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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
    • <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

  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
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