XPOS - Confidence at every checkout
XPOS is a POS/ERP system that handles sales, inventory, and payments, supports hardware like barcode scanners and receipt printers, and includes multiple modules such as HRM, Payroll, Hotel Management, Accounting, API access, and more.

Documentation

Installation & Setup Guide
XPOS is a cloud-based software . Follow the steps below to set up and start using the application. 
 1. Subscription & Account Setup 
 
 Purchase an XPOS subscription from Defy Technologies . 
 After payment, a server will be provisioned automatically, and you will receive an access hostname . 
 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 
 
 Open your access hostname URL in Google Chrome (recommended). 
 Log in using credentials provided by your system administrator. 
 
 
 3. POS Terminal Setup 
 
 
 Download the latest Windows client from Defy Downloads . 
 
 
 Disable Windows SmartScreen . 
 
 
 Double-click the setup file and follow the on-screen instructions. 
 
 
 Open the software via the desktop icon. 
 
 
 Enter the following: 
 
 Product Key (emailed to you) 
 Client Name 
 Server Hostname 
 
 
 
 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 .

How to Reach Us
We are available Monday to Friday: 8:00 AM – 5:00 PM 
and Saturday: 8:00 AM – 1:00 PM . 
 Main Contact: 
 Phone: 9991688 , 7771688 
 Address: 58 Link Road, Lautoka 
P O Box 2521, Lautoka 
 Support Email: support@defy.com.fj 
 Finance Email: billing@defy.com.fj 
 
 Exclusive Distributor 
 XTECH – Exciting Solutions 
 Phone: 9993244 , 7973244 
 Email: naveen@xtech.com.fj 
 Address: 9 Yankanna Place, Lautoka

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

Accessing Your Account
Login Procedure 
 
 Visit the XPOS application at (Provide url) 
 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. 
 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 . 
 
 
 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. 
 
 
 
 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. 
 
 
 4. Not For Selling (Optional) 
 
 Enable if the product should not appear in POS or Sales . 
 Useful for ingredients or temporarily disabling a product. 
 
 
 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. 
 
 
 
 
 7. Select Business Location(s) 
 
 Choose where the product will be available 
 
 
 8. Set Tax 
 
 Select the applicable tax (e.g., GST, VAT). 
 Make sure tax rates are pre-configured. 
 
 
 9. Choose Product Type 
 
 Options: Single , Variable , or Combo/Bundle . 
 Click Save after entering all details. 
 
 Single Product 
 
 
 Select Single as product type. 
 
 
 Enter pricing: 
 
 Default Purchase Price (inclusive/exclusive of tax). 
 Profit Margin %. 
 Product Image 
 
 
 
 Selling price is auto calculated based on cost and margin. 
 
 
 Optional: manually adjust selling price; margin updates automatically. 
 
 
 
 Variable Product 
 
 Select Variable as product type. 
 Create Variation Templates in Products → Variations . 
 
 
 
 Add product variations and select applicable variation values. 
 
 
 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 . 
 
 
 Deactivate/Activate Products 
 
 Go to Products → add products → click Deactivate Selected . 
 Reactivate via Actions → Reactivate . 
 
 
 Bulk Import/Transfer Products 
 
 Export product list via Download Excel in List Products . 
 Check formatting. 
 Import using Import Products feature.

Import Products
Importing Products – Step-by-Step Guide 
 Step 1: Open Import Page 
 
 Go to Products in the menu. 
 Click on Import Products . 
 
 
 Step 2: Download the Template 
 
 Download the import template file . 
 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. 
 
 
 
 Step 3: Fill in Product Details 
 
 Enter all product information under the correct columns. 
 Follow the format mentioned in the template for each field. 
 
 Step 4: Upload the File 
 
 After completing the file, upload it using the Import option. 
 Wait for the system to process the file. 
 
 
 Common Import Errors and How to Fix Them 
 Error 1: “UNIT not found” 
 Reason: 
The unit mentioned in the Excel file does not exist in the system. 
 Solution: 
 
 Go to Products → Units . 
 Add the required unit. 
 Re-upload the import file. 
 
 Error 2: “The separation symbol could not be found” 
 Reason: 
The expiry date format is incorrect. 
 Solution: 
 
 In Excel, select the expiry date column . 
 Change the cell format to Text . 
 Enter the date in this format: 
 MM-DD-YYYY (example: 11-25-2018 ) 
 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 
 
 
 Split your Excel file into smaller files. 
 
 
 For example: 
 
 If you have 500 products , divide them into two files of 250 products each . 
 
 
 
 Import each file separately. 
 
 
 This helps identify problematic records and reduces system errors.

Units
Adding Units 
 Step 1: Access Units 
 
 Go to Products → Units . 
 
 
 Step 2: Add a Basic Unit 
 
 
 Enter the Unit Name (e.g., Meter). 
 
 
 Enter a Short Name (e.g., Mtr.). 
 
 
 Choose whether to Allow Decimals . 
 
 Enabling decimals allows buying and selling in fractional quantities. 
 
 
 
 
 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. 
 
 
 
 
 Steps 
 
 
 Add the lower unit first (e.g., Pieces). 
 
 
 Add the higher unit : 
 
 Check “Add as multiple of another unit.” 
 Enter the conversion ratio . 
 
 
 
 When adding/editing products, select the desired unit from the dropdown. 
 
 Purchase and sales prices adjust automatically. 
 
 
 
 Note: Only the lower unit is used to store transactions. Changing conversions later will adjust existing purchase/sales quantities accordingly. 
 
 
 
 Step 4: Enable and Select Relevant Sub-Units (Optional) 
 
 Useful if only some sub-units apply to a product. 
 Example : Sell oranges only in dozens or pieces. 
 
 Steps 
 
 Enable feature: Business Settings → Products → Enable relevant sub-units . 
 When adding a product, select the main unit and choose the applicable sub-units. 
 Purchases and sales can now be performed in these selected sub-units.

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. 
 
 
 Step 2: Add a Single Variation 
 
 Enter the name of the variation (e.g., Color, Size). 
 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. 
 
 
 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 . 
 
 
 Steps 
 
 
 Create a combined variation name that includes all attributes. 
 
 Example: Size – Pages . 
 
 
 
 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 . 
 
 
 Step 2: Add Category Details 
 
 Enter the Category Name . 
 Enter the Category Code (e.g., HSN code) 
 Enter your Description. 
 
 
 Step 3: Add as Sub-Category (Optional) 
 
 
 If the category is a sub-category : 
 
 Check “Add as sub taxonomy” . 
 Select the parent category under which it should fall.

Purchase Sell Mismatch
Correcting Product Stock Mismatch / Incorrect Stock. 
 Common Errors: 
 
 
 Mismatch between sold and purchased quantities. 
 
 
 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: 
 
 
 Open the URL: 
 www.your-pos-website.com/reports/product-stock-details 
 
 
 Select the Business Location and click Search . 
 
 A list of products with stock mismatches will be displayed. 
 
 
 
 Click the Fix button for each product to correct the stock. 
 
 
 Solution 2 (If Solution 1 Doesn’t Work) 
 Steps: 
 
 
 Go to List Products . 
 
 
 Click the Actions button of the product with mismatch. 
 
 
 Select Product Stock History . 
 
 
 In Product Stock History : 
 
 Select the Location where the mismatch occurred. 
 If it is a variable product, select the specific variation . 
 
 
 
 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 . 
 
 
 Step 2: Select Supplier 
 
 Type the Supplier Name or Business Name . 
 
 
 
 If the supplier does not exist, add them first via: 
 Contacts → Suppliers → Add or click on the add button. 
 
 
 Step 3: Enter Purchase Details 
 
 Purchase Reference Number 
 Purchase Date 
 Purchase Status 
 Purchase Order 
 
 
 Step 4: Select Business Location 
 
 Choose the location where the purchase is being added. 
 
 
 
 To add a new location: Settings → Business Locations → Add Location . 
 
 
 Step 5: Add Products 
 
 
 Type the Product Name or scan the barcode . 
 
 
 Select the correct product from the suggested list. 
 
 
 Enter: 
 
 Purchase Quantity 
 Purchase Price 
 Tax Information 
 
 
 
 
 Step 6: Apply Discounts (Optional) 
 
 
 Select Discount Type : Fixed or Percentage. 
 
 
 Enter the Discount Amount . 
 
 
 Select Purchase Tax. 
 
 
 Enter an Additional Notes. 
 
 
 
 The system auto-calculates the total after discount. 
 
 
 Step 7: Add Additional Details 
 
 Shipping Details & Charges 
 Payment Status 
 Payment Account 
 Payment Methods 
 
 
 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. 
 
 
 Step 9: Troubleshooting “No Matching Product Found” 
 This error appears in three cases: 
 
 Product not found : Check if the product exists in List Products . 
 Business Location mismatch : Ensure the product is assigned to the selected location in Add/Edit Products . 
 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: 
 
 Navigate to the Dashboard . 
 Click Purchasing from the sidebar to expand the purchase-related options. 
 Select Purchase Returns . 
 
 
 The system displays a list of all processed purchase returns. 
 Reviewing the Purchase Return List 
 Each processed purchase return is displayed as an informational card containing the following details: 
 
 Reference Number 
 Supplier name 
 Payment method 
 Return date 
 Total return amount 
 Business Location 
 Attach Document 
 Purchase Tax 
 
 
 Click anywhere on a purchase return card to view its details. 
 Viewing Purchase Return Details 
 To view detailed information about a specific purchase return: 
 
 
 Select a purchase return from the list. 
 
 
 The details page displays the purchase return number at the top, along with a Back button to return to the Purchase Returns list. 
 
 
 Review the return summary, which includes: 
 
 
 
 Supplier 
 Business Location 
 Reference Number 
 Return Date 
 Attach Document 
 
 
 
 
 
 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

Purchase Order
Purchase Order 
 Step 1: Understand Purchase Order 
 
 
 A purchase order is a document issued by the buyer to the supplier to request goods. 
 
 
 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 
 
 
 
 The supplier creates a sales order or invoice based on the purchase order. 
 
 
 Purchase orders can have the following statuses: 
 
 Ordered 
 Partial 
 Completed 
 
 
 
 Step 2: Enable Purchase Order 
 
 Go to Settings . 
 Select Business Settings . 
 Open the Purchase tab. 
 
 
 
 Enable Purchase Order . 
 Click Save . 
 
 
 Step 3: Create a Purchase Order 
 
 Go to Purchase →List Purchase → Purchase Order . 
 Click Add Purchase Order . 
 
 
 3.Enter all required details. 
 4.Click Save . 
 
 5. Note : Stock is not updated when a purchase order is created. 
 6.You can print the purchase order and send it to the supplier. 
 Step 4: Convert Purchase Order to Purchase 
 
 After receiving goods, the supplier issues a sales order or invoice. 
 Go to Purchase → Add Purchase . 
 Select the supplier. 
 
 
 4.Choose the relevant purchase order from the Purchase Order dropdown. 
 
 5.The system will automatically load products, prices, taxes, and discounts. 
 6.Adjust quantities if needed. 
 
 
 Click Save . 
 
 
 The purchase order status will update automatically.

Purchase Requisition
Purchase Requisition 
 Step 1: Understand Purchase Requisition 
 
 A Purchase Requisition (PR) is a document created by an employee to request the purchase of products when stock levels are low. 
 While creating a purchase requisition, only products with quantities below the alert level will be displayed. 
 Note: At least one purchase entry must exist for a product to appear in the Purchase Requisition list. 
 
 
 Step 2: Enable Purchase Requisition 
 
 Go to Settings . 
 Select Business Settings . 
 Open the Purchase section. 
 Enable the Purchase Requisition checkbox. 
 Save the settings. 
 The Purchase Requisition tab will appear in the sidebar. 
 
 
 Step 3: Create a Purchase Requisition 
 
 Click the Purchase Requisition tab. 
 Click Add . 
 
 
 
 Enter the required details. 
 
 
 
 Save the purchase requisition. 
 
 Step 4: Convert Purchase Requisition to Purchase Order 
 
 After the purchase requisition is created, it can be converted into a purchase order. 
 Go to Purchase → Purchase Order → Add . 
 
 
 
 Select the supplier. 
 
 
 
 The related Purchase Requisition ID will appear. 
 
 
 
 Select the required PR ID to load the requisition details. 
 
 Step 5: Partial Purchase Handling 
 
 
 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 
 
 Go to Purchases → Add Purchases. 
 
 
 2.Locate the required purchase entry.
 
 
 
 
 Click Save. 
 
 
 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 
 
 Click on POS 
 
 
 
 Step 2: Select a customer 
 
 By default, Walk-In Customer is selected.
 
 To select an existing customer:
 
 Search by Name , Email, or Phone Number 
 
 
 
 
 Step 3: Search and Add Products 
 
 
 Enter the product name in the search bar or scan the barcode. 
 
 
 If multiple products appear:
 
 
 Select the correct product from the dropdown list. 
 
 
 
 If only one product matches: 
 
 The product is added to the cart automatically.
 
 
 
 
 To remove an added item, simply click the X on the right. See the screenshot for reference.
 
 
 
 Step 4: Modify Product Details (If required) 
 
 Click on the product name in the cart.
 
 Update any of the following:
 
 Selling price 
 Tax 
 Discount
 
 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) 
 
 If lot tracking is enabled, choose the lot number . 
 go to Business Settings → Product → click on enable product expiry .
 
 
 Step 6: Cancel the Sale (Optional) 
 
 Click Cancel if the transaction should not proceed. 
 Canceled sales are not saved , and stock remains unchanged .
 
 
 Step 7: Finalize the Sale 
 Click Finalize Payment . 
 
 Select the Multiple Pay .
 
 Enter the payment amount. 
 Click Save to complete the sale.
 
 
 Step 8: Print the Invoice 
 
 After saving, select the Print Invoice option. 
 Ensure margin settings are set to Default for correct printing. 
 
 Step 9: Use Express Checkout (Optional) 
 
 Click ctrl + e . It will Enable Express Checkout Automatically. 
 The system:
 
 Marks the sale as Paid 
 Sets the payment method to Cash 
 Skips the payment screen 
 
 
 Invoice printing depends on location settings.
 
 
 Step 10: Make a Credit Sale (Optional) 
 A. Full Credit Sale 
 
 
 Enable credit sales: 
 
 Go to Settings → Business Settings → POS 
 Enable Show Credit Sale Button 
 
 
 
 On the POS screen, click Credit Sale .
 
 
 
 B. Partial Credit Sale 
 Example: Invoice total = $1,000 
Customer pays = $700 
 Steps: 
 
 Click Multiple Pay 
 Select payment method and enter $700 
 Finalize payment 
 Remaining amount is saved as customer credit. 
 
 Step 11: View or Edit Sales Records 
 
 Go to Sell → List Sales to view completed sales. 
 Go to Sell → Drafts to view draft sales. 
 Sales and drafts can be edited before finalization. 
 
 Step 12: Create Drafts or Quotations 
 
 During a sale, select Draft or Quotation . 
 Save the transaction. 
 Stock is not deducted .
 
 
 Step 13: Convert Draft or Quotation to Sale 
 
 Go to Invoice → List Drafts or Sell → List Quotations 
 
 Click Actions → Edit 
 
 Change status to Final 
 Save the transaction. 
 
 Step 14: Copy a Quotation 
 
 Go to Invoice → List Quotations 
 Click Actions → Copy Quotation 
 
 Step 15: Use Suspended Sales 
 
 Click the Suspended Sales (cyan button) on the POS screen. 
 Enter a reference (e.g., Table number or Room number). 
 Resume and finalize the sale when required.
 
 
 Step 16: Accept Payments 
 
 Choose a payment method:
 
 Cash 
 Card 
 Multiple Pay 
 
 
 
 Use Multiple Pay when:
 
 Customer uses more than one payment method 
 Change return is required
 
 
 
 
 Step 17: Pay Supplier Due Amount 
 
 Go to Contacts → Suppliers 
 Click Actions → Pay Due Amount 
 
 Enter payment details and save. 
 
 Step 18: Enable Sales Amount Rounding 
 
 Go to Settings → Business Settings → Sales 
 Select a rounding method:
 
 Nearest whole number 
 Nearest decimal (e.g., 0.05)
 
 
 
 
 Step 19: Add Sales for a Past Date 
 From POS Screen 
 
 Go to Business Settings → POS 
 Enable Transaction Date on POS Screen 
 Select the required date while selling.
 
 
 From Sales Screen 
 
 Go to Invoice → Add Sale 
 Select the desired Sale Date 
 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: 
 
 Open Invoice → List Sell Return. 
 
 
 
 
 Locate the sale you want to adjust. 
 
 
 Click Edit for that invoice. 
 
 
 Either: 
 
 Remove the item completely, or 
 Decrease the quantity being sold. 
 
 
 
 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. 
 
 Press the Filter. 
 Fill in the details to locate your specific products 
 
 
 Step 2: 
 
 Go to the Invoice > All Sales screen and locate the sale created in Step 1. 
 
 
 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.

Discount
Where can you find discount 
 
 Click on Invoice and press Discount and click **Add. 
 
 
 How to Add / Edit Discount 
 Use this section to create or update discount rules in the system. 
 
 Discount Fields Description 
 
 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 
 
 Go to Setting → Business Setting → Modules . 
 Check the option Enable Subscriptions . 
 Click Upload Setting. 
 
 
 Step 2: Create a Subscription from POS or Sales Screen 
 
 Go to Invoice and open POS or Sales Screen 
 Add products to the sale as usual. 
 Select the Subscribe? checkbox.
 
 
 Step 3: View and Manage Subscriptions 
 
 Go to Invoice → List POS → Subscriptions . 
 View the list of all subscriptions. 
 Use the available options to start or stop a subscription as required. 
 
 
 Step 4: Automatic Invoice Generation & Notifications 
 
 
 The system automatically generates subscription invoices based on the set frequency. 
 
 
 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 
 
 
 Go to Settings . 
 Select Business Settings . 
 Open the Sales tab. 
 
 
 
 
 Enable Sales Order . 
 
 
 Click Update Setting. 
 
 
 
 Step-by-Step: Creating a Sales Order 
 
 Go to Invoice and click on List POS. 
 Click on Sales Orders . 
 Select Add Sales Order . 
 
 
 
 
 Enter all required details such as: 
 
 Customer information 
 Products and quantities 
 Pricing, tax, and discounts 
 Shipping Details 
 
 
 
 Click Save . 
 
 
 Note: Inventory is not deducted when a sales order is created. 
 Step-by-Step: Printing and Sharing a Sales Order 
 
 Open the created sales order.
 
 Click Print .
 
 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. 
 
 
 Go to Invoice→ Add Sale . 
 
 
 Select the Business Location .
 
 
 
 Choose the Customer .
 
 
 
 Open the Sales Order dropdown. 
 
 
 Select the approved sales order.
 
 
 
 The system will automatically load: 
 
 Products 
 Prices 
 Taxes 
 Discounts 
 
 
 
 Adjust product quantities if needed. 
 
 
 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 
 
 
 Step 2: Select Location and Date 
 
 Choose the Business Location where the stock adjustment applies. 
 Select the date of adjustment. 
 
 
 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: 
 
 
 Product is assigned to the destination location 
 
 Make sure the product is added to that location in the system. 
 
 
 
 Transfer status is marked as Completed 
 
 Stock levels update only after completion 
 
 
 
 Hiding Product Price During Stock Transfer 
 You can restrict certain users (like warehouse staff) from seeing product prices while transferring stock. 
 How to Hide Purchase Price for a Role 
 Step 1: Go to Users & Roles > Users > Roles. 
 Step 2: Click Edit for the required role (e.g., Warehouse Worker ) 
 
 Step 3: Under the Product section, uncheck “View Purchase Price” 
 Step 4: Save the changes.

Stock Adjustment
How to Create a Stock Adjustment 
 Follow these steps to record a stock adjustment: 
 Step 1: Open Stock Adjustment 
 
 Go to Add Stock Adjustment in the system. 
 
 
 Step 2: Select Location and Date 
 
 Choose the Business Location where the stock adjustment applies. 
 Select the date of adjustment. 
 
 
 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. 
 
 
 
 
 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.

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 
 
 
 Step 2: Open Expenses 
 
 Click Expenses to open the expense management page 
 
 
 Steps to Add a New Expense 
 Step 3: Open Add Expense Form 
 
 Scroll to the bottom of the screen 
 Click Add Expense 
 
 
 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 
 
 
 Step 5: Select Expense Category 
 
 Use the Select Category dropdown 
 Choose the appropriate category for the expense 
 
 
 Step 6: Choose Payment Method 
 
 Open the Payment Method dropdown 
 Select how the expense was paid 
 
 
 Step 7: Enter Expense Amount 
 
 Fill in the Amount field 
 
 
 Step 8: Add Optional Details 
 
 Enter a description or note (optional) 
 
 
 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
 
 
 Step 2: Open Expenses 
 
 Select Expenses to access the expense management page
 
 
 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
 
 
 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
 
 
 
 
 Step 5: Edit an Expense Category 
 
 Click the Edit button next to the category 
 Update the category name as needed 
 Save the changes
 
 
 Steps to Add a New Expense Category 
 Step 6: Open Add Category Form 
 
 Click the Add Category button
 
 
 Step 7: Enter Category Details 
 
 Type the name of the new expense category
 
 
 Step 8: Save the Category 
 
 Click Save 
 
 
 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 
 
 Go to Reports 
 Select the report you want to view 
 
 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
 
 
 2. Tax Reports 
 Tax reports show: 
 
 Input Tax (tax paid on purchases) 
 Output Tax (tax collected on sales)
 
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
 
 
 4. Stock Report 
 The stock report provides details of current inventory, including: 
 
 Available stock quantity 
 Total quantity sold for each product
 
 
 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
 
 
 8. Register Report 
 This report shows details of all registers. 
You can filter registers by: 
 
 User 
 Status (Open or Closed)
 
 
 9. Sales Representative Report 
 This report displays: 
 
 Sales data 
 Expense data for sales representatives 
 
 Filters available: 
 
 User 
 Business location 
 Date range
 
 
 Grouping Invoices in Product Sell Report 
 Invoices can be grouped for easier analysis. 
 How to View Grouped Invoices 
 
 Go to Reports > Product Sell Report 
 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 
 
 Go to Settings 
 Locate the Search field at the top of the Settings page 
 Type a keyword related to the option you are looking for 
 Matching settings will appear instantly as you type 
 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: 
 
 
 Add item in new row 
 
 Always adds the product as a new line 
 
 
 
 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 
 <Year>-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 
 
 Go to Settings > Tax Rates 
 Click Add 
 Enter a tax name (for example: VAT @ 5% ) 
 Enter the tax percentage 
 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 
 
 Go to Settings > Tax Rates 
 Click Add Tax Group 
 Enter a meaningful group name 
 Select the tax rates to include in the group 
 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: 
 
 Go to Products → Selling Price Groups . 
 Click Add . 
 Enter a name for the price group 
(example: Wholesale , Retail , Branch A Price ). 
 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: 
 
 Go to Products → List Products . 
 Edit a product. 
 Scroll to the Selling Price Groups section. 
 Enter prices for each price group. 
 Save the product. 
 
 Repeat this process for all products that need different pricing. 
 4. Exporting & Importing Selling Price Groups 
 Export Prices 
 
 Go to Products → List Products . 
 Click Download Excel . 
 The file will include selling price group columns. 
 
 Import Prices 
 
 Download the export template. 
 Update the prices under the relevant selling price group columns. 
 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: 
 
 Go to User Management → Users . 
 Edit the user. 
 Select a Selling Price Group . 
 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: 
 
 Go to Contacts → Customers . 
 Edit the customer. 
 Select a Selling Price Group . 
 Save. 
 
 This ensures the customer always receives the correct pricing. 
 8. Assigning a Selling Price Group to a Business Location 
 Steps: 
 
 Go to Business Settings → Business Locations . 
 Edit the location. 
 Select the required Selling Price Group . 
 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: 
 
 Go to Business Settings → POS Settings . 
 Disable or hide the Selling Price Group option . 
 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: 
 
 Go to Settings → Tax Rates . 
 Click Add . 
 Enter a descriptive name 
 (example: VAT @ 5%) . 
 Enter the Tax Rate (%) . 
 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: 
 
 Go to Settings → Tax Rates . 
 Click Add Tax Group . 
 Enter a meaningful group name 
 (example: GST + Service Tax) . 
 Select the taxes you want to include in this group. 
 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: 
 
 Go to Settings → Business Settings . 
 Uncheck Enable inline tax in purchase and sell . 
 Uncheck Enable Price & Tax info . 
 Set Default Sale Tax to None . 
 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 
 
 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 . 
 
 
 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: 
 
 Edit the product. 
 Change the Barcode Type to Code 128 . 
 Save the product. 
 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 
 
 Go to Sales → Import Sale .
 
 
 Step 2: Download the Template 
 
 Click Download Template .
 
 This file contains the required columns and instructions. 
 Do not rename or remove any column headings. 
 
 Step 3: Fill in Sale Details 
 
 Open the downloaded Excel file. 
 Enter all sale data as per the instructions shown on the Import Sale page. 
 Ensure values such as dates, product names, quantities, and prices follow the specified format. 
 
 Step 4: Upload the File 
 
 Save the completed Excel file. 
 Click Choose File and select the file. 
 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: 
 
 Review the column mapping table. 
 Make sure each field is selected only once . 
 Remove duplicate selections. 
 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: 
 
 Go to Products . 
 Select Import Opening Stock .
 
 Download the sample import file (if required).
 
 Enter the opening stock quantities in the file. 
 Upload the completed file. 
 Click Submit to apply the changes.
 
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 
 
 
 Navigate to List Products . 
 
 
 Click Products > Import Opening Stock . 
 
 
 Prepare a new import file with adjustment values. 
 
 
 Enter the adjustment quantity: 
 
 Use a positive value to increase stock. 
 Use a negative value to reduce stock. 
 
 
 
 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 

 

 

 Create a new sale. 

 

 

 

      2. Enter the required shipment details. 

 

      3.Select a delivery person from the available options. 

 

 

 

 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 

 

 

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

 

 

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

 

 

 

      3. Locate the required sale. 

 

      4. Click the Action dropdown for that sale. 

 

      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 

 

 

 Open the All Sales screen. 

 

 

   

 

      2. Find the sale with delivery details. 

 

      3. Click the Action dropdown. 

 

      3. Select Delivery Note . 

 

      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 

 

 From POS: 

 

 Open POS 

 Click TaxCore icon (bottom) 

 Select Settings 

 

 

 

 

 3.3 Configuration 

 Enter PAC 

 Enter PAC exactly as issued. 

 

 Select Environment 

 

 Production (Live) 

 Sandbox (Test) 

 

 

 Upload Certificate 

 

 Click Upload Certificate 

 Select VSDC certificate file 

 

 

 Certificate Password 

 Enter certificate password. 

 

 

 3.4 Connect to FRCS 

 Save Settings 

 

 Scroll down 

 Click Update Settings 

 

 

 

 Click Connect to FRCS 

 Wait for validation 

 

 Connected 

 

 

 4. Optional Settings 

 Sync Settings 

 

 Real-time sync 

 Scheduled sync 

 Retry on failure 

 

 

 Training Mode 

 Enable for testing. Disable before going live. 

 

 

 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
Barcode Scanner 

 

 The POS supports a standard barcode scanner. 

 Can be attached via USB or wirelessly. 

 Managed directly by the POS system. 

 

 

 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. 

 

 

 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. 

 

 

 Cash Drawer 

 

 Can connect with the POS. 

 Opens automatically when connected to a Network Printer. 

 

 

 A4 Printers 

 

 Supported by the POS system for printing standard A4 documents. 

 

 

 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 

 

 Go to: Settings > Business Settings > Email Settings 

 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 

 

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

 

 

 

 Add Items to Sale: Add all items the customer wants to purchase to the invoice. 

 Click Multiple Pay : Open the multiple payment options. 

 

 

 

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

 

 

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

 

 

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

 

 

 

 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 

 

 Log in to XPOS and navigate to the Invoice section from the right-hand side menu. 

 Click All Sales to open the list of all sales. The system navigates to /sells . 

 

 

 Enter either:

 

 Local Invoice Number – the invoice generated by XPOS locally. 

 SDC Invoice Number – the number submitted to TaxCore. 

 

 

 

 

 Optionally, apply filters to narrow down results. 

 Upon entry of the invoice number, system automatically performs search via Ajax Mode. 

 

 Note: Reference numbers are automatically validated by XPOS when linked to advance/proforma invoices, refunds, or copy invoices. The system ensures no incorrect payload is submitted to TaxCore. 

 Available Filters 

 

 

 

 Filter 

 Description 

 

 

 Business Location 

 Filter invoices by specific business branches or locations. 

 

 

 Customer 

 Retrieve invoices for a specific customer. 

 

 

 Payment Status 

 Filter invoices by payment status (Paid, Pending, Partially Paid). 

 

 

 Date Range 

 Specify a start and end date to retrieve invoices issued within the range. 

 

 

 User 

 Filter invoices generated by a specific user/operator. 

 

 

 Shipping Status 

 Filter invoices by delivery status (Shipped, Pending, Cancelled). 

 

 

 Subscriptions / Payment Method 

 Filter by subscription type or payment method used. 

 

 

 

 

 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:

Configuring keyboard shortcuts for POS screen
1. How to Add or Change Shortcuts 

 

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

 

 

 Find the Operations list with the current shortcuts. 

 Click the shortcut field of the operation you want to change. 

 Press your desired key combination using the Available Key Names (see below). 

 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 

 

 

 

 Operation 

 Keyboard Shortcut 

 

 

 

 

 Express Checkout 

 shift+e 

 

 

 Pay & Checkout 

 shift+p 

 

 

 Draft 

 shift+d 

 

 

 Cancel 

 shift+c 

 

 

 Go to Product Quantity 

 f2 

 

 

 Edit Discount 

 shift+i 

 

 

 Edit Order Tax 

 shift+t 

 

 

 Add Payment Row 

 shift+r 

 

 

 Finalize Payment 

 shift+f 

 

 

 Add New Product 

 f4 

 

 

 

 4. Tips for Safe Shortcut Configuration 

 

 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.

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 

 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.

Tax Rate Handling
1. POS receives tax rates from SDC or TaxCore 

 XPOS receives tax configuration parameters directly from FRCS TaxCore via the Virtual Sales Data Controller (VSDC). During synchronization, VSDC sends the configured tax labels and tax percentages which are stored in the POS system and used for tax calculations during transactions. 

 Current tax parameters received from TaxCore: 

 

 

 

 Name 

 Tax Label 

 Tax Rate (%) 

 

 

 

 

 ECAL 

 F 

 11.00 

 

 

 N-TAX 

 N 

 0.00 

 

 

 PBL 

 P 

 0.50 

 

 

 STT 

 E 

 6.00 

 

 

 TOTL 

 T 

 2.00 

 

 

 VAT 

 A 

 9.00 

 

 

 VAT 

 B 

 0.00 

 

 

 VAT 

 D 

 15.00 

 

 

 VAT 

 G 

 12.50 

 

 

 VAT-EXCL 

 C 

 0.00 

 

 

 

 

 2. POS prints a label indicating the type of tax together with the tax value 

 XPOS prints the fiscal journal returned from FRCS TaxCore through VSDC. The journal contains the tax labels and tax values calculated for the transaction. 

 The printed fiscal receipt includes the tax labels and tax rates as provided in the fiscal response from TaxCore. 

 

 A = 9% 

 D = 15% 

 E = 6% 

 F = 11% 

 P = 0.50% 

 T = 2% 

 B, C, N = 0% 

 

 The POS does not modify the fiscal information. The journal returned by TaxCore is printed exactly as received to ensure fiscal compliance. 

 

 3. POS supports enough labels for the existing market needs with possibility of future increase 

 XPOS supports multiple tax labels provided by TaxCore. Tax labels and tax rates are dynamically synchronized through VSDC, allowing the POS to support all currently configured tax categories and any new labels introduced in the future. 

 

 4. POS displays tax rates on demand 

 XPOS allows authorized users to view configured tax rates through the POS configuration interface. The interface displays the tax name, tax label, and tax percentage currently synchronized from TaxCore. 

 

 5. POS rounding of tax values 

 Tax calculations follow the rounding rules defined by the fiscal system. The final fiscal values are returned by TaxCore via VSDC and printed through the fiscal journal response.

Mapping Payment Methods
Note: This only works if Taxcore is connected to the system. 

 

 Go to taxcore/settings (Taxcore->Settings). 

 Click on Map Payment Labels . 

 

 

 The system communicates with the VSDC API and retrieves the following payment methods:

 

 Cash 

 Card 

 Check 

 Wire Transfer 

 Voucher 

 Mobile 

 Other 

 

 

 Payment methods are automatically mapped to the system. Manual addition is not allowed because the system strictly follows VSDC-based VMS requirements.

VMS Compliance Documentation
This document explains how our POS system works with the fiscal system (SDC) in a simple way. 

 1. POS must be connected to SDC 

 Our POS system cannot create or print an invoice unless it is connected to the SDC . 

 

 If there is no connection → no invoice can be made 

 This ensures all invoices are properly recorded by the tax system 

 

 

 

 2. No changes to SDC response 

 When the SDC sends back invoice information, the POS system: 

 

 Does not remove anything 

 Does not change anything 

 

 What the SDC sends is exactly what appears on the invoice. 

 

 

 3. No sales without fiscal invoice 

 Every sale must have a fiscal invoice. 

 

 You cannot record a sale without generating an invoice 

 This ensures all sales are officially tracked 

 

 

 4. Invoice header must be complete 

 The top part of the invoice (issuer details): 

 

 Includes all information returned by the SDC 

 Nothing is missing or hidden 

 

 This guarantees correct business identification on every invoice. 

 

 

 5. External printer support 

 The POS system: 

 

 Supports an external printer 

 Can send invoices to a connected printer device 

 

 

 6. Built-in printing capability 

 The POS system also: 

 

 Has printing as part of the system itself 

 Can print invoices directly without needing special setup 

 

 

 Summary 

 

 No SDC → No invoice 

 No invoice → No sale 

 No changes allowed to SDC data 

 All invoice details must be complete 

 Printing is fully supported