-142149.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/VJ7xcxN49DMSfaKs-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/QxYytIx0PE72iqxC-screenshot-2026-02-24-091032.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/QxYytIx0PE72iqxC-screenshot-2026-02-24-091032.png) 2. Update any of the following: - Selling price - Tax - Discount [![Screenshot 2026-02-24 091230.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/S2QHcyFLm2eZincC-screenshot-2026-02-24-091230.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/S2QHcyFLm2eZincC-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/NYigUkgd7XwwjjRA-screenshot-2026-02-24-092236.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/NYigUkgd7XwwjjRA-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/8WGI7qtKNCRNmAJd-screenshot-2026-02-24-092631.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/8WGI7qtKNCRNmAJd-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/aOltodrlcX5lyxCW-screenshot-2026-02-24-092856.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/aOltodrlcX5lyxCW-screenshot-2026-02-24-092856.png) 2. Enter the payment amount. 3. Click **Save** to complete the sale. [![Screenshot 2026-02-24 093038.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/2aSZ0EnwFirMGdU1-screenshot-2026-02-24-093038.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/2aSZ0EnwFirMGdU1-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/Ih3siT5TfxEFOO6Y-screenshot-2026-02-24-094252.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/Ih3siT5TfxEFOO6Y-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/AXUpb3n6CS8LYuql-screenshot-2026-02-24-094841.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/AXUpb3n6CS8LYuql-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/nq54gUhI39srQbs3-screenshot-2026-02-24-095944.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/nq54gUhI39srQbs3-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/iTaAFu4Jk758hDXJ-screenshot-2026-02-24-100719.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/iTaAFu4Jk758hDXJ-screenshot-2026-02-24-100719.png) 2. Click **Actions → Edit** [![Screenshot 2026-02-24 101126.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/9hxRJI3PhFmzlodP-screenshot-2026-02-24-101126.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/9hxRJI3PhFmzlodP-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/wYccYPCgK4uvz0kK-screenshot-2026-02-24-101730.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/wYccYPCgK4uvz0kK-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/i5hCzp8EJWyPvTWs-screenshot-2026-02-24-102552.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/i5hCzp8EJWyPvTWs-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/TZpT4NLdvUmEUCAV-screenshot-2026-02-24-102812.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/TZpT4NLdvUmEUCAV-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/FuSQtm32NzAROxXr-screenshot-2026-02-24-103448.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/FuSQtm32NzAROxXr-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/2oTvTbh5ltB8AAme-screenshot-2026-02-24-104515.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/2oTvTbh5ltB8AAme-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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/OIAltd0JWAVd8097-screenshot-2026-02-24-104729.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/OIAltd0JWAVd8097-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.** **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Sales%20Return%20.png)** 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: - The system automatically puts the returned quantity back into inventory. - No separate sales return entry is needed. # Shipment Assigning a Delivery Person to a Shipment ------------------------------------------------------------------------------ - While entering **shipment details during a sale**, you can select or assign a **delivery person**. - This helps track who is responsible for delivering the order. 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. - Go to **Invoice** and click on **Shipment.** [![Shipment 1](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/qrhrEgI90sPFC7aP-screenshot-2026-02-08-164425.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/qrhrEgI90sPFC7aP-screenshot-2026-02-08-164425.png) - Press the **Filter.** - Fill in the details to locate your specific products ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Shipment/Shipment%20filters%20.png) **Step 2:** - Go to the **Invoice** > **All Sales** screen and locate the sale created in Step 1. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Shipment/all%20sales%20.png) **Step 3:** - If you want your shipment details to be edited, click one the **edit** dropdown menu and press **edit shipping** to change any adjustments. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Shipment/edit%20shipping%20details%20.png) # Discount Where can you find discount ================================================================ - Click on **Invoice** and press **Discount** and click **Add. **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Screenshot%202026-01-29%20095841.png)** How to Add / Edit Discount =============================================================== Use this section to create or update discount rules in the system. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Add%20Invoice%20Discount.png) Discount Fields Description ---------------------------------------------------------------- ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Invoice%20Discount%20details%20.png) Basic Discount Information --------------------------------------------------------------- ### **Name** - Enter a **unique name** for the discount. - This name is used to identify the discount in reports and settings. - Example: *New Year Discount*, *Seasonal Offer*. Product Selection ------------------------------------------------------ ### **Products** - Select specific **products** to which the discount will apply. - Leave this field empty if the discount should apply based on **brand** or **category** instead. ### **Brand** - Select a **brand** to apply the discount to all products under that brand. - Optional field. ### **Category** - Select a **product category** to apply the discount to all products in that category. - Optional field. - **Note:** You may apply the discount using **Products**, **Brand**, or **Category**, depending on your requirement. ### **Location** - Select the **business location** where the discount will be active. - Required field. ### **Priority** - Defines the **order of application** when multiple discounts are available. - Lower numbers have **higher priority**. - Example: A discount with priority `1` will be applied before one with priority `2`. Discount Configuration ----------------------------------------------------------- ### **Discount Type** - Choose how the discount is calculated: - **Fixed** – A flat amount is deducted. - **Percentage** – A percentage is deducted from the selling price. ### **Discount Amount** - Enter the value of the discount: - For **percentage**, enter a number like `10` for 10%. - For **fixed**, enter the amount to be deducted. Discount Validity Period ------------------------------------------------------------- ### **Starts At** - Set the **date and time** when the discount becomes active. - Optional field. ### **Ends At** - Set the **date and time** when the discount expires. - Optional field. - If no start or end date is selected, the discount remains valid until manually disabled. Selling Price Group -------------------------------------------------------- ### **Selling Price Group** - Select the **price group** to which the discount applies. - Options: - **All** – Applies to all selling price groups. - Specific price group – Applies only to the selected group. Customer Group and Status -------------------------------------------------------------- ### **Apply in Customer Groups** - Enable this option to apply the discount only to **specific customer groups**. - Useful for wholesale, VIP, or membership-based pricing. ### **Is Active** - Toggle to enable or disable the discount. - **On** – Discount is active and applied. - **Off** – Discount is saved but not applied. # 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/gQ2Kn3tUP21uu1Qc-screenshot-2026-02-09-143624.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/gQ2Kn3tUP21uu1Qc-screenshot-2026-02-09-143624.png) 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/4GZ6jtWNCrqBNVTt-screenshot-2026-02-09-185819.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/4GZ6jtWNCrqBNVTt-screenshot-2026-02-09-185819.png) 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. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Subscriptions/View%20and%20Manage%20Subscriptions%20.png) 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: - Buyer billing information - Delivery details - Product list and quantities - Pricing, taxes, and discounts - Payment terms and payment information - Shipping charges (if applicable) - Additional notes or instructions 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: - **Ordered** – Order has been created - **Partial** – Order has been partially fulfilled - **Completed** – Order has been fully processed Step-by-Step: Enabling Sales Orders 1. Go to **Settings**. 2. Select **Business Settings**. 3. Open the **Sales** tab. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Sales%20order/enable%20sales%20order%20.png) 4. Enable **Sales Order**. 5. Click **Update Setting.** **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Sales%20order/enable%20sales%20order%202.png)** 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**. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Sales%20order/creating%20a%20sales%20order%20.png) 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/7IiSFgddfYqs43Zk-screenshot-2026-02-10-120042.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/7IiSFgddfYqs43Zk-screenshot-2026-02-10-120042.png) 2. Click **Print**. [![Sales Order 5](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/wSvqJ615d3TmAUVG-screenshot-2026-02-10-120218.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/wSvqJ615d3TmAUVG-screenshot-2026-02-10-120218.png) 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/cYUI8xOgWibQ11VT-screenshot-2026-02-10-114515.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/cYUI8xOgWibQ11VT-screenshot-2026-02-10-114515.png) 3. Choose the **Customer**. [![Sales Order 2](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/YQeFa6DpXtZ0Ul4t-screenshot-2026-02-10-114635.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/YQeFa6DpXtZ0Ul4t-screenshot-2026-02-10-114635.png) 4. Open the **Sales Order** dropdown. 5. Select the approved sales order. [![Sales Order 3](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/vcizgFnvJJrOJPmV-screenshot-2026-02-10-114847.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/vcizgFnvJJrOJPmV-screenshot-2026-02-10-114847.png) 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 quantity **decreases** at the **source location (From)** - Stock quantity **increases** at the **destination location (To)** 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 - Go to **Stock Transfer** and press **Add Stock Transfer** ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Transfer/add%20stock%20transfer%20.png) ### Step 2: Select Location and Date - Choose the **Business Location** where the stock adjustment applies. - Select the **date** of adjustment. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Transfer/Location%20and%20date%20.png) Editing a Stock Transfer ------------------------------------------------------------- Stock transfers can be edited only under specific conditions. ### When Editing Is Allowed - The transfer status is **Pending** - The transfer status is **In-Transit** ### When Editing Is Not Allowed - The transfer status is **Completed** **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*) ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Transfer/users%20and%20roles%20.png) **Step 3:** Under the **Product** section, uncheck **“View Purchase Price”** **Step 4:** Save the changes. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Transfer/view%20purchase%20price%20.png) # Stock Adjustment How to Create a Stock Adjustment --------------------------------------------------------------------- Follow these steps to record a stock adjustment: ### Step 1: Open Stock Adjustment - Go to **Add Stock Adjustment** in the system. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Adjustment/Stock%20Adjustment.png) ### Step 2: Select Location and Date - Choose the **Business Location** where the stock adjustment applies. - Select the **date** of adjustment. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Transfer/Location%20and%20date%20.png) ### Step 3: Choose Adjustment Type Select one of the following: - **Normal Adjustment** - Used for regular or expected losses - Example: leakage, minor damage, expiry - **Abnormal Adjustment** - Used for unexpected or major losses - Example: fire, accident, theft - This classification helps in reporting and analysis. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Adjustment/Adjustment%20Types.png) ### Step 4: Add Products and Quantity - Select the products you want to adjust. - Enter the **quantity to be reduced** for each product. The entered quantity will be **deducted from the available stock**. ### Step 5: Enter Recovered Amount (If Any) - Sometimes you may recover money from damaged stock, such as: - Insurance claims - Selling scrap or waste material - Enter the **recovered amount** here. - If nothing is recovered, enter 0. ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Stock%20Adjustment/total%20recovered%20amount%20and%20reason.png) # 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 - Go to the **Dashboard** - Click **Expenses** from the sidebar menu ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/Expenses%20.png) ### Step 2: Open Expenses - Click **Expenses** to open the expense management page ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/expenses%20management%20.png) Steps to Add a New Expense -------------------------- ### Step 3: Open Add Expense Form - Scroll to the bottom of the screen - Click **Add Expense** **![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/add%20new%20expenses%20.png)** ### Step 4: Understand the Expense Cards Each expense card shows: - **Expense category** - **Business Location** - **Expense note** - **Sub Category** - **Date created** - **Reference Number** - **Expense for** - **Expense For Contract** - **Total Amount** - Attach Document** - **Applicable tax** ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/expenses%20card%201.png) ### Step 5: Select Expense Category - Use the **Select Category** dropdown - Choose the appropriate category for the expense ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/Expenses%20Category.png) ### Step 6: Choose Payment Method - Open the **Payment Method** dropdown - Select how the expense was paid ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/Payment%20Method.png) ### Step 7: Enter Expense Amount - Fill in the **Amount** field ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/Expenses%20amount.png) ### Step 8: Add Optional Details - Enter a **description or note** (optional) ![](https://billing.admin.defy.com.fj/media/eljin-kumar/XPOS/Expenses/additional%20note.png) ### Step 9: Save the Expense - Click **Save** ### Step 10: Confirm Expense Creation - The new expense will appear in the expense list # 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 - Go to the **Dashboard** - Click **Expense Category** from the sidebar menu [![Expenses Category](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/39odfRAEhjQIJeXD-screenshot-2026-02-08-160233.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/39odfRAEhjQIJeXD-screenshot-2026-02-08-160233.png) ### Step 2: Open Expenses - Select **Expenses** to access the expense management page [![Expenses Category 2](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/0A20rTxN0VgYdQOf-screenshot-2026-02-08-160507.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/0A20rTxN0VgYdQOf-screenshot-2026-02-08-160507.png) ### Step 3: View Existing Categories - At the top of the page, you will see your existing expense categories displayed as cards - Each card represents one expense category [![Expenses Category 3](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/o1fmPKVbf5K5hOlb-screenshot-2026-02-08-161836.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/o1fmPKVbf5K5hOlb-screenshot-2026-02-08-161836.png) ### Step 4: Understand Category Options - The **category name** is shown on the left side. - On the right side, you will find options to: - **Edit** the category - **Delete** the category [![Expenses Category 4](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/5HlauP7atHoaeoZM-screenshot-2026-02-08-162048.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/5HlauP7atHoaeoZM-screenshot-2026-02-08-162048.png) ### Step 5: Edit an Expense Category - Click the **Edit** button next to the category - Update the category name as needed - Save the changes [![Expenses Category 6](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/IdOy8ucoTkpxMyuG-screenshot-2026-02-08-162532.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/IdOy8ucoTkpxMyuG-screenshot-2026-02-08-162532.png) **Steps to Add a New Expense Category** ------------------------------------------------------------------------ ### Step 6: Open Add Category Form - Click the **Add Category** button [![Expenses Category 6](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/8k5eMeeBPb3sxAAN-screenshot-2026-02-08-163120.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/8k5eMeeBPb3sxAAN-screenshot-2026-02-08-163120.png) ### Step 7: Enter Category Details - Type the name of the new expense category [![Expenses Category 7](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/pXWVjZqBHMT1XVGn-screenshot-2026-02-08-163308.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/pXWVjZqBHMT1XVGn-screenshot-2026-02-08-163308.png) ### Step 8: Save the Category - Click **Save** [![Expenses Category 8](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/LTHaVM122qkxHthR-screenshot-2026-02-08-163433.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/LTHaVM122qkxHthR-screenshot-2026-02-08-163433.png) ### Step 9: Confirm Category Creation - The new category will appear in the list of expense categories # 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 view[![Reports](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/VnBP8SkwuVm887Nb-screenshot-2026-01-29-173729.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/VnBP8SkwuVm887Nb-screenshot-2026-01-29-173729.png) 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: - Total purchases and sales - Purchases and sales including tax - Outstanding purchase dues - Total sales and purchase - Sales and Purchase including tax - Outstanding sales and purchase dues [![Sales And Purchase Report](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/tRQhTdATRliSiuGq-screenshot-2026-01-29-174015.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/tRQhTdATRliSiuGq-screenshot-2026-01-29-174015.png) 2. Tax Reports --------------------------------------------------- Tax reports show: - **Input Tax** (tax paid on purchases) - **Output Tax** (tax collected on sales) [![Tax Report](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/uTm2KL1wXrU2kjrM-screenshot-2026-01-29-174241.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/uTm2KL1wXrU2kjrM-screenshot-2026-01-29-174241.png) These reports help with tax tracking and compliance. 3. Contacts Report (Customers & Suppliers) ----------------------------------------------------------------------------------- This report displays purchase and sales details for all customers and suppliers, along with outstanding balances. - A **positive due amount** means payment is expected from the contact - A **negative due amount** means payment is owed to the contact [![Customers and Suppliers Report](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/mFtXebTFTdubQEdt-screenshot-2026-02-03-093248.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/mFtXebTFTdubQEdt-screenshot-2026-02-03-093248.png) 4. Stock Report ---------------------------------------------------- The stock report provides details of current inventory, including: - Available stock quantity - Total quantity sold for each product [![Stock Report](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/mCmsjGuS5pvvsxxR-screenshot-2026-01-29-174608.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/mCmsjGuS5pvvsxxR-screenshot-2026-01-29-174608.png) ### 5. Variable Products - Click the **green plus (+)** button next to the SKU to view stock details for each product variation Stock Value by Purchase and Sales Price ---------------------------------------------------------------------------- Within the stock report, you can also view: - Current stock value based on **purchase price** - Current stock value based on **selling price** 6. Product Stock History (Date-wise) ------------------------------------------------------------------------- To track stock movement over time: - Use the **Product Stock History** link in the stock report - View stock changes based on selected dates Trending Products Report ------------------------------------------------------------- This report helps identify high-demand products. You can apply filters such as: - Business location - Product category and sub-category - Brand and unit - Date range - Number of products (Top 5, Top 10, or any custom number) 7. Expense Report ------------------------------------------------------ The expense report helps analyze: - Expenses by business location - Expenses by category [![Expenses Report](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/qzW75guiejehZ8It-screenshot-2026-01-30-120249.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/qzW75guiejehZ8It-screenshot-2026-01-30-120249.png) 8. Register Report ------------------------------------------------------- This report shows details of all registers. You can filter registers by: - User - Status (Open or Closed) [![Register Report](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/K1qVTSE29qgwbzR0-screenshot-2026-02-03-094858.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/K1qVTSE29qgwbzR0-screenshot-2026-02-03-094858.png) 9. Sales Representative Report ------------------------------------------------------------------- This report displays: - Sales data - Expense data for sales representatives Filters available: - User - Business location - Date range [![Sales Representative Report](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/Qq5xzZiPgJElzBGM-screenshot-2026-02-03-095045.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/Qq5xzZiPgJElzBGM-screenshot-2026-02-03-095045.png) 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: - Date - Product name **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: - **Business Name** - **Business Start Date** - **Default Profit Margin** - **Currency** - **Time Zone** - **Business Logo** Financial Year Settings ------------------------------------------------------------ - Set the **financial year** based on your country - Some countries start the financial year in **January** - Others start in **April** - Select the option that applies to your business Tax and Pricing Settings ------------------------------------------------------------- ### Tax Information - Configure your business tax details - Set **default sales tax** applied to transactions ### Default Sales Discount - Set a default discount that applies automatically to sales Product SKU Prefix ------------------------------------------------------- - Enable **Product SKU Prefix** to automatically add a prefix to product SKUs - When enabled: - The prefix is added to manually entered SKUs - If SKU is left empty, the system auto-generates one with the prefix Contact Settings ----------------------------------------------------- ### Default Credit Limit - Location: **Business Settings > Contact** - This value is used as the default credit limit when creating: - Customers - Suppliers Sales Settings --------------------------------------------------- ### Default Sale Discount - Location: **Business Settings > Sale** - Automatically applies a discount to sales in: - POS screen - Add Sales screen ### 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 - Defines how product prices are rounded - Options include: - Whole number - Rounded decimal values - If no method is selected, prices remain as whole numbers ### Minimum Selling Price Rule **Sales price is minimum selling price** - Prevents selling a product below its set selling price - Allows selling above the set price - Useful for protecting profit margins ### Inline Tax Display - Enable **Inline Tax** from **Business Settings > Tax** - Displays prices including tax on the POS screen ### Enable Sales Order - Turn on this option to use the **Sales Order** feature Transaction Edit Limit ----------------------------------------------------------- ### Edit Transactions Beyond 30 Days - You can control how many days a transaction remains editable - Set the allowed number of days in **Business Settings** - Increasing this value allows older transactions to be edited System Settings ---------------------------------------------------- ### Datatable Entry Selection - Location: **Business Settings > System** - Set the default number of rows displayed in data tables Allow Overselling of Products ------------------------------------------------------------------ - Location: **Business Settings > Sale** - Enable this option to sell products even when stock is unavailable - Useful for: - Non-stock items - Special order scenarios **Important Note:** - If a sale is made for out-of-stock products using this option: - The profit for those products will be calculated as **negative.** **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 - Go to **Settings** - Select **Invoice Settings** ### Step 2: Add a New Invoice Scheme - Click **Add** to create a new invoice scheme ### Step 3: Choose Invoice Format - Select an invoice number format, such as: - `XXXX` - `-XXXX` ### Step 4: Customize Invoice Details You can configure the following options: - **Custom prefix** (optional) - **Starting invoice number** - **Number of digits** for the invoice number ### Step 5: Preview the Invoice Number - The **Preview** box shows how the invoice number will look based on your selected options ### Step 6: Set Default Invoice Scheme - Choose one invoice scheme as the **default** - Only the default scheme will be used when generating invoices for the business **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 - Go to **Settings** - Select **Barcode Settings** - Click **Add** ### Step 2: Enter Basic Details - Provide a **name** for the barcode setting - Add a **description** for reference (optional but recommended) ### Step 3: Choose Sticker Type - If you are using label rolls, enable **Continuous feed or rolls** - Some measurement fields are not required when this option is enabled ### Step 4: Enter Measurement Details (All values must be in inches) Enter the following information as applicable: - Additional top margin - Additional left margin - Sticker width - Sticker height - Paper width - Paper height - Number of stickers per row - Distance between rows - Distance between columns - Total number of stickers per sheet Testing the Barcode Setting ---------------------------------------------------------------- ### Step 5: Print a Test Label - Go to **Purchase** - Use the **Print Label** option to print a sample sticker ### Step 6: Adjust if Needed - If alignment or size is incorrect, return to **Barcode Settings** - Edit the measurements until the label prints correctly **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 - The **tax rate of a tax group** is the total of all selected sub-tax rates - If a sub-tax rate is updated, the related tax group rate updates automatically - A tax rate **cannot be deleted** if it is already used in a tax group How to Disable Tax ------------------------------------------------------- If you do not want to use taxes in your system, follow these steps: ### Step 1: Open Business Settings - Go to **Settings > Business Settings** ### Step 2: Disable Tax Options - Uncheck **Enable inline tax in purchase and sell** - Uncheck **Enable Price & Tax info** ### Step 3: Remove Default Sales Tax - Set **Default Sale Tax** to **None** # 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: - Customer type (Retail / Wholesale) - Business location - User (cashier) - Special pricing rules 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 - You manually enter a specific selling price for each product. - Example: Product price = $50 ### Option 2: Percentage Based - The selling price is calculated using a percentage. - Example: - +10% from default price - -5% discount from default price 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 POS automatically uses the assigned price. - No manual price change is needed at checkout. The price group can be applied based on: - User - Customer - Location 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: - Multiple taxes apply to a single invoice - Combined tax calculation is required ### 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: - The **total tax rate** of a tax group is the **sum of all included taxes**. - If you edit a tax inside a tax group, the group’s total tax rate updates automatically. - A tax **cannot be deleted** if it is already being used in a tax group. 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: - When inline tax is disabled, the **“Price Including Tax”** column will **not appear** on the POS screen. # 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 - Search and add products using: - Product name - Barcode - SKU ID ### Step 2: Set Label Quantity - Enter the **number of labels** needed for each product. ### Step 3: Choose Label Information - Under **“Information to show in labels”**, select or deselect the details you want to print, such as: - Product name - Price - Barcode - SKU ### Step 4: Select Barcode Settings - Choose a **barcode layout** that matches your sticker paper. - Common label formats are already available. - To create a new layout: - Go to **Settings → Barcode Settings** ### Step 5: Preview Labels - Click **Preview** to review the labels before printing. ### Step 6: Print Labels - If the preview looks correct, click **Print**. 3. Important Printing Tips -------------------------- - In the browser print window, always set **Margins** to **Default**. - If some text appears cut off: - Hide unnecessary information, or - Use the **20 Labels Per Sheet** format for better spacing. 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/yXGrTYaX7fUtJmX6-screenshot-2026-02-10-131111.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/yXGrTYaX7fUtJmX6-screenshot-2026-02-10-131111.png) ### Step 2: Download the Template 1. Click **Download Template**. [![Importing Sales 2](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/n8Ew6rjCJyIuSlk6-screenshot-2026-02-10-131641.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/n8Ew6rjCJyIuSlk6-screenshot-2026-02-10-131641.png) 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 -------------------------------------------------------------- - If the system shows errors after uploading, it means some data does not follow the required format. - Review the error message. - Correct the data in the Excel file. - Upload the file again. 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: - You must select a column that uniquely identifies a sale. - All rows with the same value in that column will be grouped into one invoice. ### Example: - If your Excel file contains an **Invoice\_Number** column: - All products from the same invoice should have the same Invoice\_Number. - Select **Invoice\_Number** in the **Group Sell Line By** dropdown. 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/QPafZOm6COz3K2h6-screenshot-2026-02-10-132135.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/QPafZOm6COz3K2h6-screenshot-2026-02-10-132135.png) 3. Download the sample import file (if required). [![Importing Opening Stock 2](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/3EEs2gJPxItEwu9o-screenshot-2026-02-10-132737.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/3EEs2gJPxItEwu9o-screenshot-2026-02-10-132737.png) 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/RK6MRbHYPLnMTIuG-screenshot-2026-02-10-133006.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/RK6MRbHYPLnMTIuG-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 - If the existing opening stock is **10**: - Enter **-10** to reduce the stock to 0. - Enter **-4** to adjust the stock to **6**. - Enter **5** to increase the stock to **15**. 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/1AIAQmQGEXooQlOW-screenshot-2026-02-08-165433.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/1AIAQmQGEXooQlOW-screenshot-2026-02-08-165433.png) 2. Enter the required shipment details. [![Shipment 2](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/4Ky00bee2Efis4Vf-screenshot-2026-02-08-165628.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/4Ky00bee2Efis4Vf-screenshot-2026-02-08-165628.png) 3.Select a delivery person from the available options. [![Shipment 3](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/VJt1k54nEmNl8aLP-screenshot-2026-02-08-180232.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/VJt1k54nEmNl8aLP-screenshot-2026-02-08-180232.png) 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/ZTV7Ho3tfE0XSCKk-screenshot-2026-02-08-181310.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/ZTV7Ho3tfE0XSCKk-screenshot-2026-02-08-181310.png) 3. Locate the required sale. [![Shipment 5](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/XY5FL3Ex4U1reII9-screenshot-2026-02-08-181829.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/XY5FL3Ex4U1reII9-screenshot-2026-02-08-181829.png) 4. Click the **Action** dropdown for that sale. [![Shipment 6](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/d4bmGR7PZdLJTEqJ-screenshot-2026-02-08-182338.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/d4bmGR7PZdLJTEqJ-screenshot-2026-02-08-182338.png) 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](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/IaNzNhGQDI8SkeAw-screenshot-2026-02-09-140813.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/IaNzNhGQDI8SkeAw-screenshot-2026-02-09-140813.png) 2. Find the sale with delivery details. [![Shipment 8](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/k49PvqRf9iZsamAt-screenshot-2026-02-09-141509.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/k49PvqRf9iZsamAt-screenshot-2026-02-09-141509.png) 3. Click the **Action** dropdown. [![Shipment 6](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/d4bmGR7PZdLJTEqJ-screenshot-2026-02-08-182338.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/d4bmGR7PZdLJTEqJ-screenshot-2026-02-08-182338.png) 3. Select **Delivery Note**. [![Shipment 9](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/R5zvlEQWAxmn5DNA-screenshot-2026-02-09-141824.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/R5zvlEQWAxmn5DNA-screenshot-2026-02-09-141824.png) 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. - Real-time or near real-time sales submission - Digital invoice signing via VSDC - Compliance with FRCS VMS requirements 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 - VMS VSDC Certificate - PAC (Provisioning Access Code) - Certificate Password - Admin access to POS --- ### 3.2 Access Settings **URL Method:** ``` /taxcore/settings ``` [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/XQYU4paJlJi59lQz-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/XQYU4paJlJi59lQz-image.png) **From POS:** 1. Open POS 2. Click **TaxCore** icon (bottom) 3. Select **Settings** [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/MDiQSLbW8Qkg4dui-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/MDiQSLbW8Qkg4dui-image.png) [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/bBj2zqzrjBECgX8L-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/bBj2zqzrjBECgX8L-image.png) --- ### 3.3 Configuration #### Enter PAC Enter PAC exactly as issued. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/44epaJeZeUGnHx3m-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/44epaJeZeUGnHx3m-image.png) #### Select Environment - Production (Live) - Sandbox (Test) [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/qNjQk6VHYOznXxjx-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/qNjQk6VHYOznXxjx-image.png) #### Upload Certificate 1. Click **Upload Certificate** 2. Select VSDC certificate file [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/3W0Ty7ec6I5JJzmX-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/3W0Ty7ec6I5JJzmX-image.png) #### Certificate Password Enter certificate password. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/3KMN4r28uiyg7AR9-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/3KMN4r28uiyg7AR9-image.png) --- ### 3.4 Connect to FRCS #### Save Settings 1. Scroll down 2. Click **Update Settings** [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/3gaRKguxGzrSWH5a-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/3gaRKguxGzrSWH5a-image.png) 1. Click **Connect to FRCS** 2. Wait for validation ``` Connected ``` [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/KVtZEQnxGMyncYvA-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/KVtZEQnxGMyncYvA-image.png) --- ## 4. Optional Settings ### Sync Settings - Real-time sync - Scheduled sync - Retry on failure [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/R9luJz6f8pyorQoT-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/R9luJz6f8pyorQoT-image.png) ### Training Mode Enable for testing. Disable before going live. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-02/scaled-1680-/xAppqumJlrIUhE9u-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-02/xAppqumJlrIUhE9u-image.png) --- ## 5. Go-Live Checklist - PAC entered - Correct environment selected - Certificate uploaded - Password correct - Status shows **Connected** - Settings updated - Training Mode OFF (Production) --- ## 6. Troubleshooting - Recheck PAC - Verify certificate - Confirm password - Check environment - Ensure internet connection # 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: - Sale/Purchase Email Notifications - Recurring Invoice Notifications ### 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 ``` - Ensure SMTP AUTH is enabled for the mailbox in Microsoft 365. - If Multi-Factor Authentication (MFA) is enabled, use an App Password. ### 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 ``` - Enable “Less secure apps” or use an App Password if 2FA is enabled. - Port 587 is recommended for TLS. Use port 465 for SSL if needed. ### 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](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/h0EfCNvAvL1x2WAO-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/h0EfCNvAvL1x2WAO-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](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/RZaK0uj1p1TSVlqo-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/RZaK0uj1p1TSVlqo-image.png) 1. **Add Payment Row:** Click *Add Payment Row* to include another payment method. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/o5btPsBJyoojrxzp-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/o5btPsBJyoojrxzp-image.png) 2. **Select Payment Method:** Choose the payment method for the new row and enter the amount. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/E5KMSsgJ5VxK8dpZ-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/E5KMSsgJ5VxK8dpZ-image.png) 3. **Finalize Payment:** After all splits are entered, click *Finalize Payment* to complete the transaction. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/q8gcA6g1ZC0eX4y9-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/q8gcA6g1ZC0eX4y9-image.png) ## Supported Payment Types - Cash - Card - Check - Wire Transfer - Voucher - Mobile - Other ## Notes - The system ensures the total payment matches the invoice amount before allowing finalization. - Partial payments are recorded under each payment method for accurate reporting. - This feature complies with VSDC-based VMS requirements when connected. # Reference Number Handling in POS ### 1. Normal Sale Invoices (linked to Advance/Proforma invoices) - The POS allows the operator to enter a reference number when finalizing the invoice. - The system automatically validates and tracks the reference number to ensure consistency with the linked advance/proforma invoice. ### 2. Refund and Copy Invoices - The POS requires a reference number to be entered. - This ensures accurate linkage to the original invoice and prevents submission errors. ### Automation and Compliance - All reference numbers are automatically validated by the POS against FRCS TaxCore. - The system prevents incorrect submissions, minimizing user error, as it operates in real-time online mode with TaxCore. # 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](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/5I86rA6dQAqsztjd-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/5I86rA6dQAqsztjd-image.png) 3. Enter either: - **Local Invoice Number** – the invoice generated by XPOS locally. - **SDC Invoice Number** – the number submitted to TaxCore. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/n8VsHmDGuPauJb9R-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/n8VsHmDGuPauJb9R-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
FilterDescription
Business LocationFilter invoices by specific business branches or locations.
CustomerRetrieve invoices for a specific customer.
Payment StatusFilter invoices by payment status (Paid, Pending, Partially Paid).
Date RangeSpecify a start and end date to retrieve invoices issued within the range.
UserFilter invoices generated by a specific user/operator.
Shipping StatusFilter invoices by delivery status (Shipped, Pending, Cancelled).
Subscriptions / Payment MethodFilter by subscription type or payment method used.
[![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/ameMi7JPKYlPxYa6-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/ameMi7JPKYlPxYa6-image.png) ## Tips for Searching - Always double-check invoice numbers before searching to avoid empty results. - Use multiple filters together (e.g., Date Range + Customer) to quickly narrow down results. - For refunds or copy invoices, always use the reference number to find the correct original invoice. - XPOS automatically syncs with TaxCore, ensuring that search results match submitted data. # 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: - **Manufacturer Name:** Identifies the maker of the device. - **Serial Number:** Unique identifier for each device. - **Software Version:** The installed POS software version. - **Hardware Version:** The device model/version. - **Electrical Information:** Stickers showing voltage, amperage, and other specifications. **Note:** Access to software version is also be available via the POS interface for auditing purposes. Sticker Samples: [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/99MOpuOVhD0vwJpm-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/99MOpuOVhD0vwJpm-image.png) # 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](https://learn.defy.com.fj/uploads/images/gallery/2026-03/scaled-1680-/lBlfsInez3Dq3b6c-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-03/lBlfsInez3Dq3b6c-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 - **Modifier keys:** shift, ctrl, alt - **Navigation keys:** backspace, tab, enter, return, esc, escape, space, pageup, pagedown, end, home, left, up, right, down, ins, del - **Other:** plus ## 3. Default XPOS Shortcuts
OperationKeyboard Shortcut
Express Checkoutshift+e
Pay & Checkoutshift+p
Draftshift+d
Cancelshift+c
Go to Product Quantityf2
Edit Discountshift+i
Edit Order Taxshift+t
Add Payment Rowshift+r
Finalize Paymentshift+f
Add New Productf4
## 4. Tips for Safe Shortcut Configuration - Test new shortcuts immediately on the POS screen. - Keep a reference of your customized shortcuts handy. - Use **modifier keys** (ctrl, shift, alt) to avoid accidental conflicts. # Daily Report Functionality The POS system supports generation of daily reports upon user request. ### Features - Number of fiscalized invoices, categorized by: - Invoice type - Transaction type - Total sales amount *(applies only to Normal and Advance invoices)* - Total refund amount *(applies only to Normal and Advance invoices)* - Aggregated totals per payment type, including (but not limited to): - Cash - Card - Digital payments ### Access - TaxCore Module → Taxcore Tax Report - Select Appropriate Filters. [![image.png](https://learn.defy.com.fj/uploads/images/gallery/2026-04/scaled-1680-/M0ex0mal5sNd6TtN-image.png)](https://learn.defy.com.fj/uploads/images/gallery/2026-04/M0ex0mal5sNd6TtN-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 - Normal Sale invoices are cancelled by issuing a **Normal Refund** invoice. - Advance Sale invoices are cancelled by issuing an **Advance Refund** invoice. Steps on performing a refund can be found here: [https://learn.defy.com.fj/books/xpos-confidence-at-every-checkout/page/sales-return](https://learn.defy.com.fj/books/xpos-confidence-at-every-checkout/page/sales-return) ### System Behavior - When a user selects the **Cancel** option on an invoice, XPOS automatically generates the appropriate refund invoice (Normal Refund or Advance Refund). - The generated refund invoice mirrors the original invoice, including all key components (items, amounts, taxes), ensuring full traceability. ### Special Field Handling - **Buyer ID Field:** Automatically populated with the Taxpayer Identification Number (TIN) of the seller. - **Reference Number Field:** Automatically populated with the SDC Number of the original Sale invoice being cancelled. ### Data Integrity & Compliance - Original invoices are retained and cannot be edited or deleted after fiscalization. - Each cancellation is recorded as a separate fiscal transaction (refund invoice). - Refund invoices are linked to the original sale invoice via the reference number. - All cancellation actions are included in reports and audit logs. ### Access Control - Only authorized users can perform invoice cancellations. - All cancellation actions are logged with user and timestamp details. ### 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.