X-POS Point-of-Sales

X-POS Point-of-Sales
Suite 401, CFM building, 23 Lang Ha, Hanoi, Vietnam - 84.4 3514 9883 - [email protected]
X-POS
v3.5
USER
GUIDE
2015 SmartOSC™ and X-POS
12Ath Floor, Ladeco Building, 266 Doi Can, Ba Dinh, Hanoi, Vietnam. +84 43-5149-883, [email protected]
Table of Contents
About X-POS ................................................................................................................................................. 6
Main X-POS features ................................................................................................................................. 6
Version 3.5 Changelog (August 2015) ........................................................................................................ 6
Version 3.4 Changelog (10th April 2015) ......................................................................................................7
Technical specifications ............................................................................................................................. 8
Flow chart of X-POS functionality ............................................................................................................. 9
Browse Mode................................................................................................................................................11
Access Browse mode X-POS ....................................................................................................................11
Select Store ............................................................................................................................................. 12
Create order..............................................................................................................................................13
Add product by barcode scan ...............................................................................................................13
Add product by search ......................................................................................................................... 14
Product types .......................................................................................................................................... 14
Add Complex Products ........................................................................................................................ 14
Custom Options....................................................................................................................................15
Edit order ..................................................................................................................................................15
Remove product .................................................................................................................................. 16
Update quantity ................................................................................................................................... 16
Custom price........................................................................................................................................ 16
Discount full order ................................................................................................................................ 17
Save order / Delay for later placing order ............................................................................................. 17
Cancel order......................................................................................................................................... 18
Choose different customer types ............................................................................................................ 19
Order list .................................................................................................................................................. 20
Refund ................................................................................................................................................. 20
Open Saved Order ............................................................................................................................... 21
Checkout mode ........................................................................................................................................... 22
Adding discount/coupon codes ............................................................................................................... 22
Payment methods ................................................................................................................................... 22
Selecting payment method ................................................................................................................. 22
Using magnetic card swiper function................................................................................................... 23
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Gift card ............................................................................................................................................... 24
Store Credit ......................................................................................................................................... 24
Print Invoices ........................................................................................................................................... 24
Till handling ......................................................................................................................................... 25
Create part of Order – Invoice and Shipping ........................................................................................ 26
Confirmation message..........................................................................................................................27
Update Magento stock .............................................................................................................................27
Reprint Invoice ..........................................................................................................................................27
Cash Drawer functionality ....................................................................................................................... 28
Make manual cash transaction ............................................................................................................ 28
Opening cash drawer functionality ...................................................................................................... 29
Reporting..................................................................................................................................................... 30
Quick report (X-report) ............................................................................................................................ 30
Till report (Z-report) .................................................................................................................................31
X-POS Reports Magento backend ........................................................................................................... 34
End of day report ................................................................................................................................. 34
Full Order report ...................................................................................................................................35
Offline Functionality .................................................................................................................................... 36
Loading data............................................................................................................................................ 36
Switch to Offline mode ............................................................................................................................ 36
Setup the Magento Backend ........................................................................................................................ 37
Payment Methods .................................................................................................................................... 37
Default payment methods.................................................................................................................... 37
Online Credit card - Payment Gateways .............................................................................................. 38
Credit Card Present.............................................................................................................................. 38
Shipping methods ................................................................................................................................... 38
User Permissions ..................................................................................................................................... 38
Manage Cashier ....................................................................................................................................... 40
Setup Categories to view in X-POS.......................................................................................................... 41
Use website / store view .......................................................................................................................... 42
Create a new website for X-POS .......................................................................................................... 42
Set differing Payment and Shipping methods between X-POS and online store ................................ 43
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Differing view of Products between X-POS and online store............................................................... 45
Different prices between X-POS and online store ............................................................................... 45
Create customer group to discount a product or set tax class ..............................................................47
Tax setup ................................................................................................................................................. 48
Guest Customer in X-POS configuration ............................................................................................. 48
Tax Destination calculation ................................................................................................................. 48
Shipping setting address ..................................................................................................................... 49
Customer tax ....................................................................................................................................... 49
Avoid dialogue boxes when printing – Silent printing ............................................................................. 49
Chrome ................................................................................................................................................ 49
Firefox silent-printing .......................................................................................................................... 50
Optimize speed of running X-POS................................................................................................................51
Browser type ............................................................................................................................................51
Magento Configuration ............................................................................................................................51
Server and DB setup .................................................................................................................................51
Caching .....................................................................................................................................................51
APC caching..........................................................................................................................................51
Memcache ............................................................................................................................................51
Developer notes - Customization ................................................................................................................ 52
Invoice / Receipt template setup ............................................................................................................. 52
Translation files ....................................................................................................................................... 52
Quick disabling extension for testing .......................................................................................................53
Navigation ................................................................................................................................................... 54
Touch screen ........................................................................................................................................... 54
Keyboard shortcuts ................................................................................................................................. 54
System Configuration.................................................................................................................................. 55
General Pane ........................................................................................................................................... 55
License key .......................................................................................................................................... 55
Default Store ....................................................................................................................................... 55
Last check update and Last change by ................................................................................................ 56
Create Order Offline ............................................................................................................................ 56
Network check interval ........................................................................................................................ 56
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Enable Multi Warehouses .................................................................................................................... 56
Enable Till ............................................................................................................................................ 56
Enabled Cashier ................................................................................................................................... 56
Data Filter and Searching ........................................................................................................................ 56
Cache of Product ..................................................................................................................................57
Product per request .............................................................................................................................. 57
Cache of Customer ............................................................................................................................... 57
Customer per request .......................................................................................................................... 58
Only enabled Products ........................................................................................................................ 58
Search Product Type............................................................................................................................ 58
Fields Used for Searching .................................................................................................................... 58
“In Stock” Products Only ..................................................................................................................... 59
Visibility ............................................................................................................................................... 59
Lucky Search........................................................................................................................................ 59
Number of products displayed............................................................................................................. 59
Display additional attributes of product when mouse hovers.............................................................. 59
Order Processing ..................................................................................................................................... 60
Allow Guest Checkout ......................................................................................................................... 61
Default Customer ID ............................................................................................................................ 61
Change Item Price ............................................................................................................................... 61
Create Invoice / Shipment Default ....................................................................................................... 62
Default Payment / Shipping Method ................................................................................................... 62
Use only Default Shipping Method ...................................................................................................... 62
Confirm on Checkout ........................................................................................................................... 62
Print on Opening Cash Transfer ........................................................................................................... 62
Receipt..................................................................................................................................................... 62
Font ..................................................................................................................................................... 63
Logo Image and Logo Literal ............................................................................................................... 63
Day Format .......................................................................................................................................... 63
Slogan and Footer Message................................................................................................................. 63
Additional information to display in order sum-up .............................................................................. 63
Information Separator ......................................................................................................................... 63
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Alignment: Logo, Store Information, Shipping and Payment Methods .............................................. 63
Email Receipt ........................................................................................................................................... 63
Reports .................................................................................................................................................... 65
Denomination ...................................................................................................................................... 65
Custom Denomination ........................................................................................................................ 65
Default transfer money........................................................................................................................ 65
X-POS layout ........................................................................................................................................... 66
Cron job update Product Data Schedule.................................................................................................. 66
Store(s) used for load ........................................................................................................................... 67
Start Time (Server Time) ..................................................................................................................... 67
Frequency ............................................................................................................................................ 67
Max Execution Time ............................................................................................................................ 67
X-Payment Setup .................................................................................................................................... 67
Known issues / FAQ ..................................................................................................................................... 69
Cannot see products in X-POS................................................................................................................. 69
Features not supported ........................................................................................................................... 69
I get a blank page when I start the X-POS ............................................................................................... 69
I cannot see my invoice ............................................................................................................................ 69
No Shipping option available ................................................................................................................... 69
Error with “bill_zip” missing or not correct when using Guest checkout ................................................. 69
BL_CustomGrid – conflict .........................................................................................................................70
Calculations does not display correct in X-POS GUI .................................................................................70
When Warehouse is activated the layout is not displaying correct ...........................................................70
Road map ..................................................................................................................................................... 71
Further information ......................................................................................................................................72
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About X-POS
The X-POS package is developed by SmartOSC for any
business operating a Magento webshop and a physical store at
the same time. Furthermore, the solutions is also useful for
phone sales and sales representatives.
The X-POS integrates with several external point-of-sale
peripherals:
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Barcode scanner
Credit card Swiper
Receipt printer
Cash Drawers
Touch-screens
Main X-POS features
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POS interface for quickly creating new orders
Offline mode
Swipe function for credit card
Quick find - search part of name or product ID
Search by scanning barcodes
Edit item information on the fly
Process orders with various payment methods
Auto-update total inventory after customer purchase
Have all stock info in one inventory system
Easily operate sales and promotion
Configure Till and Cashiers
Create End of Day report
Customizable layout
Shortcut keys for faster operation with Keyboard attached
Version 3.5 Changelog (August 2015)
New Features
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Support fully Online Mode in order processing
Support Split Payment
Support Multiple Storeviews in Magento
Schedule specific time for getting data with Cronjob.
Improvements
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Receipt: New design, full customization capability
Setting pages: user-friendly layout with more information
12Ath Floor, Ladeco Building, 266 Doi Can, Ba Dinh, Hanoi, Vietnam. +84 43-5149-883, [email protected]
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Additional attributes in Product Listing
X-Payment Setting in Magento Configuration
Remember settings for Configurable / Custom options products
Support full keyboard usage for searching products
Speed improvement in both loading process and downloading product data
Improve UI/UX
Bugs fixed
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X-POS does not apply multiple options of custom options product
Add special price product to cart will show original price
Checkout page: The message is not display properly
Wrong price of configurable product or simple product have custom options
Saved order: Wrong GT (base) and GT (purchase)
Cannot refund order
Print receipt: Incorrect total paid
Order detail: Wrong total paid when creating invoice for order have discount
Tax amount: Duplicate tax amount
And much more...
Version 3.4 Changelog (10th April 2015)
New Features
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Be able to translate into many languages
Show tooltip to display product information when hovering a product in product grid
Set Default payment method and set Default Shipping method
Choose default customer for guest checkout
Display SKU of product in cart
Message Notification from SmartOSC
Improve loading warehouse stock for X-POS
Improvements
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Sort Payment Methods based on sort order
Speed and stability optimization
Discount: add discount to full order
Amount Tendered: press Enter key to see Change Amount
Update bottom status bar
Solve installation issue with iPad App Connector
Improve loading Customer Data
Loading Product Data continuously
Update product’s quantity in local after creating order
Solve conflict issues with some common extensions: Order Editor…
Support localizations for Germany, France, Netherlands, China
12Ath Floor, Ladeco Building, 266 Doi Can, Ba Dinh, Hanoi, Vietnam. +84 43-5149-883, [email protected]
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Improve UI/UX
Bugs fixed
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Package installation issue
Issue of submitting Pending Order
Wrong tax displayed when adding complex products
Report does not contain correct data
Save order with some payment methods
Editing Save Order issue
Configurable product with special price
Many minor bugs fixed...
Technical specifications
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Browser compatibility: Firefox or Chrome (recommended, other browsers are just not guaranteed
to work).
Barcode scanning compatible with standard USB/KBW scanning devices
Swiper support 2 and 3 track magnetic stripe credit card readers authorize.net / PayPal / Credit
card (saved)
Default receipt print sizes are supported: 80mm, 58mm, and 48mm. Besides print in A4.
Cash drawer – the X-POS does not interface directly with any cash drawers, but can be configured
to control a cash drawer through a receipt printer.
12Ath Floor, Ladeco Building, 266 Doi Can, Ba Dinh, Hanoi, Vietnam. +84 43-5149-883, [email protected]
Flow chart of X-POS functionality
The X-POS support the following workflow below to create an order:
Figure 1 X-POS Usage Flow
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User guide for X-POS
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Browse Mode
Browse mode is the default screen which display when you enter the X-POS after providing user name and
till (if enabled). The browse mode is set for creating orders fast and shift – and to remove the any
distraction from payment until the order is ready for checkout.
Access Browse mode X-POS
Log into the system admin with login and password
Go to Sales >POS > Open X-POS
Figure 2 Access X-POS User interface
The X-POS interface will load. It will on the initial start load products into browser database. The load of
products can be followed in footer of the X-POS GUI, where it is counting amount of loaded products. The
loading time will depend on amount of products, but you can use the X-POS right away.
Default the products will be loaded into the browser memory, but in case you do not wish for this to
happen, it can be disabled. In that case all searches on products will take place directly into Magento DB.
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Figure 3 X-POS User Interface
Select Store
From version 3.5, X-POS is able to work with multiple store at the same time. Once X-POS is opened, user
will see Store Selection Pop-up to choose the store he wants X-POS runs on.
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While using X-POS, user can easily switch to other store by clicking on X-POS log (or your store logo – top
left corner), then click on Store icon.
Once a store is chosen, X-POS will use specific data which is set for this store such as product data (name,
price,..), currency setup or customer data…
Create order
An order is created by adding a product in the main POS screen. Adding a product can be done either by
scanning a barcode or by typing in a search query using the search field. The X-POS can be configured to
use the attributes you wish to search (see Configuration section).
Add product by barcode scan
Place cursor in Name/Product id field and read the barcode figured on the product package, the scan will
display in the search field. The search will run automatically (standard configuration) and for products with
matching and unique PRODUCT ID the item will be added as an order line with quantity equal to 1.
Figure 4 Add Product to Order
If the product ID is found existing in current order, the system will increase the quantity by 1 and the Total
will be automatically recalculated. The search field will be cleared after product entry (it clears the search
field upon receiving a linebreak character), ready for the next scan/search.
Scanning a wrong barcode will display that no search results for barcode was available.
Figure 5 Search Field
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The field used for barcodes need to only contain unique values for being able to add products
on barcode scan.
Add product by search
By entering the product’s name or PRODUCT ID in the search box, you will be able to find the product that
matches completely with your search keyword.
If there is only one item that matches search query, it will be added to the current order instantly.
Figure 6 Auto search – auto add
The system will list results for keyword search.
Figure 7 Auto search - suggestion list
Clicking on the product on the suggestion list will add this product to the current order with default
quantity 1. Quantity can be added by scanning/searching for product again, or by editing quantity directly
in order view – see below.
Product types
Add Complex Products
X-POS supports the following complex products:
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Configurable
Grouped
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Bundled
Adding the above complex products works both in on- and offline mode.
Figure 8 Popup for Configurable Product
When a complex product is selected to add, the product will display a selection popup. Here you can
configure what type of the complex product you wish to add.
The complex product price will be calculated right away.
In case you wish to make a change to a complex product, you will have to remove and add
the complex product to access configuration popup. And it is currently a limitation that if you
wish to modify quantity of the same complex product, you will need to modify it manually.
Custom Options
The X-POS is also supporting using the Custom Options tab for a product. It will be similar to a complex
product display a popup box when you add a product with custom options included.
The SKU field from a Custom Option product is not similar to a default SKU from Magento,
and it will not be used in search or barcode scanning.
Edit order
In the X-POS interface, you can edit order information.
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Remove product
When hovering or selecting an item in the order list, a small cross appear in the left side. Click on the small
cross in the item info pane if you want to remove product from the current order.
Figure 9 Delete item line from Order
The product will be deleted from the current order with all the quantities.
Update quantity
The product quantity can be updated in two ways:
1. By adding more products through barcode scan or search (i.e. see section 2. Create product)
2. By clicking on product in Product listing view
3. By changing the number in the quantity field of each item row
Figure 10 Update Quantity
If quantity value changed, the system will automatically recalculate subtotal for product with new quantity
value. To update order total completely – you will have to go to checkout page – some promotions / taxes
will not be applied until selecting payment and shipping options.
Custom price
You can discount each product directly in order view, if the function “Change Item Price” is enabled in
backend.
1. Click into price field for the product which you wish to discount.
2. Enter amount that you wish to be the new price (e.g. “199.99”).
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Discount full order
The full order can be applied a discount directly from the order view window.
1. Click into the discount field
2. Enter the amount you wish to discount
The discount will be applied as a voucher code to take advantage of Magento’s existing promotions setup,
and give correct calculations in the full order flow.
Due to order discount using the voucher function, it is not possible to add another voucher to
an order that is already discounted.
Save order / Delay for later placing order
You can save the order for later handling when you have added items to your basket. Follow these steps to
save an order:
1. Add items to your basket
2. Click the Save Order button in the top of X-POS interface. A popup will appear.
3. Choose “OK”, the order will be saved as a pending order.
Figure 11 Order saved
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After saving an order, the X-POS UI will be ready for the next order creation. The saved order is now
viewable in the Order List.
To access saved order, either click the Save icon when no order is in progress, and see a list of all pending
orders created from the X-POS interface, or go to the Order list from left sidebar menu to select a pending
order.
Note that saved orders are created by using Magento’s function for storing an order with
status “Pending”. This gives the advantage that the orders also can be found in backend of
Magento for later processing, but it also necessitates that a payment method has been
chosen before you can save an order. Default Cash payment will be added to the order.
Cancel order
Click on the Cancel Order button if you want to delete an open order.
Figure 12 Cancel Order
A confirmation message will be displayed.
The order is removed from order list and will be cancelled in backend Magento and the X-POS UI will be
ready for a new order.
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Choose different customer types
While at checkout, you can select if the order should check-out with a guest account (default), an existing
account or you can create a new account. Customer accounts can for example be used for marketing
campaign, and it makes it possible to use the build-in promotion system for customer groups in Magento.
Besides default Guest Checkout there are 2 options to checkout with: Existing Customer or Create New
Customer.
Figure 13 Adding User
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Checkout as Guest is selected by default to save operation time. In case of checkout as guest, the
customer information will not be saved. No action is needed for Guest checkout. The guest
checkout uses the information entered in configuration for Guest account.
If checkout as Existing user, you can link current order to other orders from online shops or
multiple Point of sales and enrich the customer history. The existing customer can be searched
through customer ID (figured on a customer card) or email/telephone number.
If checkout as a New user, user will get an email to activate his new account created based on
email and phone number. You can furthermore set which customer group the new customer
should be added to.
Note that when creating an order, Magento need a customer attached to the order to
perform a checkout. Therefore you will need to fill out the Guest Account information in
configuration before using the X-POS.
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Order list
On click on Order List button, Order List screen will list 20 recent orders with a slider on right side. The list
display saved and already placed orders from both online store and X-POS.
Figure 14 Order List
The following actions can be taken:
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Search Order / Customer / Status
Quick Action
o Cancel
o Invoice
o Ship an Order
o Reload order
Open Order
o Reload
o Credit Memo / Refund
Refund
To process a refund in the X-POS, follow these steps:
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Open the Order list
Input Order ID / or search Completed orders
Open order (click order ID)
Click Credit Memo
Check amounts and Qty to refund
Submit Credit Memo
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Figure 15 Create Refund through X-POS interface
When the refund is created a Receipt will be printed displaying total of refund.
Open Saved Order
A saved order will go into the order list with status Pending. If you need to find the order, open the order
list, search for Pending orders, and Reload the saved order. The order will now open up in X-POS GUI.
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Checkout mode
When you are finished adding items to an order, you can click the top-right corner total button, and the
layout will switch into Checkout mode.
The Order list will be visible but grayed out, and the sales person can concentrate on the sales aspects. If
the sales person need to change the order items, they can switch back with the Total button or by clicking
on the grayed out order list.
Adding discount/coupon codes
After adding items to order and having clicked on “Total” you can apply a coupon/discount code in the
“Discount” tab. The discount will be recalculated instantly after clicking on Apply button.
Configuration of and creation of coupon codes / vouchers is done through the default Magento
functionality of Promotion functionality.
Figure 16 Add Voucher
Currently the X-POS only supports to have one voucher/discount for the order at a time.
Tip: Create common used discounts as a voucher, and store it as barcodes, and then use
barcode scanner for quickly adding discount.
Payment methods
Selecting payment method
Available payment methods (setup in configuration) are displayed in selection list when you enter
Checkout Mode.
From version 3.5, user can also select multiple payment methods for one order (split payment).
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Note that available payment method used for split payment will be set in System > Configurations > XPayment > Split Payment
If the customer pays by cash/check just put the amount in Cash in box, the Balance will be calculated
automatically to give you the value of change (if any).
Figure 17 Inputting Amount
Order will be completed as normal Magento order. The product stock will be updated in Magento system
similar to an online order.
Using magnetic card swiper function
For payment options Authorize.net, PayPal and Credit card (saved), there is swiper functionality installed.
Connect your PC a standard magnetic card reader, and you can now easily process credit cards.
The swiper function is listening when you select one of the above payment methods – in case you have to
retry, you can click on the text “Click here to swipe” to tell the system to listen for new data. The swiper
functionality reads the 1st and 2nd line of the magnetic stripe on the credit card, and distributes them to the
correct fields for the selected payment.
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Gift card
If you are using Enterprise it is possible to use default Magento Giftcards on an order placed through the XPOS.
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Create order
Go to Checkout
Select Discount tab
Input Gift card code in the field for gift card. Several gift cards can be used at the same order.
Place order
Figure 18 Gift card
Store Credit
For Enterprise users is also possible for customers to pay with Store Credit. It will display in checkout as a
option that can be selected. The feature follows default Magento Enterprise flow.
Print Invoices
The system will open a new browser window for printing a receipt. The browser will ask for your
confirmation before printing the invoice.
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Figure 19 Print menu
The invoice form is a simple layout, which in its header displays the name of customer, time and date, and
the payment method.
The body of the order lines are based on the standard Magento setup for invoice.
Till handling
Tills can be administered in Magento configuration. Here you can edit existing tills and create new ones.
Go to Sales > POS > Manage Tills
The till is meant as the physical unit of a POS with a cash drawer and PC.
When tills are activated in X-POS configuration the client can select the till to log into – the till will be
remembered in a cookie, and if you need to change the till for the computer you entered it in, you will have
to flush the browser cache.
The till will appear in the POS report and each till has its own Cash Drawer money transfer report to keep
of cash flow.
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Figure 20 Manage till in Magento Admin
Create part of Order – Invoice and Shipping
Default the X-POS is configured to take all three steps of creating an order:
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1. Create Order – order status: Pending
2. Create Invoice – order status: Processing
3. Create Shipment – order status: Complete
But you can make it possible for the POS user to decide in the checkout if an order should for example only
be created and invoiced. If you enable this feature, the order menu will be populated with the options.
Figure19 Part Shipping / Invoice
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If doing telephone sales, it is possible to set Invoice and Shipping not to be done on checkout
– and the payment will not be taken until updated later in Magento backend.
Confirmation message
When you have checked out an order successfully a confirmation message with Order ID will display in
POS interface. The message will disappear automatically after 3 seconds, but can also be manually
removed right away by clicking the black cross in left hand side.
Figure 21 Info message
Update Magento stock
In the backend, after completing checkout of order and issuing the invoice, the order will be considered as
completed. The stock of ordered products will be deducted similar to normal Magento order flow.
Note that compared to a normal flow for an online Magento order, then the X-POS takes
care of creating order, checking payment, and sending invoice in one step (depending on
configuration).
Reprint Invoice
You can through the order list also reprint an invoice for an order.
1. Go to Order list
2. Find order
3. Select “Print Invoice”
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Cash Drawer functionality
From version 3.5, you can access the Cash Drawer report and tool by clicking on your store logo (X-POS
logo by default ) > select Cash Drawer icon from Side menu or click on Grand Total button > click on Cash
Drawer.
It gives access to an overview of all cash transactions and is intended to be used for keeping track of the
amount of cash you are storing in your cash drawer. All transactions that are paid by cash and all manual
cash changes done by sales clerk will be stored in the report.
The report is by default sorted with the latest reports first. It is possible to filter and sort the list for user,
amount, and date/time.
Figure 22 Cash Drawer - Transfer money function
Note that currently the reports does not contain amounts returned in Refunds.
Make manual cash transaction
1. Click on the icon “Cash Transfer” to see list of transfers and current balance
2. Input amount and select if transaction is taking money IN or OUT of cash drawer
3. Add note for transaction if needed
4. Select [Transfer]
>>Transfer line will be added to list (Error will be displayed if OUT amount is higher than Current
balance)
The ‘Current Balance’ count is intended to be used for setting the beginning balance, and for making the
end-of-day balancing of the cash drawer by the POS user.
The list displays the latest 20 cash transactions and can be filtered for each column.
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Opening cash drawer functionality
The button for money transfer can be configured in settings to open a cash drawer through a receipt
printer (standard receipt printer and cash drawer setup). The feature is working by printing a receipt line.
Since the function works by printing a receipt line it is advised to adjust your browser to automatically skip
the print dialogue box. This can for example in Firefox be done by using Silent printing (see Configuring
Your POS system).
Note that this functionality will not work if your cash drawer is directly connected to the
computer, and also note that most receipt printers/cash drawer combinations will support
this. Please check with your equipment supplier if this is supported.
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Reporting
The X-POS gives access to different types of reports for the user – the reports can be accessed through the
left menu.
While in POS there is the previously mentioned Money Transfer Report, that displays all cash
transactions, this report is available only through the X-POS UI, and is accessed when selecting the Cash
Drawer button. Furthermore, the sales person can access a Quick report which gives an immediate status
of daily sales (also called an X report), and there is an Till report which sums the different payment
methods and also reset the amount for the day (also called a Z or an End-of-day report). Finally, it is
possible to get an overview of all orders created in the X-POS through the Order report in the Magento
backend , which can be filtered to view by dates, payment methods or cashiers, up to your demand.
Figure 23 Report list menu
Quick report (X-report)
The quick report is meant to give the sales person an easy way to see what he/she has sold in the ongoing
sales session. Creating the report does not modify or alter any information, but it lets you print a quick
view of sales status for each payment method.
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Figure 24 Quick Report - display view of amounts per payment method
Till report (Z-report)
The till or end of day report is intended to support in counting the register/till at the end of the day. The till
gives access to the following actions:




Perform End-of-Day counting of any received transaction
Count cash per denominations
Print report
Close till – which will reset amounts for both X and Z report.
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Figure 25 End of Day – or – Close Till report – displaying sales per payment method
The popup window for Close Till display sales per payment methods. It will list:




Cash (X-POS Cash)
Checks (Check and Money Order)
Credit Card (X-POS CC, Credit Card (Saved))
Other payments (Any other enabled payment methods)
The user can click into the field for each payment method in Manual column to enter amounts when
making the end-of-day count. For payment methods Cash, you can click into “Count” button and make a
count per denomination (you can set the denomination to use in configuration).
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Figure 26 Count coins and notes quickly through the “Count Cash” screen following your list of denominations.
Finally, you can set how much change will be left in cash drawer (if using a default amount, you can set it in
configuration), and you can select to “Close Till”.
When closing the till the report is printed, and the main amounts from the report will be saved, and is now
accessible through full report in Magento backend, or as a quick overview in X-POS UI report list.
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Figure 27 Overview of all closed reports in X-POS UI.
X-POS Reports Magento backend
Through Magento backend two POS specific reports are available through the Reports menu. The reports
are default only created with X-POS orders, and can display grouped by relevant settings.
The reports are accessed from the top menu in Magento backend:
Figure 28 Go to POS report
End of day report
The end of day report display the data from all previously created till or end-of-day reports made in X-POS
interface. You can view or export the data.
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Full Order report
The full order reports makes it possible to take out exactly the information you need for your store. The
information can exported for further analysis, or different groupings can be made directly in the report
interface:
1.
2.
3.
4.
5.
Set Period (intervals for how the report will be displayed)
Set From and To (the stretch of time the report will be taken from)
Select Order Status
Set if only for specific Till
Set Type of report
a. Order – no groupings, the orders are displayed one by one
b. Payment method – the report will display per payment method
c. Till – the report will display per cash drawer or till
d. Cashier – the report will group per sales person
Figure 29 Full order report created per payment method
Note, that it is possible to go directly from X-POS to view the reports via the sidebar menu in
X-POS UI.
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Offline Functionality
Loading data
From version 3.5, if “Cache of Product” setting is enabled, the first time you start the POS a backup is
made of customers and all products from your Magento store. The backup is stored locally on your PC in a
Web storage. Renewing this backup is based on a Cron Job which can be set in X-POS Settings page.
A small notification on loaded products is displayed in footer. The icon for online/offline will change
depending on your connectivity, and the number of products will display how many products are loaded,
how many in all, and how many products are stored from earlier load.
The information stored is name, price, and selected attributes.
Figure 30 Viewing Update of products in Footer
Switch to Offline mode
Note, this function will run well in case “General > Offline Mode > Create Order Offline” and
“Data Filter and Searching > Cache of Product” settings are both enabled in X-POS Setting
page and all products are saved to your local computer.
If “Cache of Product” is not enabled, you can only create offline order for product data which
are saved before in searching online
A continuous check is running to see if your POS station has a connection to the internet. In case you lose
your connection, the POS system switches to offline mode. The POS will now use the data it has stored
locally to make the transactions. This feature makes you able to still handle your sales even without
internet. Instead of using the online database from Magento the X-POS switches to using a local stored
database of all products, prices, customer data and payment methods.
When in offline mode, the little ‘Link’ icon will change to a broken link.
Figure 31 Offline mode
The loaded data does not copy promotion price rules (shopping cart and catalog discounts) therefore these
discounts are disabled in offline mode. The usage of Saved Orders are also disabled in Offline mode, and
previously saved orders will not be accessible until your system goes back Online.
While in offline mode the X-POS stores all the orders that have been made, and when connectivity has
been regained the orders will appear in Advanced menu as “Pending orders”, that by clicking on the text
can be sent. Any errors or mismatches will be notified for further handling.
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Setup the Magento Backend
Payment Methods
In version 3.5, besides supported Payment Methods from default Magento, we have provided 5 Payment
Methods (and 1 Shipping Method) which are only used for X-POS, all of them will be installed from XPayment Module.
As well as setting up Payment Methods of Magento, these Payment Methods provided by X-POS can also
be enabled/disabled and set with other display name in Admin Dashboard > System > Configuration >
SmartOSC > X-Payment Module
Note that if you configure your Magento installation to run with different Websites, then it is possible to
set payment methods appear differently in online store and in X-POS user interface (see below chapter on
Use website / store view).
Default payment methods
Once opening X-POS, it will display default Payment Method which is set in settings. Both payment
methods does not require any interaction, and are therefore so-called dummy payment methods. Order
created with cash payment method will be tracked in the Cash Drawer – Money Transfer list, and both
types of payment will be noted in the POS report. The credit card method is intended for use with external
CC terminals.
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Online Credit card - Payment Gateways
In terms of Payment Gateways the X-POS is integrated with the most popular ones in Magento backend,
and out-of-the-box it supports the following payment methods with Swipe fill-in:



Authorize.net
PayPal Pro Flow
Cybersource
Other payment methods might work, but it is not guaranteed, and the swiper option will
most likely not work without customization for other payment methods.
Credit Card Present
The X-POS supports the Credit Card present payment gateway for Authorize.net. This method
necessitates that you have a CP payment gateway account at Authorize.net. The CP payment method is
enabled in configuration of the Authorize.net Payment Method.
Shipping methods
Similar to Payment Method, the default Shipping Method in X-POS can be set in X-POS Setting page >
Order Processing > Default Shipping Method.
It is necessary to have a shipping method to create a Magento order.
In case you create orders with a fixed cost, a shipping fee can be set for the shipping method in the
configuration for Shipping methods > X-POS Pickup.
User Permissions
The X-POS uses the User and Roles system from default Magento. The X-POS is accessed by logging into
the backend, and an X-POS user will therefore always also be a Magento backend user. This gives benefits
in terms of letting the sales person access reports, customers, and normal Magento order handling.
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The permissions can be set to precisely fit with the workflow you have, and the sales person can of course
also be limited to only do Point-of-sales. The minimum permissions are access to SmartOSC X-POS and
the actions for handling Orders. Following are the steps to set this:
1.
2.
3.
4.
5.
6.
7.
Go to System > Permissions > Roles
Select existing role or create new
Edit Role Resources under Sales to only contain SmartOSC X-POS and Orders (see screen shot)
Save Role
Go to System Permissions > Users
Select or create users, and set their User Role to the role you have created / modified
Save User
Figure 32 Set Permissions for Users
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Manage Cashier
The cashier (or checkout operator) is intended as the person who handles the point-of-sale function. The
cashier is in X-POS created on top of a Magento User profile, this means that a Magento user can have
multiple Cashiers assigned, but one cashier can only be assigned to one type of User.
The cashier are created in Magento Backend, and if activated in configuration, the X-POS will prompt for
username before login to X-POS.
1. Go to Sales > POS > Manage Cashiers to view cashier list
2. Select or create new cashier and fill out username, password etc and create new cashier.
The cashier needs to be set as Active before he will appear in login menu. Furthermore, the cashier
can be set as an Admin (use the tickbox); the admin will have permissions to give discounts,
change item price, and do refunds.
3. Before redirect to X-POS screen, you have to login by cashier account
Or skip this step if “Enabled cashier” is set to “No” in X-POS configuration
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Note that you need to create all the cashiers you need for a shop/outlet under the same
Magento User to be able to login with them during the same X-POS session. In case you have
cashiers from different Magento Users, you will need to logout of Magento backend again
before you can login with the new Cashier.
Setup Categories to view in X-POS
For the default browse mode when entering the X-POS GUI, you can set which categories should be
possible view and see products from through the product browse window.
You enable categories to display in X-POS in the following way:
1. Go to Catalog > Manage categories
2. Choose one category
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3. Choose the tab ‘XPOS’
4. Set “Enable the X-POS” to value “Yes”, additional you can set a display name and if the category
should be default showing when you enter the X-POS GUI
5. Save Category
The category will now display in X-POS GUI.
Figure 33 Setup Category for X-POS display
Use website / store view
Running the X-POS on top of your existing website gives several benefits in terms of inventory handling.
But there might also be cases where you would like your online store and the POS solution to be different.
It would for example be in terms of shipping and payment methods, or in products displayed, or to have a
simple way to differ between orders made in X-POS and orders made in webshop. For this purpose you can
use the build-in Magento functionality of creating a new Website with its own Store View.
Note that from version 3.5, X-POS can run in multiple websites (and its storeviews) so you can setup
multiple websites/storeviews for X-POS only.
Create a new website for X-POS
1. Go to Admin > System > Manage Stores
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2. Create new Website
Figure 34 Create Website
3. Create a Store and Store View for new Website
Change the default website which is used for X-POS interface in configuration page:
1. Go to System > Configuration
2. Select 'X-POS' under ‘SmartOSC’
3. Under General set Default Store' select the store view previously created under the new website.
4. Save Config
Note that this is just default storeview for X-POS in setting, user would see a Selection Store pop-up
to change to another one when opening the X-POS interface.
Set differing Payment and Shipping methods between X-POS and online store
The storeview under this Website, can now be configured to have payment and shipping options that
differ from your online website. This is done following standard Magento setup in the configuration page.
For example for disabling specific Payment method in a website:
1. Go to Admin > System > Configuration
2. 2. In top left corner select 'Current Configuration Scope' select the website you want to change (in
our example XPOS)
Figure 35 Select Website
3. Select in left-side menu Sales > Payment Methods for Payment Methods in default Magento and
SmartOSC > X-Payment for Payment Methods provided by X-POS.
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4. Select any payment method, and under Enabled un-tick the 'Use Default' option. Change value to
'No’
5. Save Config
The Payment option will now not display in X-POS interface.
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Figure 36 Set Website used in X-POS
Differing view of Products between X-POS and online store
It is also possible to add / remove products or product groups to they only display in a specific storeview.
Please follow your Magento Userguide for further customization to website / storeview.
Different prices between X-POS and online store
When you are running the X-POS with different websites than your online store, it is also possible to set
different prices for the items. The steps for doing this are as follows:
Make sure the scope is changed from Global to Website in configuration
1. Admin > System > Configuration > Catalog
2. Select Price pane (NB: Configuration scope needs to be Default Config)
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3. Set Catalog Price Scope to 'Website'
4. Save
Now each Website can have different Catalog prices.
Figure 37 Select X-POS website for Products
Change price on specific product:
1. Go to Catalog > Manage Products
2. Choose Store view - set the website you want to change price for
Figure 387 Select X-POS website for Products
3. Select product (NB: You will need to make sure that your product is already existing in the website)
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4. Go to Prices
5. Un-tick box [Website] Use default value
6. Change value for field Price and select ‘Save’
Figure 28 Select X-POS website for Products
Price will now display different in selected website
Create customer group to discount a product or set tax class
1. Go to Customers >> Customer Groups to Add new customer group
2. Click on [Add new Customer Group] button at the top right page
Figure 399 Select X-POS website for Products
3. Go to Catalog >> Manage Products
4. Choose product to set discount for customer type
5. Choose Prices tab at the left menu after that click on [Add Group Price] button
Figure 30 Select X-POS website for Products
6. Set group price
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Figure 31 Select X-POS website for Products
Tax setup
The tax for an order is calculated based on customer billing or shipping address. Since the X-POS does not
always have a specific address (compared to Magento frontend checkout), then it is necessary to configure
Magento to have default shipping and tax addresses. There are three places to configure, each covering
different parts of the tax calculation:
Guest Customer in X-POS configuration
The address of Guest Customer is used for invoice, for maintaining the correct tax when searching
products. The Guest Customer can be set via Default Customer ID if “Allow Guest Checkout” is “Yes” by:

Go to X-POS configuration under Order Processing tab > Default Customer in X-POS
After setup Guest Customer products. The Guest Customer can be set via Default Customer ID if “Allow
Guest Checkout” is “Yes” by:
Tax Destination calculation
In case “Allow Guest Checkout” is “No”, the Tax - Default Tax Destination Calculation sets the location that
will be used to determine the default tax rate for calculating tax. It is configured here:

System > Configuration > Sales > Tax
Note that this should be activated for having a tax value to display as soon as you add product. If no value
are given here, the region from Guest user will be used when accessing Checkout. It will be necessary to
reload info into POS after changing this setting.
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Shipping setting address
It can be fixed by adding country, state and zip code to configuration: System > SALES > Shipping Settings
Customer tax
The tax can be set differently for different tax groups following default Magento. The X-POS will follow the
rules from Magento backend. The tax setup is very flexible in Magento, and we refer to Magento online
documentation for configuration hereof.
Note if you change to a customer which belongs to another tax rule, the tax will not update
until you click the Total (switch Mode) button.
Avoid dialogue boxes when printing – Silent printing
Chrome
In Chrome you can setup an instance of chrome running with kiosk-printing that suppresses dialog boxes.
Create a short cut to your Magento backend, and go in and modify the shortcut for destination with
additional parameters “--kiosk” and “--kiosk-printing”:
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Figure 32 Select X-POS website for Products
Destination is set to:
\Path-to-Apps\Google\Chrome\Application\chrome.exe --kiosk --kiosk-printing
http://xpos.x.smartosc.com/index.php/admin
The kiosk mode sets the short-cut to open Chrome in a fullscreen mode where the user cannot access any
menus (but Chrome can still be closed by ESC of ALT+F4, or switch to other program by SHIFT + TAB).
And the kiosk-printing suppresses all print dialogs and forces print to default printer.
Firefox silent-printing
To enable silent printing in Firefox, the following method is the fastest way to configure it:
1.
2.
3.
4.
In the address bar type about:config
Right-click anywhere and select a "New –> Boolean"
Write as parameter: print.always_print_silent
Set value to “True” by clicking enter when value is selected
This will make Firefox print to default printer without any dialog boxes to click.
For disabling again, go back and set the parameter to “False”.
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Optimize speed of running X-POS
The speed of the X-POS can be improved in several ways. The X-POS is for several functions (stock count,
checkout, promotions) running on top of the Magento site, and is therefore relying on a fast web
installation, especially in regard to database calls.
Browser type
Furthermore, the X-POS has several JavaScript functions, which makes it important to run it in a browser
that handles JS well – Chrome is so far the recommended browser, but the latest version of Firefox
performs almost with the same speed.
Magento Configuration
We suggest to create a Website / Storeview with only the products you need in the POS interface (see
Different Product catalog in X-POS) this will prevent the X-POS from having to filter all products in the full
product catalogue.
Server and DB setup
Select a hosting provider that are configured for running Magento sites. We suggest you check the reviews
and get feedback from other Magento owners on the best hosting services for your business location. We
advice against running it on a shared hosting, and you also abstain from simultaneously running other web
intensive applications on the server, and also the terminal that handles the X-POS.
In regard to Database setup the X-POS is tested with MySQL and MariaDB, without any noticeable
difference in speed on default configuration.
Caching
APC caching
Several customer have reported speed increases with APC (Alternative PHP cache), which can be set to
affect the backend performance.
Memcache
We recommend Memcache above default Magento cache due to speed gains in backend checkout.
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Developer notes - Customization
The X-POS is, besides a few encrypted files to handle license, fully open source and you can without
breaking any copyrights make the modifications you wish to the extension.
We here list a few places that can be handy to know for quick customizations:
Invoice / Receipt template setup
Changes to the invoice/receipt is only possible directly in the code. There are two places to edit – one for
online receipts and one place for receipts created in offline mode:
Online mode:
Content:

app\design\adminhtml\default\default\template\sm\xpos\receipt\invoice.phtml
CSS files:

\skin\adminhtml\default\default\sm\xpos
o receipt (is the 40 mm reciept)
o 58mm
o 80mm
o print - is the A4 receipt
Offline mode:
Note, in offline mode, there is only one file for creating the receipt:

js\sm\xpos\xposreceipt.js
Translation files
The X-POS is using default Magento translation files. There are several files involved, since the extension
touches upon many functions from Magento. The main files are the following:
Location in \app\locale\CHOSEN_LANGUAGE\



Mage_Sales.csv
Mage_Checkout.csv
Mage_Adminhtml.csv
Some string that does not appear in these files, might have to be added manually, and a few strings are
also POS specific, and will not be picked up from these files.
For example, a few buttons are named directly in code:

\app\design\adminhtml\default\default\template\sm\xpos\sales\order\create\data.phtml
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Quick disabling extension for testing
If you need to disable the extension completely, the quickest way is the following:
1. Open file: \app\etc\modules\SM_XPOS.xml
2. Set active to value "False"
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Navigation
Touch screen
Default all buttons and links are created in sizes that makes them useful for touch screen, but still appear
reasonable when using mouse or other selection device.
In configuration you can set a specific color for selectable text. The color will be applied to all the text areas
that functions as buttons or have some kind of interaction.
Keyboard shortcuts
Keyboard shortcuts has been enabled by default in Settings. The shortcuts are accessible when the user is
not standing in the Search field. The shortcuts are consisting of just one character each for quick
interaction:
Switch between browse and checkout mode
Open Cash Drawer
Cancel Order
Open Order list
Logout / Change user
Select Payment block
Select Shipping block
Select Discount block
Checkout
If standing in the search field, you can leave the search field by pressing tab once, and you
will then be able to use keyboard shortcuts.
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System Configuration
The configuration page of X-POS extension can be accessed through the normal configuration of Magento
System > Configuration, and by selecting menu point X-POS under Sales pane in left menu.
The page can also be accessed by going to Sales > POS > Settings.
From version 3.5, it has been re-designed to have more friendly and convenient User Interface.
General Pane
The general pane has all the settings that are considered the main functionalities of the X-POS.
License key
Input the license key you have been given when purchasing the X-POS extension. Note that the
license is locked to the domain and IP you initially use it on for the first time.
In case you need to change domain name or have any troubles using the key, the license key can
be reissued by contacting [email protected]
Default Store
Select the default store view for the orders in X-POS. If you wish the X-POS to pick up only a
selection of products, these products should be assigned to a specific store. Using a different store
for X-POS also makes it possible to differ between orders made in frontend, and orders made as
POS sales.
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From version 3.5, X-POS now can work with multiple Storeviews at the same time, once user open
X-POS UI, there will be an Store Selection Pop-up displayed to ask user choosing store.
Last check update and Last change by
These fields will display the information of last save in X-POS Setting Page.
Create Order Offline
If Create Order Offline is enabled then the X-POS will check network connection, continuously
update browser database, and shift to saving order info in case system is offline. The feature can
affect performance in case of large product catalog.
Default value: Enabled
Network check interval
How often the system checks for internet connectivity.
Enable Multi Warehouses
If you have acquired the X-Multi-Warehouse extension you will be able to run each POS with
multiple location functionality. This allows you to run with one Magento installation
simultaneously from many locations.
When activated, you can switch between warehouses in the X-POS interface, or set the
permissions for users to only be able to access the inventory from specific warehouse(s).
For further information read about our X-Multi-Warehouse Extension.
Enable Till
Activate Till function. If activated you can create tills in Magento Admin, and the tills will be used
for separating Cash Report to each till, and displaying names in POS report.
Enabled Cashier
Cashier is the user entity in X-POS. They are based on User permissions of Magento users. If
enabled, the possibility of activating Automatic logout becomes accessible.
Data Filter and Searching
The configurations grouped under “Data Filter and Searching” are all related to how products and
customers are saved to local computer as well as filtered for search, and what information / attributes can
be searched for the products.
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Cache of Product
"Cache of product" - once enabled - allows user to search from the data stored in browser. Please
note that search may go faster, but X-POS performance when loading product catalog into
browser may be affected.
If “Cache of Product” is disabled, no product data will be downloaded to X-POS, then it will work
fully online which means product will be searched directly from Magento database. No data
downloaded is required which also helps X-POS work with large amount of product.
Note that it’s required to enable this setting if user wants to create order offline.
Default value: Enabled
Product per request
This setting will be available if “Cache of Product” is enabled, select here how many products are
updated per request. This can be changed in case the system timeouts while updating products, in
such a case you should try to change this value to a lower number of products.
Default value: 50
Cache of Customer
Similar to “Cache of Product”, “Cache of Customer” is enabled to make customer data stored in
browser and used by X-POS to make searching. Searches of customer will also go faster since XPOS will use local customer data to add to order.
And if this setting is disabled, no data of customer is downloaded to your local computer, X-POS
will search customer online and network connection is required.
Default value: Enabled
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Customer per request
If “Cache of Customer” is enabled, this setting will be available. It’s used to set how many
customers are imported per request when opening X-POS. This will normally not be necessary to
change.
Default value: 50
Only enabled Products
If this setting is set to “Yes”, X-POS will only search (and download if “Cache of Product” is
enabled) products which have status as “Enable” in your Magento and vice versa…
Search Product Type
Select the product types that will be included in products displayed in X-POS. If you for example
only wish to search in Simple products, only select “Simple products”..
Default value: All selected
Fields Used for Searching
Select the attribute fields that will be included in your search. There is no limit to the number of
fields you can include, but the fewer fields that you select, the faster the search will go.
Default value: Attributes: ID, Barcode and Name
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“In Stock” Products Only
Set whether filter allows out of stock products. Default value: No
Visibility
Set whether filter should look at the value for Visibility set for the products.
Default value: All Selected
Lucky Search
When you type into the search field, the search can automatically add an item if there is only one
item that match the search term entered. This function can be disabled if this disturbs normal
procedures.
Default value: Enabled
Number of products displayed
This is the maximum number of products can be shown in searching or browsing.
Display additional attributes of product when mouse hovers
Selected attributes in this setting will be shown when user hovers mouse over product in right
pane of X-POS.
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Order Processing
This tab contains all settings which are related to processing order in X-POS.
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Allow Guest Checkout
Set to “Yes” to allow creating order for non-register customer (in your Magento)
Default value: No
Default Customer ID
If “Allow Guest Checkout” is “Yes”, this setting will be available for choosing a Customer ID from
your database to use as Guest Customer
Change Item Price
When activating Change Item Price the price for each item added to basket becomes changeable.
In X-POS screen, you can click into price field and edit price.
Default value: Enabled
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Create Invoice / Shipment Default
Select whether Invoice / Shipments are created as default for X-POS orders.
Default Payment / Shipping Method
The chosen Payment and Shipping Method in these settings will be pre-selected when user
processes to Checkout page in X-POS screen.
Use only Default Shipping Method
If you only use one Shipping Method in X-POS, you can go to System > Configuration > Shipping
Methods, disable the unnecessary others and set “Use only Default Shipping Method” to “Yes”.
This action will help to speed up X-POS much.
Confirm on Checkout
Option to have a message prompt appear to after checkout buttons is selected: The prompt will let
the sales person choose if they wish to print receipt, send email receipt, and if activated, if invoice
and shipping should be done in Magento..
Print on Opening Cash Transfer
The Money Transfer button can be configured to send a print command line to attached receipt
printer for opening Cash Drawer. This functionality is not supported by all receipt printers or cash
drawers, so make sure to check if this is the case before acquiring peripheral devices
Receipt
The receipt section is for configuration of both print and email receipt. The receipt makes use of templates
provided by Magento, which makes them customizable.
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Font
From version 3.5, we provide two types of font in receipt: “monospace” and “sans-serif”. Based on
the purpose of your receipt, you can choose the corresponding font
Logo Image and Logo Literal
Here you can import your logo into receipt of customer’s order. If there is no logo image, Logo
Literal will be used for alternative.
Day Format
This setting allows user to set which format of date, time will be used in receipt.
Slogan and Footer Message
Slogan message will be inserted on the top of the receipt while footer message will be used at
bottom.
Additional information to display in order sum-up
Here user can select more information to display on receipt.
Information Separator
Indicate the type of separator (none, line, dashed) to separate information zones in receipt.
Alignment: Logo, Store Information, Shipping and Payment Methods
Allow user to setup position of these information on receipt. There are three positions provided:
left, center, right.
Email Receipt
The block of settings in this section allows user configure how X-POS sends order email to customer. Once
it’s enabled, there will be several settings related to order email appears as in screen shot below.
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Under email templates you can configure if it should also be possible to send receipt as email, and
set which templates are send and used for confirmation email to customer and others.
The settings “Default Enable Email Receipt”, set if the email should default try to send an email
when making a checkout. Note, that this should can give issues in case you do not have any email
address for the customers.
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Reports
The report section gives you access to change permissions of who can view and create different types of
reports, and also configure denominations for the Till or Z-report.
Denomination
You can here select a preset denomination for the cash count function for a few popular
currencies. In case you currency is not supported, or you wish to display with fewer or more
counting options, you can select Custom, and create a custom denomination.
Default value: USD (United States Dollars)
Custom Denomination
The custom denomination is set up with a comma separated list for each currency of the structure:
“Name: Unit, Name: Unit, Name: Unit”, etc.
Default transfer money
When you create an End of day report (Z-report) the
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X-POS layout
The X-POS layout have some quick settings for changing the color scheme and logo used in the
user interface. The “Logo” is the logo in the X-POS GUi, and the “Logo in receipt” is the logo used
for when printing in top of receipt.
There are three colour settings, the Banner setting changes the main color in the interface, while
the Text will be used for links, sidebar icons and other places where attention is needed. Finally,
the color of all text displayed on top of the Banner color can be set to either Light or Dark.
For further customization of the layout, you will need to modify the CSS files of the X-POS.\
Cron job update Product Data Schedule
From version 3.5, we have changed the way X-POS creates saved product, customer data from Magento
site. This block of settings will help user control cron job to generate cache of X-POS and clear old caches
as well.
Once it’s enabled, a cron job will be run at a specific time to retrieve data from Magento database, save
them in cache which is stored in your server. Then when user opens X-POS on his computer, current data
will be updated by the new one from this cache.
By using this solution, the most time-consuming step - retrieving data from database - has been
performed (by cron job) before user opens X-POS then it will speed up loading product data when opening
X-POS.
Therefore, it’s recommended to setup this cron job, which means cashiers can start selling without much
waiting (at the beginning of their shift.), after installing X-POS successfully.
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Store(s) used for load
This setting will list all stores in your site. Selected stores will be used for generating cache for data
in this store.
Start Time (Server Time)
It’s the specific server time to run this cron job. It’s recommended to set this time to low-traffic
time of your website.
Frequency
How often the system will run this cron job.
Max Execution Time
It’s the maximum time of processing cron job on your server.
X-Payment Setup
X-Payment is a new module from X-POS version 3.4, it contains all payment methods and shipping
method provided (and used only) by X-POS.
In order to configure these payment methods, user can go to System > Configurations > SmartOSC > XPayment tab.
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Almost payment methods in X-Payment have the same setup as normal payment method provided by
Magento except Split Payment.
The Split Payment is a feature available from version 3.5, in this tab, user can select payment methods in
“Payment Allow to Split” setting to use in X-POS Checkout page.
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Known issues / FAQ
Cannot see products in X-POS
If you cannot see products, prices are incorrect, or other similar issues, always make sure you have tried
flushing the Magento cache.
For example it will be necessary to flush after updating Storeview, Taxes, Search features etc.
Features not supported
Online mode




Gift card products – for selling
Multiple Shipping
Fixed Product Tax
Credit Card Payment Gateways different from Paypal Pro Flow, Cybersource and Authorize.net
might work out-of-the-box, but will most likely need customization
Offline mode (besides above)



Promotions
Customer Tax rates
Quantity / stock check
I get a blank page when I start the X-POS
Refresh the browser window. It could be related to your browser loading the database of your system the
very first time. Also recheck that your license key is correctly entered. Finally, this can occur in case of
issues with other extensions that overwrite the JS files from X-POS.
I cannot see my invoice
Before using the X-POS, you should set your browser to accept pop-ups. If not, the 1st invoice pop-up
cannot be shown and printed.
No Shipping option available
If you see this message when you try to Checkout:
‘Sorry, no quotes are available for this order at this time or shipping address not found’
This message will display if no shipping is associated with selected product. For example if you have
selected a configurable product but have not configured it yet.
Error with “bill_zip” missing or not correct when using Guest checkout
Some CC payment methods are checking billing information for Zip and State for all orders. Since the XPOS does not send any billing information when doing a guest checkout, you need to have your Magento
site configured correctly.
It can be fixed by adding country, state and zip code to configuration: System > SALES > Shipping Settings
12Ath Floor, Ladeco Building, 266 Doi Can, Ba Dinh, Hanoi, Vietnam. +84 43-5149-883, [email protected]
BL_CustomGrid – conflict
There is an incompatibility with a particular grid customization call in the X-POS interface, leading to an
error: Invalid method Mage_Adminhtml_Block_Sales_Order_Create_Search_Grid::blcg_setGridModel
To remove issue you should configure BL_CustomGrid with an exception for above grid:
1. Go to System > Configuration > Custom Grids
2. Create Global Exclusion for adminhtml/sales_order_create_search_grid
3. Save, and the issue should disappear.
Calculations does not display correct in X-POS GUI
This issue can be caused by an activated session ID. It can be circumvented either by disabling cache for
Layout and HTML block, or by disabling Session ID:
1. Go to Magento Admin -> System -> Configuration -> General/Web
2. Go to Sesion Validation Settings
3. Set “Use SID on Frontend” to value “No”
When Warehouse is activated the layout is not displaying correct
If this happens, please try to refresh your browser window. It could be due to CSS file not being loaded
correctly.
12Ath Floor, Ladeco Building, 266 Doi Can, Ba Dinh, Hanoi, Vietnam. +84 43-5149-883, [email protected]
Road map
The following features are issues are currently researching and intending to implement. The next major
release will be in beginning of Q1 2015:


Part Payment
Split-payment
Note that changes in priorities and incoming customer requests may alter the roadmap, and
we therefore advise you not to make business decisions based on the planned features.
12Ath Floor, Ladeco Building, 266 Doi Can, Ba Dinh, Hanoi, Vietnam. +84 43-5149-883, [email protected]
Further information
If you have any other question, feel free to contact us at [email protected], or visit our web site
xpos.smartosc.com for information on our other extensions and services.
You can create tickets through our ticket system here: support.smartosc.com.
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