1. E-Invoice requirement in Xilnex POS

E-Invoice Setting Compatibility
To ensure no impact on customers not using the E-Invoice feature:

• The E-Invoice setting is only available in Xilnex Classic POS version 2.16 and above.
• Versions 2.15 and below do not support E-Invoice, ensuring no disruption to customers who are not utilizing this feature.

Pre-requisite:
Xilnex Database Version must be 462 or above (may require a higher version depending on the module involved)

2. Status Indicator on Classic POS

Once the E-Invoice setting is configured, a status indicator will appear at the top of the Xilnex Classic POS. This status indicator is based on the E-Invoice setting specific to each outlet - it reflects whether E-Invoicing.

The configuration for this feature must first be enabled at Xilnex Portal > E-Invoicing Profile Setup >

Store Profile section.

Below illustrate how the Classic POS system behaves when E-Invoice is active compared to when it is

inactive.

The following actions will refresh the E-Invoice status indicator if there are any changes being made to the setting such as changing from Active to Inactive or vice versa:

1. Change Outlet - Refreshes the E-Invoice status.

2. Restart Classic POS - Refreshes the E-Invoice status.

3. Create a New Tab - Refreshes the E-Invoice status.

4. Select a Module from the Opened Main Menu (without opening a new tab) - Refreshes the E-Invoice status.

5. Closing an Opened Tab - Will NOT refresh the E-Invoice status.

These actions ensure that the status indicator reflects the most current E-Invoice setting.

1. Status Indicator with E-Invoice Document

The Classic POS will follow the status indicator setting at the time the sale is committed to determine how the E-Invoice is handled.

• If the status indicator shows as Inactive when the sale is committed, the sale will not be flagged for submission to IRBM.

• If the status indicator shows as Active when the sale is committed, the sale will be flagged for submission to IRBM.

This ensures that only sales made when the E-Invoice feature is active are submitted for tax reporting.

3. E-Invoice Auto Posting (Sales Module)

In Xilnex Classic, the auto posting feature in sales modules like POS, F&B POS, Sales Invoice, Sales Return, Credit Note and Debit Note automatically activate when a sale is linked to a registered customer with a validated TIN (Tax Identification Number) in the Xilnex Database.

If no customer is selected, or if the selected customer is not tagged with a TIN (Tax Identification Number), auto posting will not be triggered for that sale. Instead, the sale will be grouped under Consolidated E-Invoice and submitted to IRBM during the scheduled submission period.

The Individual E-Invoice documents are only generated and submitted to IRBM when the sales records are successfully synced up to Xilnex server. This ensures that the data is up-to-date and accurate before submission.

NOTE: Purchase Module such as Good Receive Note, Sales Return, Purchasing Credit Note and Purchasing Debit Note will not trigger auto posting when the records are committed in Xilnex Classic. But if the records flow through Xilnex API endpoints, the auto posting will be triggered.

4. Update Buyer Info

Once the buyer's information is filled in and confirmed, a TIN validation request will be triggered to verify the TIN, Identification Type, and Identification Value with IRBM. If the details match, an auto-posting will be triggered automatically. Otherwise, an error message will be shown indicating that the TIN does not match.

5. E-Invoice Status

6. Print E-Invoice

In Classic POS - Sales & Purchasing Module, there is a function called [Print E-Invoice]. This feature allows you to generate a print preview of your validated E-Invoice directly from the Classic POS, so you can produce a physical copy for your records or customer use.

If you try to print the E-Invoice document that is yet successfully validated, a message will prompt to notify that the printing format is not able to print due to the status is not validated.