Note
As an existing customer, you can activate the new POS (Open Beta) yourself with ease: Use a button in the POS to activate the new module independently.
For the transition, we recommend taking a look at the current documentation for the new POS, which supports you during setup and migration.
The following improvements have been implemented – and here is how to make the quick and smooth transition from the old to the new POS:
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Modernized user interface: The new POS offers a fresh, modular design with optimized navigation – ideal for fast checkout and clear workflows.
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Browser and app compatibility: The POS runs platform-independently on Windows, macOS (NEW desktop version) and soon also as an app for iPad/Android – directly in the browser. The existing web browser application continues to be available.
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Hardware connectivity: Printers and cash drawers are now connected via a central POS app. This simplifies configuration and maintenance. Existing IP-capable devices can continue to be used.
If you already have an existing printer setup with an adapter box, you can continue to use it with the new POS application during the transition period.
Important: In the long term, for the new desktop apps, you will need to set up the printer once in the app.
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Simplified migration for existing customers: You can activate the new POS directly in the system via a button – without any support request or waiting time.
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New payment functions: Mixed payments (e.g., cash plus debit card) and partial payments via invoice numbers are now possible – ideal for omnichannel and multi-location processes.
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TSE and RKSV compliant: The new POS is fully prepared for legal requirements in Germany and Austria. TSE modules can continue to be used.
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Card payment: integration prepared: Currently, card payment is still done manually or via external terminals. A partner integration (e.g., Mollie, Sumup) is planned for the coming weeks.
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Data and items are preserved: Item master data, customers, and register logic remain usable – no migration of your POS data is required, only the setup is updated.
Important: Ideally close all old transactions beforehand, e.g., old partial invoices, etc.
In the user interface, items can be quickly added to the cart by scan or manually, discounts and tips can be applied, and different payment methods can be selected – such as cash, debit card, credit card, or bank transfer. Depending on your needs, you can switch between anonymous sales (walk-in customers) and selecting a fixed customer from your customer base.
After the sale, the transaction is automatically recorded in the system – including document creation, warehouse posting, and entry in the cash register journal. The POS can be flexibly configured, set up for different locations and staff members, and is seamlessly connected to all Xentral modules. This makes it the ideal solution for businesses that want to efficiently combine in-store sales with digital business processes.
The quick start for the POS (Point of Sale) gives you a compact and clear overview of how to carry out sales processes directly at the register – ideal for getting started with checkout right away.
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Navigate to Sales > POS.
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Log in with your cashier number.
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By default, use Laufkundschaft automatically for anonymous sales, or select a customer from the master data.
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Add items to the cart: by tapping, via search, or directly via barcode scanner (cursor must be in the blue input field).
The POS functions in the sales process support you with all typical workflows at the register – from adding items and selecting customers to discounts, payments, and final document creation.
You can add items to the cart in several ways: by tapping the item tile, via the item search, or directly via barcode scanner (the cursor must be in the blue input field).
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Tap the item tile: Tap on the item tile – the item is added to the cart. To increase the quantity, tap the plus symbol. To reduce the quantity, tap the minus symbol accordingly.
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Add via item search: Enter the item name or number in the search field and tap the item suggestion. The item is added to the cart. If an item is added multiple times this way, the item quantity in the cart increases accordingly.
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Scan item barcode: Scan the item, e.g., the item label with the item number. The item is added directly to the cart. If an item is scanned multiple times, the item quantity in the cart increases accordingly.
Tap on item categories to find items and assortments more quickly.
Note
You can configure the item tree for the POS and define what is displayed here as tiles. Navigate to the Favorites tab and select the corresponding menu item in the item tree. If nothing is selected, all items are displayed (except items of type postage, etc.).
In the Favorites tab you also define how many items should be displayed in the favorites. The options Standard (20 items), Extended (100 items), and Maximum (500 items) are available. The more items you select here, the longer the loading time for the item tiles may be.
In the POS you can process sales for both anonymous walk-in customers and existing or newly created customer addresses – depending on whether you need a simple transaction or a personalized invoice with customer reference.
If no specific customer address is selected, the transaction is automatically posted to walk-in customers.
Note
The address and label for this anonymous purchase option can be defined in the POS settings.
You can select an address from the customer base via the address search. Tap on the desired customer, e.g., Max Mustermann with customer number 10003. The customer record is inserted.
You can create a new customer via the plus symbol. Enter the customer data (private address or company) and tap on Save. The new customer is created in the customer base under the POS project and receives the next available number in that number range.
You can edit an existing customer’s address after inserting the customer address. Tap on the pencil symbol, modify the master data, and tap on Save.
In the POS, you have the option to save an in-progress sales transaction and recall it later – ideal when a customer wants to continue browsing or has a brief interruption.
Tap the save symbol to save the currently entered transaction under your cashier number.
Tap the load symbol to select a cart from the list of saved transactions. You can then, for example, add or remove items from this cart, check out, or save it again.
In the POS, you can apply discounts easily and flexibly – either as a percentage or as a fixed euro amount, directly on individual items or on the entire cart.
You can apply percentage discounts directly per item by tapping the item in the cart and entering the desired percentage in the edit dialog. The discount is automatically applied to the unit price and factored into the total.
Via the % Discount button, you can apply a percentage discount to the entire cart, e.g., 10%. The discount is inserted for all items – individual discounts at position level are overwritten with the new percentage.
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For a euro discount, select the discount item for the POS and add it to the cart like a regular product item. The discount is deducted from the total.
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Cart discount function: Alternatively, you can also apply a euro discount to the cart by selecting the discount icon, entering an amount, and confirming. The amount is deducted from the final total in the cart and listed as a position on the invoice document. The discount item for the POS is also used here.
In the POS, you can deposit or withdraw cash from the register at any time – e.g., for change, daily closings, or tips – and document these with an appropriate posting reason.
Tap the deposit symbol for a deposit, enter the amount and posting reason, e.g., "200 EUR – Cash transit Deutsche Bank 1800", and confirm with OK. Then select the appropriate accounting account (e.g., 1460 for cash transit in SKR04) and tap OK again – the amount is automatically posted in the journal.
Tap the withdrawal symbol for a withdrawal, enter the amount and posting reason, e.g., "200 EUR – Cash transit Deutsche Bank 1800", and confirm with OK. Then select the appropriate accounting account (e.g., 1460 for cash transit in SKR04) and tap OK again – the amount is then automatically posted in the journal.
With the serial number function in the POS, you can record serial numbers of individual items during a sale, ensuring complete traceability – directly in the sales process at the register.
For items with serial numbers, you are automatically prompted to enter the serial number when selling via the POS.
With the function for best-before dates (BBD) and batch numbers, you can sell items with expiry or production markings via the POS.
For items with best-before dates or batch numbers, you are automatically prompted to enter the best-before date and batch number when selling via the POS.
In Xentral POS, various payment methods are available to process your sales flexibly and in a customer-oriented manner. Depending on the customer situation and business model, you can choose between the following options:
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Cash: Classic cash payment – you enter the amount received and the system automatically calculates the change.
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Debit card: Payment by debit card (electronic direct debit), with a connected card terminal if needed.
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Credit card: Payment with common credit cards – also possible with an external terminal that automatically accepts the amount.
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Bank transfer: Usually used for larger amounts or business customers – the open amount is marked accordingly in accounting.
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Tip: Optionally, a tip can be recorded for card payments or cash payments. This is transferred to the journal via deposit or withdrawal postings.
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Receipt: A simple payment confirmation that does not generate an invoice position – ideal for anonymous walk-in customers or cash sales without invoicing.
When a customer wants to pay with different payment methods at the same time (e.g., part in cash and the rest by debit card), you can flexibly split the amounts at the Xentral POS.
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First, enter the amount for the first payment method (e.g., cash payment) and confirm it with the Partial payment button.
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Then select the second payment method (e.g., debit card) for the remaining open amount. Confirm all partial amounts with Partial payment to post additional entries to the table.
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Confirm the last open amount with Complete. The sale is posted.
Note
The POS automatically recognizes the amount already paid and displays the remaining open balance. Only when the full amount is covered can the sale be completed and the document created.
Existing orders or invoices can be cancelled in the POS interface – either completely or partially. This allows returns or corrections to be processed quickly and traceably.
Proceed as follows to cancel an entire document.
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Tap on Load document and enter the document number.
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Select Full cancellation.
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All item positions are automatically loaded into the POS.
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Tap the red cancellation button to generate a credit note.
Note
The following happens:
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The full amount is issued as a credit note.
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The associated invoice is automatically cancelled.
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The posting is marked as a withdrawal in the POS daily closing.
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The credit note appears in the cash register journal and is available for accounting.
This keeps the entire transaction transparently traceable – both for your internal register and for financial accounting.
Proceed as follows to cancel individual positions.
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Tap on Load document in the POS interface.
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Enter the document number of the order or invoice to be cancelled.
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Select the Partial cancellation option.
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In the following dialog, all positions of the document are displayed. Enter the quantity to be cancelled for the desired positions.
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Tap on Apply to load these positions into the POS interface.
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Complete the transaction as usual.
Caution
For a partial cancellation, you must perform a manual reversal posting into the warehouse, as no automatic put-away takes place.
With the load document function, you can transfer existing orders or invoices into the POS interface and check them out directly – ideal for deposit transactions, later payments, or for customers with an already created order.
Proceed as follows to load a document and settle it via the POS.
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Open the POS interface.
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Tap Load document at the bottom right.
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Enter the order or invoice number in the dialog window.
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Tap on Settle via register.
Note
The POS automatically transfers:
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All positions of the document (items, quantities, prices)
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The customer’s address data from the original document
You can then settle the document like any normal sales transaction via the POS – including selecting the payment method, invoice or receipt, and optional discount or tip.
Caution
The payment date on the cash register receipt corresponds to the POS payment day, while the invoice date continues to correspond to the original document date.
The register closing in Xentral covers the daily recording of all POS transactions, counting cash, and creating a clear monthly closing with all daily data.
The daily closing automatically summarizes all POS transactions of a day. It serves for control, documentation, and preparation for accounting, and does not need to be triggered manually – it is automatically started with the first POS launch of the day.
At the end of the day, you can perform the cash count and "commit" the data with a tap – the counted amount is then transferred to the closing and marked as completed.
Via the PDF symbol on the right in the view, you can view or download the daily closing as a PDF. The overview contains all relevant register movements and key figures:
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Revenue per payment method (cash, debit card, credit card, etc.)
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Cancelled documents, e.g., through returns or full cancellation
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Deposits and withdrawals with posting reason
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Sum of cash revenues, each as gross and net amount
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Opening and closing register balance
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Counted cash, broken down into coins and bills
The daily closing forms the basis for monthly reports and the register journal. A sample PDF shows all data structured across multiple pages.
In the monthly closing, you can create a compact overview of all daily closings for a selected month. A consolidated PDF is automatically generated that contains the cumulative values for the entire period.
You receive a clear overall report with all key figures – including total revenues, cancellations, deposits, and withdrawals – summarized on a monthly basis. Ideal for forwarding to your tax office or for internal analysis.
Note
The level of detail for daily and monthly closings can be adjusted in the POS settings in the project.
In the counting cash area, you can record the actual register balance towards the daily closing. Enter the number of coins and bills available in the corresponding fields.
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With Commit counted values now, you transfer the recorded cash values to the daily closing. These then count as the officially counted register balance and are saved in the closing.
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With Save counted values without correction posting, you save the count without automatically generating a correction posting in the cash register journal – this option is suitable for internal control without affecting the official posting flow.
Caution
Make sure to commit the count only when you have completed the final count of the cash drawer. A subsequent change is no longer possible.
POS revenues can either be imported individually via payment receipt or viewed collectively as daily or monthly closings.
Tip
Optional to use – but useful for export: Using the cash register journal is optional. Use it primarily when you need an exportable posting data set – e.g., for DATEV or another accounting import.
What do I need a cash register journal for in the POS?
In addition to the register journal and daily and monthly closings, you can also use a separate cash register journal in Xentral to display cash payments, tip postings, deposits, and withdrawals as posting lines (i.e., journal entries) and export these for accounting if needed.
This function is particularly helpful when you want to regularly hand over POS data to your tax office – and want to avoid manual re-entry.
Note
If you operate in the B2B sector and process only few but high-value sales via the POS, you can check the postings specifically in the Xentral payment receipt, post them to revenue and cost accounts, and process or export them like a classic bank account.
For B2C with many individual transactions, the daily closing with transfer of daily totals (as described above) is recommended – this is significantly more efficient and ensures clean, consolidated bookkeeping.
Payment method account statement – e.g., for card payments
You also have the option to create a separate cash register journal for specific payment methods – e.g., credit card payments. This allows you to automatically assign transactions directly from the POS to this separate cash register journal – without any manual entry and without waiting for paper-based monthly statements from your card provider.
Warning
Important note on structure: Create a separate cash register journal for each payment method.
Do not post card payments into the main POS cash register journal, as this will mix cash payments and card payments.
As a result, the cash balances in the cash register journal will no longer match the POS journal – which can cause problems during register reconciliation, as you will need to recalculate because different payment methods are combined in the cash register journal.
The following functions support you when outputting documents and using the cash drawer directly at the POS.