Xilnex-AutoCount - Posting Cash Sales

Xilnex-AutoCount - Posting Cash Sales

Cash Sales posting consolidates daily retail POS transactions and posts them to AutoCount Cash Book Entry, providing accurate cash-flow visibility and daily revenue tracking.

What Is Cash Sales Posting?

Cash Sales posting:
  1. Consolidates all retail cash-and-carry transactions from Xilnex for a given period
  2. Aggregates by store and date into a single Cash Book Entry document
  3. Posts to AutoCount for cash-flow reporting and revenue recognition
  4. Excludes credit-term sales (which are handled separately as invoices)
Info
Result:
Your daily POS transactions are reflected in AutoCount's financial records immediately.

Supported Document Types

The Cash Sales module supports:
  1. Cash sales (Retail) – Standard POS cash sales
  2. Optional: Return sales (if enabled in Document Type configuration)
  3. Optional: Multi-currency sales (if enabled)

Prerequisites

Before posting cash sales, ensure:
  1. Cash Sales document type is Active in Document Type configuration
  2. All GL accounts are mapped in Account Code configuration (sales account, rounding, discounts)
  3. All payment methods are mapped (Cash, Card, E-Wallet, etc.)
  4. Document Field mapping is complete (voucher number format, description, etc.)
  5. At least one day of POS transactions exists in Xilnex

Step-by-Step: Posting Cash Sales

Step 1: Open the Integration Program
  1. Open Xilnex Application (Classic POS)
  2. Go to Main Menu > Xilnex AutoCount Integration
  3. Log in with Xilnex credentials
  4. Log in to AutoCount when prompted
  5. Select the account book
  6. The integration interface appears
Step 2: Select Cash Sales Document
  1. In the integration interface:
    1. Document: Select Cash Sales (dropdown)
    2. Doc Type: Select Cash Sales (Retail) (or other applicable type)
    3. Ownership: Select ownership (or All ownerships)
    4. Outlet: Select the store/outlet (or All stores)
Step 3: Set Date Range
  1. Date From: Enter the start date of transactions to post (e.g., 23-10-2025)
  2. Date To: Enter the end date (e.g., 23-10-2025)
Idea
Tip:
To post a single day, set both dates the same. To post multiple days, use a range.
Step 4: Choose Include Flagged Data
  1. Unchecked (recommended for first post) – Generates only new, never-posted data
  2. Checked – Includes data that was posted before (for re-posting or corrections)
Step 5: Generate Data
  1. Click "Generate"
  2. System loads all transactions matching your criteria
  3. Status bar shows: "Data population complete"
  4. A list appears showing:
    1. Voucher No. (e.g., CS-PG20251023)
    2. Voucher Date
    3. Amount
    4. Currency
    5. Description
Step 6: Review Generated Data
Verify that:
  1. All expected sales are listed
  2. Amounts and dates are correct
  3. No duplicates are present
Step 7: Post to AutoCount
  1. Click "Post"
  2. System creates Cash Book Entry document(s) in AutoCount
  3. Status bar shows: "Completed outbound data posting"
  4. Results appear with status for each posting:
    1. ✓ Success – Posted successfully
    2. ✗ Error – Check error message
Step 8: Verify in AutoCount
  1. Open AutoCount
  2. Go to General > Cash Book Entry (or Bank > Receipt Voucher)
  3. Search for voucher number (e.g., CS-PG20251023)
  4. Confirm:
    1. Voucher amount matches Xilnex
    2. Payment breakdown is correct
    3. Description and fields match mapping
Info
Result:
Daily sales are now posted to AutoCount, updating cash position and revenue accounts.

Example Posting

Xilnex Cash Sales for Oct 23, 2025:
  1. Store: PG (Project Group – store code)
  2. Total Sales: 1,200 MYR
  3. Breakdown:
    1. Food sales: 700 MYR
    2. Beverage sales: 300 MYR
    3. Discount given: -100 MYR
    4. Payments: Cash 1,200 MYR
AutoCount Result:
Cash Book Entry created:
  1. Voucher No.: CS-PG-20251023
  2. Date: 23-10-2025
  3. Description: (from Document Field mapping)
  4. GL Postings:
    1. DR 500-5000 (Food Sales) – 700
    2. DR 500-6000 (Beverage Sales) – 300
    3. CR 520-0000 (Discount) – 100
    4. CR 320-0000 (Cash Account) – 1,200
Notes
Encounter an errors?
Click here to troubleshoot the common posting errors