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POS Setup

  • Updated

Note

As an existing customer, you can activate the new POS 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:

  1. Modernized user interface: The new POS offers a fresh, modular design with optimized navigation – ideal for fast checkout and clear workflows.

  2. Browser and app compatibility: The POS is available as a desktop version for Windows and macOS as well as as an Android app. The existing web browser application continues to be available.

  3. 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. Setup takes just a few clicks and is explained here.

  4. 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.

  5. New payment functions: Mixed payments (e.g., cash + debit card) and partial payments via invoice numbers are now possible – ideal for omnichannel and multi-location processes.

  6. KassenSichV-compliant: The new POS is fully prepared for legal requirements in Germany. TSE modules can continue to be used.

  7. 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.

Ideally, close all old transactions before using Xentral POS (e.g., old partial invoices).

Before you start selling via Xentral POS, you should carry out some basic settings. These ensure that your checkout process runs smoothly, is legally compliant, and is correctly connected to accounting, warehouse, and document printing.

In this section you will find an overview of all central configuration points for your POS – from setting up your POS project to payment methods and printer control. You can flexibly adjust the settings depending on your business model, whether for B2B, B2C, or hybrid scenarios.

Key configuration areas (with jump links):

Strategic Decisions for POS Setup

These points help you set up your POS system to match your business model (B2C, B2B, or hybrid) and your operational workflows:

Note

  1. POS warehouse & goods flow:

    1. Use a dedicated POS warehouse? Useful for separate branch operations or trade fair sales.

    2. Activate warehouse process (with stock deduction)? Enable this if you want to automatically deduct stock.

    3. Separate POS warehouse from main warehouse or share? Possible depending on shelf assignment in warehouse management.

  2. Structure: one or multiple POS registers:

    1. Multiple POS registers per location possible? Create a separate project for each register (e.g., Branch A / Branch B).

    2. Staff assignment per register: Cashiers must be specifically assigned to a POS project.

  3. Customer assignment: walk-in customers vs. customer loyalty:

    1. Walk-in customers (anonymous)? Store a "walk-in customers" address in the project.

    2. Select customers from master data or create new ones? Enables personalized documents and later assignment.

    3. Use customer numbers from other projects? Optionally activatable.

  4. Payment methods & billing logic:

    1. Which payment methods should be active in the POS? Cash payment, debit card payment (with or without terminal), credit card, bank transfer, voucher (as an item), credit note, partial payments (combination of multiple payment methods), tip (optionally activatable per payment method)

    2. How do you want to issue documents? Receipt, invoice, credit note, delivery note.

  5. Activating buttons:

    1. Discounts & tips? Percentage discounts on the cart or individual items as well as fixed amounts via discount items are possible. Tips can optionally be activated per payment method (cash, debit card, credit card).

    2. Register transactions: Deposits and withdrawals for managing cash (e.g., change, cash transit), as well as opening the cash drawer via the user interface.

    3. Register transactions: Deposits and withdrawals for managing cash (e.g., change, cash transit), as well as opening the cash drawer via the user interface.

  6. Accounting & register closing:

    1. How should revenues be posted? Individual postings with document link (ideal for B2B) or daily totals (recommended for many small amounts / B2C).

    2. Cash register journal assignment: Each POS project must have a specific business account of type "Cash register" assigned.

    3. Daily/monthly closing: Created automatically. Complete the daily closing with your cash count log.

  7. Hardware strategy & device usage

    1. Which device do you use? Xentral POS app or alternatively start POS in the Xentral browser.

    2. Which device do you use? Xentral POS app or alternatively start POS in the Xentral browser.

    3. Configure document printing: Number, type, and combination of invoice / receipt / delivery note can be set.

Tip

Clarify these points early on with your tax advisor or your Xentral partner – especially if you work with multiple registers or mixed business models.

Prerequisites and Setup

Before you can start selling via the POS, you need to meet some basic requirements and create the necessary master data in Xentral. In this section we show you step by step how to create a POS project, set up a cash register journal, define the walk-in customer address, and correctly authorize cashiers.

Creating a Project for POS

Steps:

  1. For a new project: Navigate to Settings > Basic settings > Projects.

  2. Click on +NEW to create a new project for the POS.

  3. Assign a unique name (e.g., 'POS MUC').

  4. Carry out the desired POS settings in the project under the Settings > POS Settings tab (see below).

Creating a Cash Register Journal

Steps:

  1. Navigate to Settings > Accounting > Payments & Business Accounts > Bank & Payment Accounts.

  2. Create a new account with the type Cash register.

  3. Link this account to the POS project – select the account there and click on Save.

  4. This cash register journal is automatically visible under Smart Search > Cash register journal and is used to automatically record all register transactions of your POS.

Creating an Address for Walk-in Customers

Steps:

  1. Open Master data > Addresses and click on +NEW.

  2. Create an address with the name Laufkundschaft or similar.

  3. Link this address to the POS project – select the address there and click on Save.

  4. This address is automatically selected for sales without a customer address entry.

Creating and Authorizing Cashiers

Note

The detailed instructions can be found on this page: Creating new cashiers.

Steps:

  1. Navigate to Settings > Sales > Register function (POS) > POS Configuration (Cashiers).

  2. Click on +NEW to create a new cashier.

  3. Prerequisite: The cashier must already exist in the system as an address with the role 'Employee of the POS project'.

  4. Assign at least the following permissions (in the user rights management): POS and WELCOME: login, logout, settings, start, startseite.

Note

Perform a test login and check in the system log whether all required permissions are present.

Warehouse Strategy for POS

Use Case

Access

'Warehouse type'

'Warehouse type' POS option

'POS Project' warehouse process

POS dedicated warehouse

POS

Blocked warehouse

active

Withdraw from configured POS warehouse

Shared warehouse

POS + logistics

Normal warehouse

active (invisible)

x

Using a shipping warehouse

POS + logistics

Shipping warehouse

not required

Withdraw from any warehouse, optionally configure a warehouse.

POS no warehouse posting

POS

not required

not active

No warehouse posting

POS Uses a Dedicated Warehouse (POS Access Only)

Goal: The POS modifies stock in a dedicated warehouse that is not used by logistics.

Setup

Result

Typical use case

Setup

  • Warehouse location type: No Auto-Shipping (Blocked Warehouse)

  • Option Activate POS warehouse

  • POS project: Warehouse process → "Withdraw from configured POS warehouse"

Result

  • POS deducts stock from this warehouse

  • Logistics does not access this warehouse

Typical use case

  • Branch stock in the store

  • Register stock in the store

  • Goods sold exclusively on-site

POS and Logistics Use the Same Warehouse

Goal: The POS and logistics both access the same stock.

Setup

Result

Typical use case

Setup

  • Create warehouse location as normal

  • Option Activate POS warehouse

Result

  • The warehouse location remains marked as POS warehouse

  • POS and logistics can both withdraw from this warehouse

Typical use case

  • Shared stock for store and online shop

  • Click & Collect scenarios

  • Branch warehouse also used for shipping

POS Does Not Use a Shipping Warehouse

Goal: The POS withdraws items from a regular shipping warehouse.

Setup

Result

Typical use case

Setup

  • Use a shipping warehouse in Xentral

  • In the POS module, select the warehouse from which the POS should withdraw items

Result

  • POS and logistics access the same shipping warehouse

  • The POS warehouse setting is not required for this

Typical use case

  • Small store with shared warehouse for POS and shipping

  • POS as an additional sales channel alongside the online shop

POS Settings in the Project

Navigate to Settings > Basic settings > Projects. Click on the desired project or create a new project. In the project, go to Settings > POS Settings.

POS Settings

The following table provides an overview of all relevant fields in the POS project settings, including a brief description of their function. These settings control, among other things, warehouse behavior, pricing logic, items used, as well as printing options and closing reports in the register environment.

Field name

Description

Warehouse process

Defines whether warehouse movements are created during a sale.

  • No warehouse posting: disables warehouse management for POS transactions.

  • Withdraw from any warehouse: withdraws the item from any warehouse.

  • Withdraw from configured POS warehouse: withdraws the item only from the POS warehouse configured in the project (see below).

Adapter box for POS

Note

Discontinued: 01/2025 (New POS). This setting is no longer relevant!

Connects receipt printers and other POS hardware to Xentral via the adapter box.

POS warehouse for sales

Defines the warehouse from which items are withdrawn during POS sales – e.g., a separate store warehouse.

Preferred price group

Defines which price group is applied for POS sales. Only prices from this group are displayed.

Cash register for cash

The associated cash register journal (and business account setting) for cash payments, where POS revenues are recorded.

Walk-in customers

Predefined address for anonymous customers. Used automatically when no specific customer address is selected.

Process customers from other number ranges

Enables billing of customers from other projects (e.g., for branches or mixed data structures).

Only allow items from project

Displays in the POS only the items that belong to the respective POS project.

Combine identical items entered consecutively

Automatically merges identical item positions in the cart.

Item for EUR discount

Select the item used to represent discounts in euros (e.g., via a negative price).

pos.items_for_splitting

Item number used for deposits or splits – e.g., 'Deposit' or 'Partial payment'.

Create delivery note

Activates the creation of a delivery note during a sale. Required for items with best-before dates, batches, or serial numbers.

Register label 1

Label for the 'Internal note' field – printed on invoices and receipts – freely customizable.

Register label 2

Label for the 'Free text' field on documents – e.g., additional purchase information or notes – freely customizable.

Transfer item description to documents

Prints the item description from the item master data onto the document.

POS display in net

Displays prices in the POS as net instead of gross – relevant for B2B sales.

Multiple orders per cashier

Allows saving multiple transactions in parallel for later completion – e.g., during consultation or an interrupted purchase.

Detailed view in closing PDF

Generates a PDF with all individual positions in the daily closing.

Hide individual postings

Reduces the closing PDF to totals and hides individual postings – more organized at high frequencies.

Monthly reports without individual days

Creates a monthly report without a breakdown of individual daily closings.

Hide cash count log

Suppresses the detailed cash count in the closing report.

Hide signature block

Hides the signature field on daily or monthly closing documents – e.g., for purely digital management.

Buttons

The following settings for the buttons in the POS interface enable the recording of payments, the creation of documents, discounts, and other register transactions. Here you will find an overview with explanation of how each button is used in the sales process. Ideal as a reference when using or setting up your Xentral POS.

Field description

Label

Payment method: Cash

Marks the sale as paid in cash and completes the transaction.

Mark invoice as paid: marks the invoice as 'paid' without a ledger posting, e.g., manual cash register journal.

Payment method: Debit card

Marks the sale as paid by debit card. The amount is sent to the card reader (if connected).

Mark invoice as paid: marks the invoice as 'paid' without a ledger posting, e.g., business account for debit card payments.

(Optional) Cash register: Special case: For certain payment methods – e.g., credit card payments – you can create a separate cash register journal. This function is optional and should only be used when you need a clean separation of postings. Create a separate cash register journal for certain payment methods (e.g., credit card) – do not post to the main POS cash register journal.

Payment method: Credit card

Marks the sale as paid by credit card. A compatible terminal is required for the connection.

Mark invoice as paid: marks the invoice as 'paid' without a ledger posting, e.g., business account for credit card payments.

(Optional) Cash register: Special case: For certain payment methods – e.g., credit card payments – you can create a separate cash register journal. This function is optional and should only be used when you need a clean separation of postings. Create a separate cash register journal for certain payment methods (e.g., credit card) – do not post to the main POS cash register journal.

Payment method: Bank transfer

Marks the sale as paid by bank transfer. For later tracking in accounting.

Mark invoice as paid: marks the invoice as 'paid' without a ledger posting, e.g., business account for the bank.

(Optional) Cash register: Special case: For certain payment methods – e.g., credit card payments – you can create a separate cash register journal. This function is optional and should only be used when you need a clean separation of postings. Create a separate cash register journal for certain payment methods (e.g., credit card) – do not post to the main POS cash register journal.

Additional payment method

Marks the sale as paid with 'Selectable payment method'. For later tracking in accounting.

Mark as paid: marks the invoice as 'paid' without a ledger posting, e.g., manual cash register journal.

(Optional) Cash register: Special case: For certain payment methods – e.g., credit card payments – you can create a separate cash register journal. This function is optional and should only be used when you need a clean separation of postings. Create a separate cash register journal for certain payment methods (e.g., credit card) – do not post to the main POS cash register journal.

Document: Invoice

Creates a complete invoice with customer details and tax breakdown.

Document: Receipt

Creates a simple A4 document labeled 'Receipt' instead of 'Invoice' – ideal for walk-in customers without customer loyalty.

The created document does not contain customer information and does not replace the receipt printer output.

Note

This is not the cash register receipt from the receipt printer. For receipt printing, please carry out the corresponding settings in the Receipt printer section.

Discount in %

Applies a percentage discount to the entire cart.

Discount in EUR

Deducts a fixed euro amount from the total price.

Withdrawal

Records a cash withdrawal from the register, e.g., for change or settlement.

Deposit

Records a cash deposit into the register, e.g., at the start of the day or after currency exchange.

Tip

Records voluntary tips for cash payments and posts them to the defined account.

Tip for debit and credit card

Allows recording tips for debit or credit card payments directly during the payment process.

Open drawer

Manually opens the cash drawer – e.g., to prepare for a transaction.

Load documents

Loads a previously created invoice or order for settlement or cancellation.

Cancellation

Cancels the current sales transaction completely or partially.

Auto logout

Activates automatic logout after a defined period of inactivity.

Auto logout after payment completion

Automatically logs out the cashier immediately after a sale is completed – e.g., for changing staff.

Additional Settings

These settings control the behavior of the POS interface when entering customer data and payment methods. They help ensure complete and correct sales data – particularly when processing invoices in B2B environments or handling sensitive postings.

Field name

Description

Extended address fields

Displays additional fields (e.g., street, postal code, city) when creating new customers directly in the POS interface – useful for complete invoice data.

Mandatory payment method selection

Forces a new selection of a payment method before completing each sale – prevents accidentally incorrect postings.

Pre-selected salutation

Forces a new selection of a payment method before completing each sale – prevents accidentally incorrect postings.

Printer Settings (Document Printer)

These settings define which documents are automatically printed during the sales process and on which device. This allows you to precisely control how many copies are created, whether delivery notes or receipts should also be printed, and whether a QR code for customer interaction should appear on the cash register receipt. Ideal for B2B processes, warehouse logistics, or paperless document strategies.

Field name

Description

Document output after completion

Defines whether and which documents should be automatically printed after a sale is completed – e.g., invoice, receipt, or delivery note. (Standard: PDF A4 format)

  • No output: Does not print any documents. Saves digitally only.

  • Printer: Outputs the documents on the printer selected below.

Printer

Selects the default printer on which POS documents are output – e.g., a receipt printer or network printer.

Number of delivery notes

Specifies how many delivery notes should be printed per sales transaction.

Number of invoices

Defines the number of invoices to be printed per transaction.

Number of credit notes

Determines how many times a credit note is printed for a cancellation.

Number of duplicate delivery notes

Enables the additional printing of a delivery note as a copy – e.g., for the warehouse or customer.

Always also print receipt (cash register receipt) when printing invoice

When this function is active, a cash register receipt is automatically printed – just like from a regular register. The receipt contains the most important transaction data in a compact format and is suitable for direct output to the customer. If needed, you can also print the complete invoice document (e.g., A4) separately at the same time.

Print QR code on receipt (cash register receipt)

Activates the printing of a QR code on the cash register receipt – e.g., for customer surveys, digital documents, or further links.

Receipt Printer

In this section you define how receipt printing is carried out at the register. You can define the number of printouts, design individual text lines for the header and footer (e.g., for legal notices or company information), and control whether additional data such as item free fields or a QR code with the document number should appear on the receipt. Ideal for optimizing the customer experience and for internal processes.

Field name

Description

Active

Activates receipt printing for transactions. Only activated printers can be used for receipts.

Number of printouts

Defines how many receipt printouts should be created per sales transaction.

Line 1

Individual text lines for the header or footer of the receipt – e.g., company name, address, phone number, or legal notices.

e.g. Xentral Store

Line 2

Individual text lines for the header or footer of the receipt – e.g., company name, address, phone number, or legal notices.

e.g. Xentral GmbH Fuggerstrasse 11 86152 Augsburg Tel: 0821/123455678910 www.xentral.com

Line 3

Individual text lines for the header or footer of the receipt – e.g., company name, address, phone number, or legal notices.

e.g. Thank you for your purchase! Exchanges within 8 days upon presentation of the receipt VAT-ID: 1234567890

Item free field on receipt

Specifies whether an additional free field from the item (e.g., notes or variants) should be printed on the receipt.

Creating New Cashiers

The register interface can only be operated by designated cashiers. Creating a cashier in the system requires that this cashier already exists as an employee under Sales > Addresses. Importantly, the employee must explicitly have the role "Employee of the corresponding POS project" – it is not sufficient if the employee only has the role "Employee of Project ALL".

pos_adresse_kassierer_001.png

If the employee record exists, they can be added as a cashier under Settings > Sales > Register function (POS) > POS Configuration (Cashiers).

Use + Add cashier to create a new cashier, select the corresponding employee from the master data and the project (i.e., the location or branch), and assign a cashier number. Then click on Save.

pos_kassierer_anlegen_001.png

Assigning Permissions for Cashiers in POS

For cashiers to be fully operational at the register, certain permissions must be granted in the POS module.

At a minimum, the permissions POS and WELCOME are required (for login, logout, home page, basic navigation: login, logout, settings, start, startseite).

Then run through the complete register workflow once (from login to sale through to daily closing) and check in the system log whether any further permissions are missing. Missing permissions can then be added as needed.

Tip

For a store register, you can create a separate cashier with limited permissions. In addition, you can configure this cashier to be automatically logged out after every sales transaction. This ensures that only the designated user can make and view sales. A more comprehensive cashier account can then be used exclusively for daily or monthly settlement after the store closes.

Caution

The settings permission (change register settings) should not be granted to cashiers, as it is intended for administrators only.

System permission

Description

abschluss

Perform daily closing at the register.

abschlusspdf

Generate/download daily closing as PDF.

archiv

Access archive of completed sales (tab: Last invoices).

artikel

Display and select items at the register.

checkkass

Perform register check (e.g., check register balance).

finsess

End current register session.

ladeoeffnen

Open cash drawer.

list

Display sales lists.

loadaddr

Load customer data (addresses).

loadart

Load item details.

loadkassstand

Retrieve register balance.

loadsess

Load open register session.

logoutkass

Log out of register session.

minidetail

Display brief details of a document.

monatsabschlusspdf

Generate monthly closing as PDF.

printreceipt

Print cash register receipt.

resetsess

Reset register session.

saveinfo

Save document or customer data.

saveinternebemerkung

Save internal note on a document.

storesess

Save current register session.

storno

Cancel item or document.

suche

Search for items or customers.

Withdrawal / Deposit Accounts

In Xentral it is possible to define specific accounts for withdrawing or depositing cash amounts in the POS, with the corresponding tax rates. In the Withdrawal / Deposit Accounts tab, a new account can be defined via the +New entry button.

When the Deposit or Withdrawal button is pressed in the POS, a reason is displayed (once an account has been defined) where the withdrawal/deposit account can be selected.

The reason also appears as an entry in the POS cash register journal.

A receipt is also printed for each withdrawal/deposit transaction.

Hardware and Receipt Printer

Connecting hardware:

Connecting hardware: Receipt printer, barcode scanner, card terminal, cash drawer, document (receipt) printer.

POS App – Usage on Desktop and Mobile Devices

With the new Xentral POS application, you can use your register flexibly on various devices. The application can be installed as usual (desktop or Google Play Store for mobile device use) and connected to your Xentral cloud:

  • Xentral POS Desktop installation (Windows and macOS)

  • Xentral POS App for Android devices in the Google Play Store

    Note

    Compatibility note: The desktop installation exclusively supports 64-bit systems running Windows 11. A version for 32-bit systems is not available and is not planned.

Xentral POS Desktop Installation (Windows & macOS):

Steps:

  1. Install the Xentral POS as a desktop app on Windows or macOS:

    1. For Windows, download the .exe file and run the installer as usual – the POS is fully set up and can then be started via the Start menu or uninstalled.

    2. For macOS, a .dmg file is available – after opening it, simply drag the POS icon into your Applications folder, as with other Mac applications.

      Note

      Here you will find the Xentral POS download for Windows and macOS.

  2. After installation, open the 'pos_app'.

  3. Enter your Xentral URL in the following dialog and click on Save.

    pos_input_url.png

  4. Log in with your access credentials.

    pos_app_login_Kopie.png

  5. The home page of your Xentral instance opens.

    Warning

    When you later activate the POS for your team, you can configure the permissions in the user settings and, for example, grant only the POS permissions. This way, access to other Xentral areas via the store register remains restricted.

Connecting a Receipt Printer to the POS App

Quick start – connecting a receipt printer:

  • In the POS app, simply enter the IP address of your receipt printer (e.g., Epson TM-m30II). You can easily retrieve this IP address from the printer itself.

  • At startup or by pressing a button, the printer automatically prints a receipt showing the current IP address. (Alternatively, you can also use the official Epson configuration app to connect the printer to your local network (Wi-Fi or LAN) and configure it.)

pos_bondrucker_mit_app_verbinden_IPadresse_001.png
pos_bondrucker_ipadresse_netzwerk.png

Connecting the printer to your local network:

To print receipts or documents in the POS app, a receipt printer such as the Epson TM-m30II must be integrated into your local network. Since these devices typically have no display or keyboard, setup is done via a helper app (e.g., Epson TM Utility App) through which you transmit your Wi-Fi credentials to the printer.

Important requirements & steps:

  1. Network connection required: The printer must be connected to the same network via LAN (Ethernet) or Wi-Fi as the device running the POS app (e.g., a tablet or laptop). A direct connection via USB or without a network (e.g., locally only on a laptop) is currently not supported.

  2. Setup via utility app: The required app is available from the printer manufacturer – for example, in the App Store or on the Epson website. Through it, you can transmit your Wi-Fi credentials (SSID & password) to the printer.

  3. Network environment: Whether you use a mobile hotspot, a Fritz!Box, a corporate Wi-Fi, or a dedicated POS router – the printer and the POS device must be connected to the same network. Only then can the POS app detect the printer and send print commands.

  4. Test the connection: After setup, you should be able to perform a test print via the POS app. If no printer is detected, check the network settings, IP addresses, and firewall rules as applicable.

Cash Drawer

The cash drawer is connected directly to the receipt printer. As soon as the printer is correctly connected to the POS application in Xentral, the drawer can be conveniently controlled via the user interface. The "Open drawer" command is sent by the system to the printer, which automatically forwards it to the connected cash drawer.

You can open the cash drawer at any time – either from the POS home page or in the closing dialog for payment methods by clicking on the 'Open cash drawer' icon.

Information on operating the cash drawer can be found in the article POS Functions and Operation.

Card Terminal: Debit/Credit Card Terminal

You can use the debit/credit card terminal manually alongside the POS. Simply enter the amount manually at the terminal, complete the payment process there, and then close the transaction in the POS.

How Does Card Terminal Integration Work with Xentral POS?

When you initiate a card payment via the register in Xentral, the card terminal should automatically display the amount – without you having to enter it again. This requires a technical connection between the register and the terminal.

This connection is established via a so-called middleware – a small additional program that "translates" between the register and the terminal. It runs on a small server or computer and ensures that all payment data is correctly forwarded.

How it works step by step:

  1. You initiate the payment via the Xentral POS register.

  2. The register automatically sends a message with payment data (e.g., amount, currency).

  3. The middleware receives this data and forwards it to the card terminal.

  4. The terminal displays the amount and the customer pays.

  5. The terminal reports the payment status back – Xentral then knows whether the payment was successful.

Note

What you need as a business:

  1. A card terminal that is accessible via the network (LAN or Wi-Fi).

  2. An IT partner who: sets up middleware, establishes the connection between the register and the terminal.

Note

Technical details for integration via the Xentral API:

For the technical implementation of the card terminal integration via middleware, Xentral provides a standardized webhook interface. All necessary information about the structure, webhook type, and expected payload can be found in the official API documentation.

  • Description of the webhook type for card payments

  • Payload details (e.g., amount, currency, transaction type)

  • Examples for integration with external middleware

  • Notes on authentication and security

To the technical API documentation: developers.xentral.com – Webhook: Terminal Integration (Credit Debit Card Terminal)

Recommended for: IT partners, developers, and service providers who are planning or implementing the technical integration of a card terminal.

Tip

Mollie integration: Integration with Mollie is available via the Xentral partner ditegra. For inquiries, you can contact ditegra via their contact form with the subject line Xentral & Mollie Terminal.

What You Should Know About Terminals & Payment Providers (SMB Guide)

For card payments to work, you need two things:

  1. A card terminal (hardware):

    1. The physical device where customers tap their card or smartphone.

    2. Usually from providers such as Verifone, Ingenico, Sunmi, etc.

  2. A payment provider (service provider):

    1. This processes the payment technically and forwards it to the bank.

    2. Well-known providers include e.g. Payone, Concardis, SumUp, or Zettle.

    3. You have a contract with them – and usually receive the terminal from them.

Note

Why this matters: Not every terminal can be controlled automatically. It must support a so-called "interface" (API or network protocol). Your payment provider can tell you whether the terminal is suitable – or recommend one that fits.

Card Terminal Without POS Integration – How It Works in Practice with Xentral

Even without direct integration with Xentral POS, you can use a card terminal smoothly in your daily business. In small and medium-sized businesses, this is a common practice – simple, reliable, and immediately usable.

How it works:

  1. Enter the payment amount normally in Xentral POS and print the document (observe the correct payment method, e.g., credit card).

  2. Then manually enter the same amount into the card terminal.

  3. The customer pays by card or smartphone.

  4. You receive a payment receipt from the terminal – this is not automatically transferred to Xentral.

  5. In Xentral, the sale was printed as "paid by credit card" on the document.

Tip

Process card payment at terminal first, then record in POS:

You can also process the payment directly at the card terminal first – independently of the register. Once the payment was successful, simply select the appropriate payment method (e.g., debit card or credit card) in Xentral POS and complete the sale.

Your advantage:

  • You avoid cancellations in case: the card does not work, the customer decides to pay cash, the payment method at the terminal changes (e.g., from debit to credit card).

  • The payment process remains flexible – the register is only charged after a successful payment.

Advantages

Disadvantages

No technical effort

Works immediately with any card terminal

Independent of model or provider

The payment and the register transaction are not automatically linked

You must ensure that the amount and payment are transferred manually and correctly

No automatic feedback to Xentral for cancellations or errors

Note

Summary: Ideal for simple setups or as an interim solution – especially if you want to get started quickly or no middleware is available.

FAQ

Is it possible for the amount to be displayed directly on the card reader for card payments, without having to enter it manually?

Answer:

Currently, the direct transfer of the amount to a card reader (e.g., debit or credit card terminal) is not yet natively integrated in the new Xentral POS.

Instead, the payment amount is entered manually directly at the terminal by the checkout staff. This approach is intended in the current MVP state to enable simple and flexible use independent of specific devices.

Planned:

An extended integration via webhooks is already technically prepared. In a later release, integration of compatible devices via Connect is planned, so that amounts can be automatically transferred to the terminal – including feedback to Xentral for payment confirmation.

In a cloud environment, automatic integration with card terminals is not possible for all providers, as there are no uniform standards and each terminal has its own interfaces and requirements for security and network connectivity.

Note

You can already integrate your terminal today via a custom API integration or partner solution – please speak with your IT service provider or Xentral partner.

Can I use graduated prices and individual prices for customer groups with the POS system?

In the POS project settings, you will find the field "Preferred price group". Here you define which price group should be used in the POS (e.g., B2B). As a result, only the prices of the selected group are displayed and applied during sales – for example, special conditions for regular customers, dealers, or specific customer segments.

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