POS

Create a separate project for the cash register under Master data → Projects.

Every cash register requires a cash book in which the corresponding sales are booked. Cash books are created under Administration → Settings → Business accounts. To do this, a new business account must be created, and the type must be set to “Cash”.

The cash book created in this way will then be listed under Accounting → Cash book.

In Master Data → Addresses, create an address that will be used as a proxy for all anonymous customers. A suitable name could be, for example, “walk-in” or similar. This address will be stored later in the project settings (see screenshot under POS settings).

The cash register interface can only be operated by designated cashiers. A cashier can be created only if he/she already exists as an employee in Master data → Addresses. It is important that the employee is expressly given the role of “Employee of the corresponding POS project”, it is not enough if the employee only has the role “Employee of all project”.

If the record for the employee exists, this can be added as a cashier under App Center → POS (Configuration) → Overview.

Create a new cashier with New and select the corresponding employee from the master data, the project (location, branch), and assign a cashier number.

To easily and quickly give discounts to customers at the checkout or to work with vouchers, you need to create a so-called discount article, which you will also store in the project settings later on.

Since this is not a percentage discount, the article is also not to be marked as a discount article (that is the checkbox "Discounted item" should not be checked). Rather, the discount is deducted via a negative sales price, which can, however, also be flexibly changed during the sales process.

In addition to this “standard discount article”, you can also create any number of other discount articles of this type, for example to issue seasonal vouchers and then evaluate the sales achieved through this channel.

You do not need to define a specific picking procedure for the POS. All project settings can be configured under Administration → Settings → Sales → POS Settings:

The following buttons can be activated in the POS settings for the cash register- Payment method cash

By pressing the Discount buttons you can select a discount (in Euros or percent) and apply it immediately to all products in the shopping cart. When you select the EUR discount, the article description that you have previously stored in the discount article and transferred to the project settings will be shown on your invoice.

In addition, you can choose to accept tips only with debit cards and credit cards. In this case, the button will not be available for other payment methods (grayed out). The reason behind this is that tip management should not be permitted by the employees themselves, but should only be possible via the tax advisor.

In case of sales via POS terminal, the “Debit payment” button is displayed if a ZVT (German protocol) is set in the POS project.

Here you can configure the relevant settings. Extended address fields

Here you can configure which documents are output at the checkout during a transaction, how often, and on which printer:

To print sales slips in addition to invoice receipts, you can set up a sales slip printer.

First, you need to set up the connection to the adapter box. In the Administration → Settings → System view, open the Adapter Box item.

In the Adapter Box view, select NEW. Xentral will then guide you through the setup in 3 steps.

First, you can set the network settings manually if required. If you make any changes here, save them with the “Save” button. To go to the next step, click “Continue with step 2”.

For this step, Xentral will provide you with a list of actions to perform. Go through this list carefully in the order given. You will now need the FAT-formatted USB stick.

Once you have gone through the list, proceed with step 3 and enter a printer name and the serial number of the adapter box.

In the last step, the setup can be checked by means of a test print. If the test print is OK, you can select the sales slip printer in the POS settings and add it to the project.

Free field on sales slip

You can output a free text of the article per article position on the sales slip.

39 characters can be displayed per line. With a | in the free text field you can create a break in this position text.

Note

The free field name also appears on the receipt, but only if it is not empty in the free field settings.

It is possible to connect ZVT-compatible EFT-POS devices by entering the IP address and port of the device. When the “Debit Card” payment method is selected, this will transfer the amount to the device.

Via the Debit Payment button in the sales dialog, a tip can be booked in case of sale debit card (see Buttons).

Fields:

In case of ZVT system, you have to specify the IP address and the port of the card reader in Xentral. Note: Usually the card reader is connected to the local network and has “only” a local IP address. But of course, if you run Xentral in the cloud or on an external server, Xentral cannot access the local IP address of the card reader. In this case you have to make the local IP address or port externally available with the router. Please contact your administration, as only administrators can take care of this. Xentral does not offer the option to make the internal IP address public. Please continue to ensure security as well. This means that access should be protected with firewalls or VPN systems.

You can log in to the POS under Sales → POS with the cashier number that was assigned when the cashier was created.

If the login is successful, the cash register interface is unlocked. If there are goods to be sold, select first in the top center either an actual customer from the master data, or "walk-in customers" for an anonymous operations. If a new customer record is to be created, select “New customer”.

Under Shopping Cart, add the articles that the customer wants to purchase. To do this, you can search for the articles using the field marked in the screenshot (spacebar = list all available items), or enter articles using the barcode scanner (to do so, the cursor must be in the blue text field that is marked).

Negative quantities are not allowed in POS positions, as they cannot be processed and would lead to errors in the warehouse.

Once all the items to be sold have been recorded, use the corresponding buttons in the upper right area of the screen (see screenshot) to select the type of transaction and, if necessary, the payment method. Also select whether an invoice should be printed or not.

Close the transaction using the “Sell” button. After closing, the receipts for this transaction will be printed.

It is possible to enter serial numbers directly in the POS interface.

To do so, the following option must be selected in the article.

The following must be set in the POS project in the POS settings:.

In the system settings (Administration → Settings → System → Basic settings → System), select the following option:

Batches and best-before-date articles are booked out according to the FIFO principle (first in first out).

Similar requirements as for serial numbers (see above):

Once you have entered an order or invoice number in the popup above and clicked on “Bill via cash register”, the respective receipt will be loaded in the cash register interface.

The following data is acquired from the receipt and transferred to the POS interface:1. The positions of the receipt 2. The address data of the receipt.

After that, you can continue to process the operation as a normal POS transaction.

The “Partial cancellation” button loads all the positions of the order/invoice in the popup. After that you can enter the quantity of the individual positions that should be canceled.

Click the “Apply” button to load the specified positions into the POS.

The “Complete cancellation” button loads all positions directly into the POS interface. If you click on the red cancellation button, you can create a credit note.

The amount of the credit note is written off in the cash book and marked as a withdrawal in the POS daily closing. The invoice created in Xentral is automatically canceled and a credit note receipt is created for the transaction.

If “Multiple orders per cashier” has been selected in the project settings, the two buttons “Save transaction” and “Load” are visible in the POS interface.

With the “Save transaction” button, you can save the already entered articles of a transaction in a list (e.g. if the customer wants to buy additional articles); with the “Load” button, instead, saved transactions can be loaded and cashed up.

The cash balance is created automatically at the beginning of the day.

All daily POS bookings are automatically fed into this daily closing. This means that it does not have to be set manually. Once you have counted and “committed” the cash, the count is also transferred to the daily closing.

With the PDF icon on the right you can view/download the statement. The following positions of the day are listed:

Here is a sample PDF of the cash statement over several pages:

Here you can count all the coins and bills and enter the corresponding values in the relevant fields.

The button “Fix counted values now” loads the number of coins and bills into the daily closing. It creates an adjustment booking in the POS cash book

The button “Save counted values without making an adjustment” loads the number of coins and bills into the daily closing.

Here, a collective PDF is created for all daily statements of a given month.

Here you can obtain a clear and concise cumulative statement with the sum of the values from all the days of the month.

Importing payments In the “Accounting->Receipt of payment” area, the cash register bookings can be imported. To do this, select the corresponding cash register via the pencil icon, then you will be forwarded to the “Import” dialog. Via the “Live-Import” button the cash register bookings can be called up and then imported by pressing the “Finish booking” button. As soon as the booking has been imported, the invoice receipts of the cash register are also balanced accordingly.

It is checked if there are several bookings with the same basic amount and date on that day. If so, then the number of the cash booking is added in brackets.

Under Master data → Projects → Settings → POS Settings you can set the scope of monthly or daily closings.

If you activate the option "Monthly reports without individual booking", a summarized report is generated in which the individual bookings are not displayed.

If you activate the option "Hide individual bookings", the individual bookings will be hidden in the daily statements, and only the in and out entries are displayed.