Setting Up X POS

Before you can start using X POS, you need to configure your POS Profile in ERPNext and set up the application. This page covers the complete setup process.

Prerequisites

Before setting up X POS, ensure you have:

ERPNext Instance — A running ERPNext site with the X POS app installed
Company — At least one Company set up in ERPNext
Warehouse — A warehouse configured for your POS location
Items — Products/items added to the Item master with selling prices
Customer — At least one default customer (e.g., "Walk-in Customer")
Payment Modes — Mode of Payment entries (Cash, Card, etc.) configured in ERPNext

POS Profile Configuration

The POS Profile is the central configuration document that controls almost every aspect of X POS behavior. Navigate to POS Profile in your ERPNext instance to create or edit one.

Basic Settings

Field	Description
Company	The company this POS profile belongs to
Warehouse	Default warehouse for stock deductions
Currency	Operating currency for this POS terminal
Selling Price List	Price list used for item pricing
Write Off Account	Account for small balance write-offs
Write Off Cost Center	Cost center for write-offs

Payment Methods

Add one or more payment methods (modes of payment) that this POS terminal accepts. Each payment method can have:

Mode of Payment — e.g., Cash, Credit Card, Debit Card, Bank Transfer, Mobile Money
Default — Whether this is the default selected method
Allow in Returns — Whether this method can be used for refund payments

Customer Settings

Field	Description
Customer	Default customer for walk-in sales (auto-selected when creating new transactions)

X POS Feature Flags (POS Profile Custom Fields)

X POS adds extensive custom fields to the POS Profile doctype. These fields act as feature flags that control which features are visible and enabled in the POS interface.

Item Display Settings

Setting	Type	Default	Description
Default View	Select	Card	Default item display mode — "Card" (grid with images) or "List" (compact table rows)
Display Item Code	Check	Off	Show item code below the item name in the POS
Display Items in Stock	Check	Off	Show stock quantity badge on each item card
Hide Images	Check	Off	Hide item images and show icon placeholders instead
Hide Unavailable Items	Check	Off	Completely hide items with zero stock
Block Sale Beyond Available Qty	Check	Off	Prevent adding items to cart when stock is insufficient
Hide Variants Items	Check	Off	Skip the variant selection dialog and add items directly
Show Template Items	Check	Off	Show template (parent) items in the item grid
Search Serial No	Check	Off	Enable searching items by serial number
Search Batch No	Check	Off	Enable searching items by batch number
Auto Set Batch	Check	Off	Automatically select the first available batch when adding items
Input Qty	Check	Off	Show a quantity input dialog before adding items to cart
Fetch Items Directly From Server	Check	Off	Always fetch item data from server instead of using local cache
Item Search Limit	Int	20	Number of items to display per page in the item grid

Pricing & Discount Settings

Setting	Type	Default	Description
Allow Rate Change	Check	Off	Allow cashiers to edit the item selling rate
Allow Discount Change	Check	Off	Allow cashiers to apply line-item discounts
Allow User to Edit Additional Discount	Check	Off	Allow applying an overall invoice discount
Max Discount Percentage Allowed	Percent	0	Maximum discount percentage a cashier can apply (0 = unlimited)
Display Discount	Select	Percentage	Show discount input as "Percentage" or "Amount"
Use Percentage Discount	Check	Off	Default to percentage-based discounts
Apply Customer Discount	Check	Off	Automatically apply customer group pricing discounts
Force Price From Customer Price List	Check	Off	Override standard price list with customer-specific pricing
Allow Zero Rated Items	Check	Off	Allow items with a zero selling price
Tax Inclusive	Check	Off	Show tax-inclusive prices on the receipt
Disable Rounded Total	Check	Off	Disable automatic rounding of the grand total

Payment & Credit Settings

Setting	Type	Default	Description
Allow Credit Sale	Check	Off	Allow sales on credit (customer account) without full payment
Allow Partial Payment	Check	Off	Allow checkout with partial payment
Allow Write Off Change	Check	Off	Allow writing off small remaining amounts
Hide Expected Amount	Check	Off	Hide the expected payment amount in the closing dialog

Return Settings

Setting	Type	Default	Description
Allow Return	Check	Off	Enable the return/refund workflow
Allow Return Without Invoice	Check	Off	Allow processing returns without referencing an original invoice
Enable Return Validity	Check	Off	Enforce a time limit on returns
Return Validity Days	Int	0	Number of days after purchase within which returns are accepted
Allow Free Batch Return	Check	Off	Allow returns without specifying the original batch

Cash Management Settings

Setting	Type	Default	Description
Enable Cash Movement	Check	On	Enable cash-in and cash-out tracking during shifts
Allow POS Expense	Check	On	Allow recording cash expenses from the register
Allow Cash Deposit	Check	On	Allow recording cash deposits/bank drops
Require Cash Movement Remarks	Check	Off	Require a reason/note for every cash movement
Allow Cancel Submitted Cash Movement	Check	Off	Allow cancellation of submitted cash movements
Allow Delete Cancelled Cash Movement	Check	Off	Allow permanent deletion of cancelled movements
Allow Source Account Override	Check	Off	Allow changing the source account for cash movements
Cash Mode of Payment	Link		Mode of payment used for shift reconciliation
Default POS Expense Account	Link		Default account for POS cash expenses
Back Office Cash Account	Link		Account for back-office cash reconciliation
Cash Movement Max Amount	Currency		Maximum amount allowed per cash movement

Printing Settings

Setting	Type	Default	Description
Default Print Format	Link	XPOS Thermal Receipt	Print format used for receipts
Allow Print Last Invoice	Check	Off	Show "Print Last Receipt" button in the navbar
Allow Print Draft Invoices	Check	Off	Allow printing invoices before submission
Print Format Rules	Table		Rules for selecting different print formats based on conditions

Purchase & Procurement Settings

Setting	Type	Default	Description
Allow Purchase Order	Check	Off	Enable the purchase order module
Allow Purchase Receipt	Check	Off	Enable stock receiving
Allow Create Purchase Suppliers	Check	Off	Allow creating new suppliers inline
Allow Create Purchase Items	Check	Off	Allow creating new items inline

Advanced Settings

Setting	Type	Default	Description
Display Additional Notes	Check	Off	Show a notes field on cart items and order notes
Allow Change Posting Date	Check	Off	Allow backdating invoices
Allow Multi Currency	Check	Off	Support foreign currency transactions
Allow Sales Order	Check	Off	Enable sales order creation from POS
Allow Submissions in Background Job	Check	Off	Queue invoice submissions as background jobs
Auto Delete Draft Invoice	Check	Off	Automatically clear draft when starting a new sale
Create POS Invoice Instead of Sales Invoice	Check	Off	Use POS Invoice doctype instead of Sales Invoice
Show Customer Balance	Check	Off	Display customer outstanding balance
Allow Duplicate Customer Names	Check	Off	Allow creating customers with duplicate names
Auto Create Referral for New Customers	Check	Off	Generate referral codes for new customers
Hide Closing Shift	Check	Off	Hide the close shift button from the navbar

Offline & Sync Settings

Setting	Type	Default	Description
Use Offline Mode	Check	Off	Enable offline data caching and sync
Allow Delete Offline Invoice	Check	Off	Allow deleting unsynced offline invoices
Server Cache Duration	Int		Duration in minutes to cache server data

Offer & Coupon Settings

Setting	Type	Default	Description
Auto Fetch Coupons/Gifts	Check	Off	Automatically fetch and apply eligible coupons and gift offers
Use Delivery Charges	Check	Off	Enable delivery charge selection
Auto Set Delivery Charges	Check	Off	Automatically apply default delivery charges

Allowed Accounts Tables

Table	Description
Allowed Source Accounts	Bank/cash accounts that can be used as source for cash movements
Allowed Expense Accounts	Expense accounts available for POS expense entries
Allowed Sales Persons	Sales persons that can be assigned to transactions (filters who appears in dropdown)

Password Reset

If you forget your password:

Click "Forgot Password?" on the login page
Enter your registered email address
Click "Send Reset Link"
Check your email for the reset instructions
After resetting, return to the login page

Opening a Shift

Before you can process any transactions, you must open a POS Shift. This is a standard POS workflow that tracks all transactions and cash movements during your working session.

When you log in and no shift is open, the Opening Shift Dialog automatically appears.

How to Open a Shift

Select POS Profile — Choose from the dropdown (if only one profile is available, it's auto-selected)
Review Company — The company is automatically filled based on the selected profile
Enter Opening Balances — For each payment method (Cash, Card, etc.), enter the opening cash amount in the register
Click "Open Shift"

Important Notes

Only one shift can be open per user at a time
The opening balance should reflect the actual cash in the register drawer
Card and other non-cash methods typically start at 0
The "Back to Desk" link (web mode only) returns to the ERPNext desk without opening a shift