Settings Reference

Where to configure how XPOS Cloud behaves across your business — search, business settings, invoice numbering, barcode labels, tax rates, and outbound email.

Searching settings

The Settings section has a lot in it. Use the Search field at the top of the Settings page — type a keyword and matching settings appear instantly; click a result to jump straight to it.

Business settings

Basic info: Business Name, Business Start Date, Default Profit Margin, Currency, Time Zone, Business Logo.

Financial year: choose the start month that matches your country (e.g. January or April).

Tax & pricing: business tax details, default sales tax, and a default sales discount applied automatically on the POS and Add Sales screens.

Product SKU prefix: when enabled, the prefix is added to manually entered SKUs, and auto-generated for products left blank.

Default credit limit (Business Settings → Contact): the default credit limit applied when creating new customers or suppliers.

Sales item addition method: controls how products are added to the cart — either always as a new row, or increasing quantity if the product is already in the cart.

Amount rounding method: whole number or rounded decimal; prices stay as whole numbers if nothing is selected.

Sales price is minimum selling price: blocks selling below the set price while still allowing selling above it — protects margins.

Inline tax (Business Settings → Tax): shows tax-inclusive prices on the POS screen.

Enable Sales Order: turns on the Sales Order feature described in Sales Records.

Transaction edit limit: controls how many days after creation a transaction can still be edited.

Datatable entry selection (Business Settings → System): default number of rows shown in data tables.

Allow overselling (Business Settings → Sale): lets you sell products with no stock available — useful for non-stock items or special orders. Profit on those line items is calculated as negative, since there was no recorded cost.

Invoice numbering scheme

1. Go to Settings → Invoice Settings → Add.
2. Pick a number format, e.g. XXXX or <Year>-XXXX.
3. Set an optional custom prefix, a starting invoice number, and the number of digits.
4. Check the Preview box to confirm it looks right.
5. Mark one scheme as default — only the default scheme is used when generating invoices.

Barcode / label settings

XPOS Cloud ships with common label configurations; add a custom one if yours isn't listed. Have your label measurements ready — everything is entered in inches.

1. Go to Settings → Barcode Settings → Add.
2. Give it a name and optional description.
3. If you're using label rolls, enable Continuous feed or rolls (this skips some measurement fields).
4. Enter the measurements that apply: top/left margin, sticker width/height, paper width/height, stickers per row, spacing between rows and columns, and total stickers per sheet.
5. Print a test label from Purchase → Print Label, and adjust the measurements if alignment is off.

Tax rates & tax groups

1. Go to Settings → Tax Rates → Add.
2. Enter a descriptive name (e.g. "VAT @ 15%") and the tax percentage.
3. Save.

When more than one tax applies to the same invoice, create a Tax Group instead: Settings → Tax Rates → Add Tax Group, name it, and select the individual tax rates to include. A tax group's rate is always the sum of its member rates and updates automatically if a member rate changes. A tax rate that's in use inside a group cannot be deleted until it's removed from the group.

To disable tax entirely: in Business Settings, uncheck "Enable inline tax in purchase and sell" and "Enable Price & Tax info," then set Default Sale Tax to None. With inline tax disabled, the "Price Including Tax" column no longer appears on the POS screen.

Outbound email (SMTP)

Email is used for sale/purchase notifications and recurring invoice notices to customers, suppliers, and users. Configure it under Settings → Business Settings → Email Settings with your mail server's driver, host, port, username, password, and encryption method.

Microsoft 365 / Office 365: host smtp.office365.com, port 587, encryption TLS. Make sure SMTP AUTH is enabled on the mailbox, and use an App Password if multi-factor authentication is on.

Google Workspace / Gmail: host smtp.gmail.com, port 587 for TLS (or 465 for SSL). Use an App Password if 2-step verification is enabled.

After entering your details, click Test Email to confirm the configuration before relying on it.