Setting Up a Xilnex Promotion

Setting Up a Xilnex Promotion

How to Set Up a Xilnex 

In order to start promotion setup, you need to login to our Xilnex Portal, which is https://portal.xilnex.com/ to continue to setup. The promotion management module is located under the Customer engagement section.
You can use the url: https://portal.xilnex.com/CustomerEngagement/PromotionManagement?tab=Promotion to direct go to Promotion Management page.

Layout explanation

Campaign Details

  1. Start Date - the date of the campaign active period from.
  2. End Date - the date of the campaign will end.
  3. Campaign name - name for this promo campaign profile.
  4. Applied stores - the list about the promo campaign will apply for which outlets.
  5. Description - the field to describe this campaign in detail, so other users are able to understand the setup of the campaign.
  6. Maximum One Matched Rule Only - setup to able limit only 1 promotion rule will be active when the campaign is triggered.
  7. Start Time - the time of the campaign will start to activate the promotion.
  8. End Time - the time of the campaign will end the promotion.
  9. Select day - day info to configure which day to activate the promotion.
  10. Select week - week info to configure which day to activate the promotion.

Promotion on Single Item and Mix & Match Item

Before proceeding to rules item details, you would need to use Add rules to create new rules for the Campaign.
Rules name is the name for the promotion rules. Suggest creating a name that is easier to recognize in order to able re-apply the rules with different campaigns.
Notes
   To update Rule Name, use More button > Rename to update the name.


Rules items


    1. Match Type 
      Allows users to select how products are matched for the promotion (e.g., by item, category, or tag). The selected type and value determine which items qualify for the promotion.
      Match Type
      Value
      Case scenario
      Item code
      Definition: Matches a specific, unique SKU or item identifier in the system.
      Use Case: Create a promotion that applies only to Item Code "SKU12345".
      "Buy Item Code WTR500ML, get second bottle free"
      "Add voucher V001 to trigger bill discount."
      Item brand
      Definition: Matches items based on their assigned brand attribute.
      Use Case: Brand-specific discounts or campaigns.
      "10% off all Nike products."
      Item category
      Definition: Matches items within a defined category (e.g., "Beverages," "Electronics").
      Use Case: Seasonal sales in specific categories.
      "Buy 2 get 1 free on all Beverages."

      Item type
      Definition: Matches items based on their type value.
      Use Case: Differentiate promotions for goods vs. services.
      "20% off service-type items this month."

      Item group
      Definition: Matches items grouped together under the grouping value for promotions or reporting.
      Use Case: Apply rules to curated product sets.
      Additionally, item groups are also being used in FNB POS when creating dynamic modifier item.
      "RM50 off when buying any 3 items from the item group under Winter Collection."

      Item department
      Definition: Matches items assigned to a specific department in the inventory hierarchy.
      Use Case: Apply departmental clearance discounts.
      "All items in the Home Appliances department are 15% off."

      Item division
      Definition: Matches items under a higher-level division, usually above department in hierarchy.
      Use Case: High-level promotional targeting.
      "Division 'Fashion' having 20% off storewide."
      Item model
      Definition: Matches items by model number or variant.
      Use Case: Promotions for specific model runs or old stock clearance.
      "RM100 off Samsung TV Model QN55Q80A."
      Promotion group
      Definition: Matches items tagged into the Promotion Group field in the system.
      Use Case: Temporary grouping for a campaign without changing product master data.
      "Spring Sale promotion for promotion group under Any 2 for RM30."
      Sales person
      Definition: Matches transactions handled by a specific salesperson.
      Use Case: Commission-based incentives or salesperson-specific promotions.
      "Sales made by John Doe qualify for an extra RM5 discount voucher."
      "Order created under TNG will get RM2 discount."
      All Item
      Definition: Matches by any items in the system regardless of classification.
      Use Case: Storewide discount promotions.
      "5% off all item purchases on today."
      Birthday
      Definition: Matches transactions for customers whose birthday falls within a configured period.
      Use Case: Personalized birthday promotions.
      Suggestions: In order to limit the birthday discount to once per month, suggest using a special Birthday Voucher or Voucher Catalogue Redeem Code to control the redemption count.
      "Free 1 dessert during your birthday month."
      "1 time purchase with 30% discount during birthday week."
      Scanning code
      Definition: Matches based on scanned barcode or PLU code.
      Use Case: Promotions linked to specific barcodes.
      "Scan product code 123456 for RM2 off."
      Serial No
      Definition: Matches items tracked with a specific serial number.
      Use Case: Promotions for serialized products like electronics.
      "Special price on demo units with serial code starting with DEMO."
      Sales type
      Definition: Matches transactions based on or fnb sales type (e.g. Dine In, Take Away, Delivery, Drive Thru)
      Use Case: Differentiate promotions by sales type in fnb pos.
      "Delivery order will get extra fries for free."
      Order source
      Definition: Matches orders based on their originating channel (e.g., static qr, dynamic qr, classic pos, kiosk, ipad pos).
      Use Case: Channel-specific offers.
      "Online delivery orders get free delivery."
      Batch no
      Definition: Matches inventory items based on batch number tracking.
      Use Case: Clear near-expiry or specific production batches.
      "50% off all snacks from Batch No. 20240510."
      Delivery Type
      Definition: Matches transactions based on delivery methods (e.g., pickup, delivery, in-house delivery).
      Use Case: Incentivize certain fulfillment types.
      "RM5 off for self-pickup orders."
      "Free 1 add-on when purchased using Foodpanda"
      Custom type
      Definition: Matches based on custom fields info defined by the user (field that can rename to any title).
      Use Case: Tailor promotions to unique business classifications.
      "Apply discount to all items tagged as 'Staff Purchase' in Custom Type: Promotion field 1."

    2. Exclude Item
      By default, the promotion applies to items that match the defined rules. When Exclude Item is enabled, the system reverses the rule and excludes those items from the promotion.

    3. Effect type
      Defines how the system should handle the matched item. Users can choose actions such as applying a discount, updating the price, or other available effects.
      Effect Type
      Description
      Case scenario
      Discount %
      Applies a percentage-based discount by the match type and match value.
      Notes: Standard discount, may not stack with other discounts and follow priority level.
      10% off all category: T-shirts
      Discount % (allow overlap other discounts)
      Applies a percentage discount that can stack with other active discounts.
      Notes: Use with caution to avoid unintended extra discounts. Overlap discount requires lower priority than the standard discount. Normal discount with 10 priority levels, overlap discount needs to be set as 9 priority levels.
      10% additional off members’ price, on top of seasonal sale.
      Discount control type on client
      Uses the discount configuration already set on the POS client (local control) to determine the cap and frequency of the discount.
      Notes: Cap and frequency configurable in Client form > Sales Information II:
      Notes: Useful for promotions to control the max discount amount by client.
      25% for every transaction by staff, but cap at RM500 monthly.
      Exceed limit will trigger rules but with 0% discount.
      Fixed price
      Overrides the item price to a set amount without discount amount.
      Notes: Ignores original price and applies fixed amount.
      Any selected sandwich for RM5.
      Deduct price
      Reduces the item price by a fixed amount without discount amount.
      Notes: Can result in negative pricing unless controlled.
      RM3 off each coffee purchased.
      Deduct price (No negative)
      Reduces item price by fixed amount but ensures price never goes below zero.
      Notes: Prevents negative subtotals for item in transactions.
      RM10 off, but if item is RM8, final price = RM0.
      Add Price
      Increases the item price by a fixed amount.
      Notes: Can be used for packaging fees or add-ons.
      RM2 surcharge for takeaway orders.
      Add price by percentage
      Increases price by a percentage of the original price.
      Notes: Useful for variable surcharges.
      5% surcharge for weekend orders.
      Follow price scheme
      Applies a pre-defined price scheme from the system.
      Notes: Price schemes must be pre-configured in Item > Price form.
      Switch to “Member Price” scheme for eligible customers.
      Voucher generation
      Issues a voucher code to the customer after purchase.
      Notes: Can be printed on receipt or added to customer based on Redemption type configuration.
      Spend RM100, get a RM10 voucher for next visit.
      Renew membership
      Extends or renews a customer’s membership upon meeting promo conditions.
      Notes: The expired date will be extended from previous/current date depending on POS configuration:
      Spend RM500 in a month to auto-renew Gold Membership for 365 days (1 year).
      Add fixed member point
      Adds a set number of loyalty points to customer’s account.
      Notes: Ignores normal point calculation rules.
      Get 50 points when buying a specific product.
      Deduct fixed member point
      Removes a set number of loyalty points from customer’s account.
      Notes: Can be used for points redemption offers.
      Deduct 100 points to get RM5 discount.
      Change customer type
      Updates the customer’s type/tier after purchase.
      Notes: Often used in loyalty progression programs.
      After buying RM1,000 worth of goods, upgrade to Platinum tier.
      Point factor for transaction
      Multiplies the loyalty points earned for the entire transaction.
      Notes: Factor is applied to standard points calculation as Sales/Payment. Once triggered, it will apply to whole transactions.
      Double points on weekends.
      Discount percentage for transaction
      Applies a percentage discount to the entire bill.
      Notes: Similar to item discount but applied at bill level.
      5% off total purchase for members.
      Discount amount for transaction
      Deducts a fixed amount from the total bill.
      Notes: Applied for all item-level discounts and split evenly when using item level tax, eg: Malaysia. For Bill level tax configuration,we will add in Bill level discount.
      RM20 off total bill with minimum spend of RM100.
      Discount amount for transaction (exclude promo item)
      Deducts a fixed amount from the bill but ignores already discounted items.
      Notes: Prevents double-discounting specific SKUs.
      RM10 off total bill excluding clearance items.
      Discount by amount
      Deducts a fixed amount from each item’s price.
      Notes: Similar concept with "Deduct Price" but will calculate discount percentage.
      RM5 off every burger.
      Discount to amount
      Adjusts item price to a specific total amount.
      Notes: Similar to "Fixed Price" but will calculate discount percentage.
      Price discount to RM15 regardless of original price
      Discount by amount (Allow overlap other discounts)
      Deducts a fixed amount from price and can stack with other discounts.
      Notes: Use for cumulative discount campaigns.
      Additional RM5 off on member discounted price items.
      Discount to price scheme
      Adjusts item pricing to match a defined price scheme.
      Notes: Requires predefined price schemes to discount to.
      Discount to Wholesale price to selected customers type.
      Auto convert points to voucher
      Automatically converts loyalty points into a voucher during a transaction.
      Notes: Automates redemption process.
      Every 100 points automatically generates a RM5 voucher in transaction.
      Xilnex voucher network voucher generation
      Generates vouchers via Xilnex’s voucher network for use across connected merchants.
      Spend RM200 and get an RM20 voucher redeemable at partner stores.
      Point factor for item
      Multiplies loyalty points earned for specific items with item point factor only.
      Notes: More granular than transaction-level multiplier.
      Triple points for buying brand X shoes.
      Block transaction
      Prevents transaction from being completed when certain conditions are met.
      Notes: Can be used for compliance or inventory restrictions.
      Block sales to complete when alcohol item added during invalid time.
      Free gift
      Adds a free item to the sale when conditions are met.
      Notes: Gift item can be stock or non-stock.
      Buy a set meal, free an ice cream.

    4. Amount (Effect)
      Specifies the effect value based on the selected effect type (e.g., discount amount or updated price).

    5. Transaction Condition
      This is to adjust the rules item to perform transaction checking by item quantity or by transaction amount. After transaction conditions are fulfilled, the promotion will be triggered once unless recurring is enabled.
      Transaction Condition
      Description
      Sample scenario
      Total price
      The total selling price of all items in the transaction before discount application.
      Notes: Trigger promotions when customers spend above a certain value.
      Spend RM100 to get a RM10 voucher.
      Total cost
      The total cost price (as per custom cost values) of all items in the transaction.
      Notes: Internal margin-based promotions, ensuring minimum profit margin is maintained.
      Apply discount only if total cost ≥ RM60.
      Total quantity
      The total number of items in the transaction (sum of quantities).
      Notes: Quantity-based promotions such as bulk-buy discounts.
      Buy 5 or more items and get 10% off.
      Total price multiples
      Promotion triggers when the total price is an exact multiple of a set value.
      Promotion is only triggered by RM50, RM100, RM150.
      Total price before discount
      Total selling price before any promotion discount is applied.
      Use Case: Ensure promotion eligibility is based on original prices, not reduced totals.
      Spend RM200 before discounts to qualify for free shipping.
      Total price after discount
      Total selling price after promotions and discounts are applied.
      Notes: Conditional rules based on net payable amount.
      If the final bill after discounts is ≥ RM150, offer free dessert.
      Total price with cap after discount
      Similar to "Total Price After Discount" but with a capped value consideration, preventing discount abuse.
      Notes: Limit promotions when combined with multiple discounts.
      After discounts, the bill must be ≥ RM80, but the cap is considered to avoid heavy stacking.
      Total price excludes promo item
      Total price calculation excludes items already under a separate promotion.
      Notes: Prevent double counting when triggering spend-based promotions.
      Spend RM100 on non-promo items to qualify for a voucher
      Exact quantity
      Promotion triggers only when the total quantity exactly matches a specific number.
      Notes: Fixed bundle or set promotions.
      Buy exactly 3 shirts for RM99.

    6. Amount (Transaction Condition)
      Specifies the amount or quantity referenced by the transaction condition.

    7. Discount Name
      Defines the display name or prefix when the item is triggered with the Discount effect type.

    8. Calculate Include Promotions Item
      Determines whether items already under promotion should be included when calculating transaction conditions.

    9.  Recurring
      Allows the effect to be applied repeatedly when the transaction condition is met, based on other rule items in the list.

Rules Details

  1. Details Description
    A field to describe the promotion rule in detail, so other users can understand its setup and purpose.

  2. Customer Type
    Defines which customer type the rule applies to.

  3. Customer Group 
    Defines which customer group the rule applies to.

  4. xCard Type 
    Defines which xCard type value the rule applies to.

  5. Priority Setting 
    Sets the priority level when multiple rules apply to the same item. A lower number means lower priority. The default is 10, with the maximum value being 100.

  6. Promotion Process Sequence 
    Determines whether the system processes items by cheapest first or most expensive first.

  7. Message to Client Mobile
    Automatically triggers a message to sales staff with the customer’s mobile information.

Miscellaneous


  1. Calculate Tax Before Discount
    Enables the POS to calculate tax before applying the discount when the rule is active.

  2. Entitlement Condition Exclude Promo Item
    Prevents items from receiving a discount until the transaction condition (based on total quantity or total price) is fulfilled. Once the entitlement is met, the item becomes eligible for the discount.

  3. Payment Method
    Specifies that the promotion rule can only be applied when using designated payment methods.

  4. Best Buy
    Marks the item as Best Buy, preventing it from being overwritten by other promotion rules.

  5. Unit Price
    Links to the Discount Name setting. When triggered, the discount name is displayed as a prefix to the item name.

  6. Based on Order Time
    Allows the POS to apply promotion checks based on the time the item was ordered.

  7. Bearing Type with Bearing Value
    Specifies a bearing value for the promotion, typically used when a certain amount or percentage is covered by another party.


Campaign and Promotion Rules

Each promotion consists of two parts: Campaign Info and Promotion Rules.

1. Campaign Info
  1. Simple to configure: just insert or select the required information in the provided fields.
  2. A campaign can contain multiple promotion rules, but only one rule can be active at a time within the same campaign.
2. Promotion on Single Item
  1. Each rule can only include one row of match type items to trigger the promotion.
  1. When the same qualifying item is repeatedly added in POS, the promotion will be applied each time in the transaction.
3. Promotion on Mix & Match Items
  1. More commonly used compared to single-item promotions.
  1. Xilnex validates the combination of added items to trigger the promotion.
  1. Items with Transaction Condition usually represent one row in the sales list required to trigger the promotion.
  1. The system processes the rules item list from top to bottom.

    • Related Articles

    • Getting Started with Xilnex Promotion

      Introduction Welcome to the Xilnex Promotion Engine, designed to equip you with the knowledge and skills to configure and manage powerful, rule-based promotions in the Xilnex system. This article will guide you through the key concepts, setup ...

    • What is Promotion Checking Tools in Xilnex?

      Introduction Use case This tool helps you simulate and test your promotion setups in Xilnex. It's especially useful for verifying time-sensitive, branch-specific, or customer-specific promotions before they go live — ensuring that all your ...

    • Buy 1 Free 1 Promotion

      Use Case: New item promotion, upsell for specific item. From the sample above, there are 2 rows of items added into the rules item list. This means that the promotion will be triggered when any 2 items are added into the sales. With the promotion ...

    • Buy 2 for Special Price Promotion

      Use Case: Stock clearance, seasonal offers, or spotlight products. From the sample screenshot above, this promotion requires 2 items to trigger. If only 1 Milk Tea is added to the sales list, no discount will apply since the condition of 2 items is ...

    • Purchase With Purchase (PWP) Discount

      Use Case: Encourage cross-selling of related or complementary products. From the sample screenshot above, this PWP promotion lets customers enjoy a 50% discount on a selected reward item once they purchase a qualifying product. How it works: The ...

    • Recent Articles

    • How to Stop Xilnex E-Invoicing

      Scenarios Requiring Xilnex E-Invoicing Deactivation Deactivate Xilnex E-Invoicing when a business falls below mandatory thresholds or ceases operations, ensuring compliance with IRBM guidelines while avoiding unnecessary module activity. This ...

    • Xilnex E-Invoicing Document Split

      Type Descriptions Product Xilnex E-Invoicing New Features E-Invoice Document Splitting Document Splitting Function Type Toggle Configuration E-Invoice Settings Required DB Upgrade No Release Date 13 August 2025 Background When a generated payload ...

    • Connecting KDS 2.0 to POS

      Xilnex ClassicPOS Important Notice: As of now, in order to use KDS2.0, Classic POS version must be at least version 2.16 July 2025 and above. 1. In System Configuration > select Device Configuration > under This Machine > look for Kitchen Display ...

    • Congiure a Client KDS - Connect to a Host KDS

      KDS Client A KDS Client Device in Xilnex KDS 2.0 is a display screen (such as a tablet, monitor, or smart TV) located at a specific kitchen station (e.g., Grill, Bar, or Cold Station). Its primary function is to receive and display orders sent from ...

    • Configure A Host KDS Device

      A Host KDS in Xilnex KDS 2.0 is the designated central hub device responsible for synchronizing and managing the entire kitchen network. It acts as the primary authority, ensuring that all orders from the POS system are correctly distributed to ...

    • Popular Articles

    • Basic - How to create a voucher-coupon

      Voucher and coupon definition Voucher can be generated in bulk and can be used once Coupon can only be created one at a time (reusable code) and can be use multiple times Pre-voucher / coupon setup There are 2 things need to be prepared before we can ...

    • Basic - How to change custom cost to another branch that don’t have custom cost

      Change custom cost to another branch that don’t have custom cost 1. Get the item list from the location with custom cost (Item Code, Name, Custom Cost) 2. Make sure the Show Location Price are selected 3. Export the item list in Excel 4. The file ...

    • Intermediate - How to Bill & Post to Sales from Transfer Note

      1.0 Purpose A bill is required from transfer note when an inventory transfer involves financial transactions, cost allocation, or compliance with tax and accounting regulations. It is used when stock is moved between outlets that operate as separate ...

    • Basic - How to enable E-Receipt Portal and QR Code Setup on Printing format in Xilnex

      Enable E-Receipt Portal Enable the E-receipt functionality Once Enabled, you will be getting the E-Receipt portal link Continue under Theme & Styling, enabled for the E-Invoice (LHDN) You can customize the look and feel of the E-Receipt portal ...

    • Importing Usernames in Xilnex Portal

      What is User Import? User Import allows you to add, update, or manage multiple users in bulk rather than handling them one by one. This feature is especially useful for onboarding new employees, migrating data, or making large-scale updates to user ...