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xPOS Gadget
📚 General Overview
Welcome to the xPOS Gadget, a comprehensive platform that allows the centralized administration, supervision and configuration of all the xPOS devices deployed by your organization. This tool is designed to provide a friendly experience, with intuitive features that make it easy to track operational status, manage devices, view logs and much more.
This manual is intended so that any user, without advanced technical knowledge, can navigate and make the most of the portal's features.
✅ Benefits of the xPOS Portal
- Centralized, real-time operational visibility.
- Remote management of critical configurations.
- Technical analysis backed by data.
- Automated regulatory compliance.
- Proactive detection of errors and contingencies.
🏠 Home Section
📌 General Description
The main page (Home) provides a visual summary of the current status of your xPOS ecosystem:
- Key performance indicators: number of documents processed during the day, with errors or in contingency mode.
- Activity panel of the latest records: shown in a bar chart that displays the evolution of processed documents, errors and TA responses/contingencies, with the ability to filter by week, month or year.
- Shortcuts to sections such as Monitor, Logs and Configurations.
- Automatic data refresh every 5 minutes.
✅ Usage recommendations
- Review the panel at the start of the day to check whether there are errors or delays in document processing.
- If there are erroneous documents, consult the Logs section or contact the support team.
- Use the filters (weekly, monthly, annual) to track performance and document volume.
🏋️ Pool Section
📌 General Description
The "Pool" section allows you to view, manage and configure the different xPOS registered in the system.
🔹 Overview of the view
The table shows a list of all the xPOS created in the environment, along with key information for their management.
📋 Table columns
| Column | Description |
|---|---|
| xPOS ID | Unique identifier of the xPOS in UUID format. |
| xPOS Name | Name assigned to the point-of-issuance device. |
| Creation date | Date and time the xPOS was created. |
| Threshold (DTE Type | Value) | Document types assigned to the xPOS and the configured reload threshold. * Field available only if Folio Manager 3.0 is enabled. |
| Last Action User | User who performed the last modification or action on the xPOS. |
| Branch | Allows you to view the branch the xPOS belongs to. |
| Status | Shows whether the xPOS is:
|
| Actions | Provides access to more options:
|
🔘 Buttons and features
🔍 Filter
Allows you to apply custom filters to the list, making it easier to search for specific xPOS.
Filter fields
Below, the function of each available criterion is detailed:
- xPOS ID: Enter the unique xPOS UUID of the point of sale. This is ideal when you need to look up a specific xPOS.
- xPOS Name: Allows you to search by the name assigned to the point of sale (e.g.: "Central Register", "North Branch"). You can enter the full or partial name.
- Status: Use this drop-down menu to filter records according to the xPOS onboarding status (for example: Active, Inactive or Blocked).
- Search by DTE: This filter allows you to segment by the type of Electronic Tax Document (such as Invoices, Receipts, Credit Notes, etc.) assigned to the xPOS.
- Search by Branch: If your company has multiple branches, select a specific branch to view only the movements associated with that location.
Panel actions:
- Clear: Next to each field you will find the "Clear" option. When pressed, only the content of that specific filter is cleared, allowing you to correct a search without affecting the others.
- Filter button: Once the desired fields are completed, press the green Filter button at the bottom to update the on-screen list with the results found.
- Close (X): You can close the panel at any time by pressing the "X" in the upper right corner if you decide not to apply changes.
💡 Efficiency tip: It is not necessary to fill in all the fields; you can make combinations, for example: "Branch" and "Status" to get a quick report of the active points at a given location.
⚙️ Options
Access to general actions on the list:
Export: the xPOS list.
How to export the information? To perform a successful export, follow these three steps:
- Record selection: From the main "Pool" screen, check the checkbox next to each xPOS you want to include in your report.
Note: The system will only export those items that have been previously selected. - Accessing the Menu: Once the records are marked, go to the "Options" button located at the top of the screen.
- File generation: Within the drop-down menu, click on the "Export" option.
Download result
- Format: The system will automatically generate a file in CSV format (comma-separated values), compatible with Microsoft Excel, Google Sheets and other data managers.
- Location: The file will be downloaded automatically to the default "Downloads" folder of your local computer or browser.
⚠️ Important: If the "Export" button does not appear enabled or does not generate any action, make sure you have correctly selected at least one xPOS in the xPOS list.
Import: create xPOS in bulk.
This feature allows you to register new devices or update the configuration of existing ones in bulk in the system, optimizing implementation time.
File requirements:
To process an import, the system requires that two files in CSV format be uploaded mandatorily. It is essential to respect the column structure to avoid validation errors.
- Header File: This file defines the basic identity of the device, including its Name and the Branch it will be associated with.
- Lines File (Detail): This file contains the detailed operational configuration. Here you must list the DTEs (Electronic Tax Documents) that the xPOS is authorized to issue and the folio reload thresholds.
⚠️ Important: this file is only functional if the organization has Folio Manager 3.0 enabled.
Step by step to Import
- Template Download: Before you begin, it is recommended to press the "EXAMPLE" button. This will download base files that you can use as a guide to complete your own information.
- File Selection: Click the first "Select file" button to upload the Header file.
Click the second "Select file" button to upload the Lines file. - Confirmation: Once both files appear as selected, press the green "CONFIRM" button to start the upload and update process.
💡 Recommendation: If you wish to cancel the process at any time before the final confirmation, you can use the "CANCEL" button or close the window using the upper "X".
➕ Add xPOS
Opens a form to create a new xPOS. Required fields usually include:
- xPOS name
- Select the xPOS branch
- Assign the document type
- Threshold parameters
🔁 Reload
Updates the xPOS table with the most recent data from the backend.
Recommended interaction: Use this section when registering new points of issuance or when modifying their parameters.
🧾 Logs Section
📌 General Description
The xPOS Logs section provides a real-time view of the system's behavior through interactive charts, built from data collected and processed by Elasticsearch. This tool is essential for operational monitoring, technical support and performance analysis.
🔐 Section Access
From the xPOS main menu, select the Logs option to enter the visualization panel. There you will find filters and graphical representations of the system status.
1. 🎛 Visualization Filters
At the top of the panel is the filter bar and visualization controls:
Time selector Allows you to define the analysis period, such as: "Last 2 days" or custom ranges.
Refresh button ( 🔄 Refresh ) Reloads the data from Elasticsearch to show the most recent information available.
View controls Icons or buttons that adjust the chart type, data density or visualization styles.
- xPOS UUID: corresponds to the assigned ID of the specific xPOS to query.
- docNumber: corresponds to the fiscal series and number of the document.
- TransactionID: corresponds to the transaction ID of the document generated in xPOS.
- ET_CODE: corresponds to the tax authority's authorization number (CUFE, authorization no., etc.).
2. 🧠 Data Source: Elasticsearch
All the data presented in this section comes from an Elasticsearch cluster, which allows:
- Efficient storage and indexing of logs generated by xPOS.
- Optimized queries by event type, error, time period, among others.
- Near real-time visualization, ideal for immediate diagnosis.
3. ✅ Best Practices
- Monitor the section daily to check the system status.
- Watch for spikes in errors or interruptions in the normal processing flow.
- Adjust the time filters to focus your analysis on critical periods (for example, high-demand hours).
If you detect anomalous behavior or recurring errors:
- Export the data (if the feature is available).
- Inform the technical support team for review.
🧾 Contingency Section
📌 General Description
The Contingencies section allows you to view information about the different xPOS terminals that have recorded events in contingency mode. This panel helps users monitor device behavior in the event of connection failures with the DIAN or other critical services.
🧭 Navigation and Components
🔍 "Filter" button
Located in the upper left.
Allows you to apply custom filters to the list of xPOS devices to facilitate their search.
🔁 "Reload" button
Located in the upper right.
Updates the table with the most recent information from the contingency logs.
📋 Contingencies Table
| Column | Description |
|---|---|
| xPOS ID | Unique identifier of the xPOS device (shown abbreviated with ellipsis). |
| xPOS Name | Name assigned to the device for easy identification (e.g.: JPF-xCO3, JAVIERA UWU). |
| Latest logs | Date and time of the last activity record of the xPOS in contingency mode. |
| Actions | Clock icon 🕒 that provides access to the detailed log history of the selected device |
📝 Usage Example
- Click the Filter button if you want to search for a specific xPOS (by name, ID or other criteria).
- Review the Latest logs column to identify which terminals have recently reported activity in contingency.
- Click the clock icon in the Actions column to view the detailed event history of the selected terminal.
- Press Reload to update the information shown.
💡 Recommendations
- Review this section periodically to anticipate or investigate possible communication failures.
- Contingency events usually indicate that the system operated without a connection to the central system (for example, DIAN), which may require subsequent review or synchronization.
🖥️ Monitor Section
📌 General Description
The Monitor section allows you to view the real-time status of the different xPOS registered by branch. From here, users can check the operational status (active/inactive/blocked), the installed version, the data processed, errors and contingencies associated with each xPOS.
🔍 Top Filters
At the top of the screen, there are three key filters:
- Branch: Allows you to select one or more specific branches to show only the associated xPOS.
- Status: Filters the xPOS by their status (Active / Inactive).
- Connection: Filters the xPOS by their connection status (Online / Offline).
- Version: Shows the active versions of the organization's xPOS.
🧱 Visualization Modes
You can switch between two visualization modes:
- Grid: Shows the xPOS in individual cards with their relevant information, separated by branch.
- Table: Allows you to view the xPOS data in tabular format.
📋 Information per xPOS
Each card contains:
- Branch: Name of the branch.
- xPOS Name: Unique identifier assigned to the point.
- Status: Indicated by a colored label if the onboarding is:
- Active.
- Inactive.
- Blocked.
- Version: Version number of the installed xPOS.
- Processed: Number of processed documents.
- TA / Contingencies: Number of documents processed under:
- TA (CL, PY): Documents sent to the SendDocumentToAuthority API to send to the tax authority.
- Contingencies (CO, CR, GT, PA): Contingency mode, whether issuer or tax authority.
- Errors: Number of documents processed with detected errors.
- Online/Offline Status: Visual indicator of the internet connection status:
- Red dot corresponds to offline mode.
- Green dot corresponds to online mode.
- Last reload: Date the xPOS last performed the configuration reload.
🔄 "Remote actions" button
Located in the upper right, it allows you to execute specific actions on the selected xPOS, such as:
- Update xPOS: allows you to update the xPOS version.
- Reload configuration: allows you to run the process of updating with the latest xPOS configurations.
🔄 "Reload" button
Located in the upper right, it allows you to refresh the data of all the xPOS shown.
🗂️ Versions Section
📌 General Description
The Versions section allows the user to consult the update history of the xPOS system, including details about each published version, its deployment date, the associated product and a brief description of the changes made.
🧭 Navigation and Components
🔽 Product Filter
- Located in the upper left.
- Allows you to select the specific product (CORE / UPDATER / CONSOLE) to filter the versions shown in the list.
🔁 "Reload" button
- Located in the upper right.
- Refreshes the table data to show updated information without reloading the page.
🔁 "View downloads" button
- Located in the upper right (replaces the "Notes history" button).
- Allows you to access the screen to view the versions and download them.
🔁 "Notes history" button
- Located in the upper right.
- Allows you to access the screen to view the release notes history.
📋 Versions Table
| Column | Description |
|---|---|
| xPOS Version | Deployed version number XX.XX.XX (e.g.: 2.4.6). |
| Update Date | Date on which the corresponding version was released. |
| Product | Product to which the version belongs (e.g. CORE |
| Description | Summary information about the changes included in the version. May include fixes, improvements or new features. |
| Actions | Context menu with additional actions (may include detailed viewing or download of release notes, if enabled).
|
📝 Usage Example
- Select the product from the drop-down menu.
- Consult the list ordered chronologically (from most recent to oldest).
- Click the actions icon (⋮) at the end of the row to see more details of a specific version (if applicable).
- Use the "Reload" button if new versions have been released during your session.
💡 Additional Notes
- Version descriptions may include emojis or icons to highlight types of changes (🚀 new features, 🐞 fixes, ⚙️ technical improvements, etc.).
- This list is useful both for developers and for support users who want to validate whether a problem has already been fixed in a later version.
🧾 Configurations Section
📌 General Description
The Configurations section allows you to define essential parameters for the correct operation of the xPOS system. From this view, users can adjust options related to data persistence, automatic updates, time management policies, branches and regulatory reports (if applicable).
1. 🗂 Data Persistence
This option allows you to control the local retention of documents on the device.
- Storage days: defines the number of days that documents will be kept locally (maximum: 20 days).
- Once this period is exceeded, the records will be automatically deleted from the device.
2. 🔄 xPOS Update
Allows you to configure the method and schedule for updating the system on the devices.
The xPOS Updater product will use this configuration to define its operating mode
▪ Update type
Defines the way the system is updated:
- Automatic: the device updates automatically on the xPOS device.
- This configuration will run at the defined xPOS update schedule.
- Manual: manual user intervention is required to apply the updates directly on the xPOS devices.
- Scheduled: allows you to schedule a planned update; you must define:
- The execution date and time.
- Select the xPOS affected by the scheduled update task.
Once the parameters are defined, click Save. You can view the scheduled and/or executed tasks in the View scheduled updates button.
▪ Update schedule
Sets the hours at which the system will perform scheduled processes:
- Version update: the moment when xPOS Updater downloads and installs new versions.
- xPOS Core reload: download of new configurations from the server.
3. ⏱ Time Management
Controls the system's behavior in the face of connection or execution failures, ensuring resilience and operational continuity.
Log Sending Time
- Log sending frequency: sets the time interval (in minutes) between each automatic sending of system logs.
- Default value: 10 minutes
Important: When finishing the configuration, press the Save button to apply the changes
4. 🏢 Branch Management
Allows the creation and editing of branches within the organization.
- The configured branches will be available to be assigned when creating or editing an xPOS device.
- Useful for organizations with multiple points of sale or locations.
5. 💬 Communications Management
Allows you to manage the users who can receive notifications (by email) related to xPOS.
- The email accounts of the users to whom you want to send the xPOS communications must be added.
- You must select the type of notifications to be received:
- Versions: receive news about new xPOS versions.
- Alerts: receive alerts/notifications of xPOS events.
