1) Getting Started (F & B)

This article will provide a brief understanding of how the POS system looks like and all the
functions we can offer. Learn the basics before moving on to setup your own POS.

1. This POS has 5 main tabs: Master Data, Sales, Inventory, Listing, and Marketing. Under
each tab will be the applications available for those categories. Read More


On a Web Browser (i.e Google Chrome) search, https://webapp.xilnex.com/ (Webapp Portal).
Use the registered Xilnex username to log on to the Webapp Portal.
You will be greeted by the screen below:Read More


Follow these steps to launch your application and get started using the system.
Logging into Xilnex
1. Open the Xilnex application on your desktop.
2. Enter your login credentials when prompted. Your login details could be an email
address (e.g. xxx@gmail.com), or a telephone number (e.g. 012-3456789).Read More


Setup your outlets/warehouses to properly sync your stock with Xilnex POS. Follow this
article to setup your outlets as you log into Xilnex.
An outlet indicates a store location. If you do have multiple stores in different locations, you
must set up an outlet for each one. You can easily keep track of how each of your stores are
performing from a single dashboard on http://webapp.xilnex.com/. Read More


Xilnex POS can be accessed via the sales tab on the main page. Follow these steps to launch your POS and get started on processing your sales.

Launching your POS register

1. Once the Xilnex application is running, navigate to the Sales tab and click on the Point of Sale icon. Read More


Setup your individual staff accounts in order to allow them to log into the program and begin processing sales. After following these steps, your staff will have individual login accounts with user permissions according to their role in your business.

This post is divided into 5 parts:
Creating User Accounts for Staff
Creating a User Group
Managing User Permissions
Resetting Passwords for Staff
Creating User Accounts for Staff

Create individual accounts for your sales in order to track your staff’s individual performance in your store.

1. Open the Xilnex Menu and select User Management.Read More


Learn how to add an item to be sold on Xilnex. Follow these steps to manually add a new item, create a new item from an existing item, or import your items in bulk through a CSV (comma separated values) file.

This article describes how to create regular products. For other product types, refer to the following additional articles:

Serialized Products
Product Matrix
Weighted Products

Products can be created in the following ways:

a. Individually
b. Creating New Items from Existing Items
c. Adding Items in Bulk via CSV file
4. Editing Items in Bulk via CSV fileRead More


Xilnex POS supports multiple barcodes for each of your items. Learn how to add multiple barcodes in this article, whether individually or in bulk.

If you wish to randomly generate barcodes for your items, please refer to the “Barcode and Item Code Generation” article.

Barcodes can be added in the following ways:
a. Individually
b. Adding/Editing Barcodes in Bulk

Individually

1. Navigate to the Item List icon under the Master Data tab.Read More


You may store up to 7 different types of pricing for one item with Xilnex. Multilevel pricing allows you to offer various prices to accommodate different customer group needs. Follow the steps in this guide to add multilevel pricing to your items individually, or in bulk (whether via CSV file or Price Modifier).

Prices can be added in the following ways:
Individually
In Bulk via Price Modifier
In Bulk via Price Modifier for Different Outlets
In Bulk via CSV file

Individually

1. Navigate to the Item List icon under the Master Data tab.Read More


Product categories are created in order to easily keep track of a group of items. Follow these steps to create a new product category, whether individually or in bulk.

A new product category can be added in the following ways:
Individually
Adding/Editing Product Categories in Bulk via Maintenance Settings

Individually

1. Navigate to the Item List icon under the Master Data tab.Read More


Add items to a product category in order to easily keep track of that group of items. Follow these steps to add items to a new product category whether individually, or in bulk (whether via Item List or CSV file).

Please ensure that you have already created a product category for these items. For steps on how to create a new product category, please refer to the article “Add a Product Category”.

A new product category can be added in the following ways:
1. Individually
2. In Bulk via Item List
3. Adding/Editing Multiple Items to one Product Categories via CSV file

Individually

1. Navigate to the Item List icon under the Master Data tab.Read More


Xilnex supports a number of payment methods for customers. Follow the steps in this article to configure several different payment methods that most suits your business needs.

Xilnex currently supports:

a. Cash payments
b. Credit card payments
c. Cheque
d. Voucher
e. Coupons
f. Points
g. TnG
h. E-Wallet (AliPay, MOLPay, Boost)

Configure/remove payment options for your outlet

1. Navigate to the System Configuration under the Xilnex Menu.Read More


Your receipt will often display your business details. Follow these instructions to edit these details:

Configure Your Business Details

1. Navigate to the System Configuration under the Xilnex Menu.
2. Under Company Info, configure the necessary details of your outlet and your businessRead More


Xilnex allows you to make customized receipts for your business needs. Follow these steps to learn how to customize various receipts depending on your requirements.

Customizing Your Receipts

1. Navigate to the System Configuration under the Xilnex Menu.
2. Under Printing and Format tab, select Current Outlet.
3. Look for Customization on Printing Format (Windows Print) and tick POS Receipt.Read More


Easily and quickly update tax rate changes to your business. Follow these steps to change your tax settings.

Configure Tax Rates

1. Navigate to the System Configuration under the Xilnex Menu.
2. Under GST, you may make the necessary changes to your tax rates.Read More


Learn how to add your client details into Xilnex so that you can add a customer to your sales, and run customer loyalty programs. Follow these steps to manually add a new client or import your existing client list in bulk through a CSV file.

Clients can be created in the following ways:
a. Individually from the POS
b. Individually from Client Icon
c. In bulk

Individually from the POS

1. While carrying out sales transactions in the POS, you may add a client to the sale by toggling the top right function button.
2. Select Create Client from the drop-down.Read More


Learn how to add your vendor details into Xilnex so that you can quickly create purchase orders in an efficient manner. Follow the steps in this article to create a new vendor individually or in bulk.

Vendors can be created in the following ways:

a. Adding Vendors – Individually
b. Adding Vendors – in Bulk via CSV file
c. Editing Vendors – In Bulk via CSV file

Adding Vendors – Individually
1. Add vendor’s using the Vendor Icon under the Master Data tab.Read More


Xilnex allows you to store up to 22 custom fields for better reporting/tracking functions for your business.

Additional Custom Fields

1. By default, Xilnex has 7 custom fields for you to track an item. They are the Division, Department, Type, Group, Category, Brand and Model. You may change the names of these custom fields at any time.
2. If you wish to add in further custom fields for an item, first find the item you wish to add information to.
3. Navigate to Settings, and tick the Show all custom fields box.Read More


Add your mPOS+ terminal into the system so that all credit card payments will automatically flow to the terminal without any additional manual input. Read more to learn how to link your mPOS terminal to the POS.

Install Datecs Driver

1. Install the Datecs Driver for the mPOS terminal.

Connect Your Device

1. Turn the mPOS device on and connect it via cable to your computer.
2. Find out which COMport your device is connected to via Device Manager.

Connect to Terminal in Xilnex

1. In System Configuration in Xilnex Menu, go to the Device Configuration tab. Under This Machine, find the Credit Card Terminal section. Tap on “Add Softspace COM port”.Read More


Install your Star printer following the manufacturer’s instructions. You can install the latest Star Micron printer drivers directly from the manufacturers’ website here: http://www.starmicronics.com/support/manual.aspx?printerCode=TSP100

Define your receipt paper size (72mm wide)

So that your receipts print out at the correct size, you must define your print size settings in Google Chrome printer preferences.Read More


Purchase orders are sent to your vendors to restock or to purchase new items for sale. Read this article to understand the basics of issuing and receiving purchase orders via the system.

a. How to Issue Purchase Orders
b. How to Receive Purchase Orders
c. Partially Fulfilled Purchase Orders

How to Issue Purchase Orders

1. To issue a purchase order, you may find the Purchase Order icon under the Inventory tab.Read More


Goods received notes act as internal proof of goods received to process and match against your vendor’s invoices/purchase orders. Follow these steps to learn how to issue goods received note and receive stock for sale.

How to Issue Goods Received Note

1. If you previously issued a PO, receive the stock on that same purchase order to complete the PO. If you wish to receive goods without a PO, select the Goods Receive Note icon under the Inventory tab.Read More


A transfer note (TN) is a document that records the transfer of goods from one outlet to another. Use a TN to move your goods internally to and from the warehouse. Follow these steps to learn how to issue and receive a transfer note.

a. How to Issue Transfer Note
b. Deliver Goods
c. How to Receive Transfer Note
d. Partially Fulfilled Transfer Notes

How to Issue Transfer Note

1. If you wish to transfer goods internally, or request stocks from an outlet/HQ, you may use a transfer note. To do so, go to Transfer Note under Inventory tab.Read More


A delivery order (D.O.) is a document to acknowledge the delivery of goods from the transporter to the receiving party. Follow these steps to learn how to view delivery orders using the system.

How to View D.O.

1. A delivery order is often automatically issued upon the creation of a sales order/transfer note.
2. You may check the status of your deliveries via the Delivery Order icon under the Inventory tab.Read More


Input the cost price of your items to have a better view of the total value of your stock on hand. Follow these steps to learn how to add a cost to your item.

How to Add Costs

1. Add in the cost of the item under Custom cost. When a new cost for the item, simply update the same custom cost tab.
2. Past and present cost information is all calculated under AVG Cost. You may use this as a quick way to view the margin, markup and average cost the item is costing your business.Read More


Your business may require you to only offer certain products in certain outlets. Follow these steps to only allow certain outlets to sell certain items.

How to Remove Items from Being Sold in Other Outlets

1. In Item List, select the product you wish to remove from being sold in other outlets.
2. Under the Outlets Settings tab, you may view the availability of this item across all outlets.
3. In order to view Outlet Settings, you may need to toggle this under Settings. Tick the box to Show Outlet Settings.
4. Untick the Active box to remove the item from being sold in that outlet.
5. You may also make other changes to this item, whether it can be purchased/sold etc.
6. Save.Read More


In order to easily create Purchase Orders of the correct items to the right vendors, assign your vendors to a list of items. Follow the steps in this article to assign vendors to products individually or in bulk.

In order to assign a vendor to an item, you will need to fill in that vendor’s information. Please refer to the article “Adding Vendors”

Once you have completed creating a vendor list, assign Vendors to products in the following ways:
a. Individually
b. In bulk

Individually from Item List Icon

1. Under Item List, find the item you wish to link to a vendor to. Double click on the item.Read More


Every F&B business is different. Quick service industries do not require table seating and kitchen ordering functions. Read this article to learn about how you can configure the F&B POS to suit your business operations.

a. Order Types: Dine In, Take Away and Delivery
b. Enable/disable Kitchen Ordering

Order Types: Dine In, Take Away and Delivery

1. There are 3 default Order Types in the F&B POS: Dine In, Take Away and Delivery. Read More


Xilnex F&B POS can be accessed via the sales tab on the main page. Follow these steps to
launch your POS and get started on processing your sales.

Launching your F&B POS register

1. Once the Xilnex application is running, navigate to the Sales tab and click the Point of Sale icon.Read More


Input your recipes into the system to enable wastage tracking for more efficient operations.
Read more to learn how to set up recipes.

For an easier approach to setting up your recipes, do so in bulk using a CSV. Refer to the following steps below:

1. Prepare the raw material file
2. Prepare the recipe file
3. Set your menu. Read More


/ Author: admin
Customize your table layout via the table management system. Set up your floor plan and
add tables to suit your operations. Follow these steps to learn how to set up a customized
floor plan.

a. Default Layout
b. Enable Floor Plan
c. Add a Layout
d. Add Tables

Default Layout

1. If you wish to just set up a grid system to work with, you may use the default table
management system.
2. Go to Table Management under Master Data. Read More


Menu Management
The layout of the menu is based on the pre-configured product categories. Follow these steps to learn how to set up your menu by linking product categories to your menu and how to add modifiers (less sugar, half sugar).

You will first need to group your menu items into product categories.

Link your Menu to Product Categories
Different Menus for Different Times
Modifiers
Item Modifiers
Dynamic Modifiers

Link your Menu to Product Categories
Navigate to Menu Management icon under the Master Data tab.Read More