Understanding Universal Product Codes (UPC)

Published January 29th, 2024 by Michael Cook

What is a UPC? A Universal Product Code (UPC) is a barcode symbol used worldwide for tracking trade items in stores. It's a numeric system that identifies both the product and manufacturer. Structure of a UPC UPCs are fixed-length, numeric, and consist of two halves. Each half can be read independently, with unique encoding for the left and right si

How do I create a UPC on the Passport?

Published March 13th, 2024 by Michael Cook

Introduction There are instances when you might acquire an item for sale that lacks a barcode, a scenario increasingly common with local or specialized products. To integrate such items into Passport, creating a custom UPC is essential. A UPC ensures each item's unique identification, facilitating efficient inventory management and sales tracking. T

Why do I have missing shifts?

Published March 15th, 2024 by Michael Cook

Introduction Occasionally, users of XSite may encounter instances where shifts appear to be missing when attempting to generate reports or perform fuel reconciliations. This guide provides steps and measures to troubleshoot and resolve the issue of missing shifts. Initial System Refresh Initially, if shifts are missing from your reports or reconcili

How do I search within XSite?

Published February 1st, 2024 by Michael Cook

Introduction The search function in XSite serves as a powerful tool, enabling users to quickly access a wide range of information within the system. Located centrally at the top of the page in both XSite Classic and XSiteIO, it simplifies the retrieval process of various data types, such as item specifics, supplier details, and price group classific

How do I import items from an Excel spreadsheet?

Published February 6th, 2024 by Michael Cook

Introduction XSite allows you to efficiently add items directly from an Excel spreadsheet. To ensure a seamless import process and avoid errors or incorrect data entry, it's critical to adhere to the specific formatting guidelines outlined below. Spreadsheet Format Requirements Sheet Name: The worksheet containing your items must be named ‘items’. C

How do I set up the EY017 Scanner to work with XSite Mobile?

Published March 8th, 2024 by Michael Cook

Introduction The EY 017 Scanner, when used in conjunction with XSite Mobile, offers a solution for managing purchase orders and inventory counts. This guide provides step-by-step instructions on configuring your EY 017 Scanner to ensure it works flawlessly with XSite Mobile, enhancing your inventory management tasks.   Setting up the EY017 Scanner o

How do I create a purchase order?

Published February 21st, 2024 by Michael Cook

Introduction One essential aspect of inventory management is creating purchase orders for replenishing stock. This guide will walk you through the process of creating a purchase order in XSite, ensuring you maintain accurate and efficient control over your inventory. Video Tutorial   Click here to review how to post/receive a purchase order. Creatin

How do I delete an item?

Published February 15th, 2024 by Michael Cook

Introduction While direct deletion of items in XSite is not possible, marking them as 'inactive' effectively removes them from your POS system, item display screen, and reports. This is a crucial step for managing inventory, ensuring discontinued or out-of-stock items are not presented or sold. There are two methods to mark an item as inactive in XS

How do I access shift details?

Published February 2nd, 2024 by Michael Cook

Introduction The ‘Shift Details’ feature in XSite Classic and XSiteIO is an essential tool for managers to access comprehensive information about recent shifts. It offers the ability to delve into the specifics of each shift, providing a sequential and unique shift number that serves as an identifier for individual shifts and cash registers, particu

How do I put an item on sale?

Published February 15th, 2024 by Michael Cook

Introduction Effectively managing promotions is essential to the success of your retail operations. XSite provides versatile options to configure various types of sales for your items, such as quantity discounts, mix-and-match deals, and buy-one-get-one offers. Utilize the 'Price Groups' and 'Deal Groups' features within XSite to create these promot

How do I create an automatic purchase order?

Published February 22nd, 2024 by Michael Cook

Introduction Maintaining an optimal level of inventory is key. Automation of purchase orders can significantly streamline this aspect of your operations, ensuring you have the right products, in the right quantities, at the right time. XSite's automated purchase order system is designed to forecast your needs based on sales data, making inventory ma

How do I export, modify, and import a count?

Published February 21st, 2024 by Michael Cook

Introduction To maintain accurate inventory levels within XSite, it is essential to periodically perform inventory counts. This guide provides a step-by-step process for exporting inventory counts, modifying them, and importing them back into XSite. Before commencing, ensure the ‘Inventory Control’ feature is activated to allow modifications to your

Why aren't my departments tracking?

Published March 18th, 2024 by Michael Cook

Introduction XSite offers robust features for inventory and department management, enabling efficient oversight of stock levels and department categorization. Proper configuration is essential to ensure that all departments are accurately tracking within the system. This guide provides a step-by-step process to troubleshoot and resolve issues where

How do I add a batch promotion?

Published February 15th, 2024 by Michael Cook

Introduction Promotions serve as an effective strategy for managing pricing and marketing for various items within your inventory. By setting up batch promotions in XSite, you can efficiently apply special pricing to individual items, entire lists of items, departments, or sub-departments for a set period. This guide outlines the process for creatin

How do I add/edit a department?

Published February 12th, 2024 by Michael Cook

Introduction Departments within XSite act as a fundamental organizational tool, enabling a more streamlined management of your store's diverse inventory. These categories facilitate effective tracking and reporting of sales data, as well as the application of relevant sales taxes.  Video Tutorial - Department Basics Video Tutorial - Department Funct

What is the case breakdown feature?

Published April 25th, 2024 by Michael Cook

Introduction The case breakdown feature is a powerful tool in XSite that tracks and automatically updates your inventory based on product purchased in bulk. For example, if you purchase cigarettes by the carton, the case breakdown feature will automatically update your pack quantity by “breaking down” a carton and adding that value in packs to your

How do I write off an item?

Published February 26th, 2024 by Michael Cook

Introduction The Item Write-Off feature in XSite is a critical tool for managing your store's inventory with precision. This functionality allows you to adjust your inventory records for items that are no longer sellable due to reasons such as damage, expiration, or loss. Utilizing this feature ensures that your inventory levels remain accurate, whi

How do I add a price group?

Published February 13th, 2024 by Michael Cook

Introduction Price Groups in XSite are designed to offer flexibility and savings to customers through promotional combinations. This feature enables retailers to create special pricing for items when purchased in certain quantities or combinations, enhancing the shopping experience and incentivizing bulk purchases. For instance, creating a Price Gro

How do I log on XSite?

Published February 2nd, 2024 by Michael Cook

Introduction Welcome to XSite, your comprehensive solution for managing fuel and inventory efficiently. This guide will walk you through the process of logging into XSite Online for the first time, ensuring a smooth start to your XSite experience. Please not that XSite Online is optimized for Google Chrome for the best user experience.   Video Tutor

How do I correct unintended PC Optimum point issues?

Published March 14th, 2024 by Michael Cook

Introduction Occasionally, POS systems may inadvertently issue PC Optimum points for items such as cigarettes and lottery tickets, which typically should not earn points due to program restrictions or legal compliance. This guide is designed for locations without a back-office system, where updates must be managed directly at the POS. If your site u

How do I add a deal group?

Published February 5th, 2024 by Michael Cook

Introduction The ‘Deal Groups' feature in XSiteIO is a versatile tool that enables you to group multiple items under a single promotional price or to offer discounts based on specific criteria. This functionality is particularly useful for incentivizing customers with special offers, such as providing a discount on fuel when a certain quantity is pu

How do I modify multiple items?

Published February 9th, 2024 by Michael Cook

Introduction Managing a large inventory requires efficient tools for batch updates. XSite's interface simplifies the process of modifying multiple items, making it quick and convenient to adjust prices, update descriptions, or alter other item details. This guide will walk you through the steps to efficiently modify multiple items in XSite, utilizin

How do I configure my car wash?

Published February 15th, 2024 by Michael Cook

Introduction This guide provides a clear and structured approach to configure Car Wash services within XSite. Before initiating this process, ensure that the various Car Wash types, such as regular, deluxe, and protection, have been entered in XSite as items. Configuring your car wash in XSiteIO Access 'Price Book' from the side menu. Locate and sel

How do I troubleshoot an ‘Over/(Short)’ value in fuel financial reconciliation?

Published March 27th, 2024 by Michael Cook

Introduction Efficiently managing fuel financial reconciliation is critical for maintaining accurate financial records in the retail fuel industry. Occasionally, discrepancies such as an 'Over/(Short)' value may arise during reconciliation, requiring attention to ensure financial integrity. Step-by-Step Guide Upon your first reconciliation attempt,

How do I print shelf tags?

Published February 13th, 2024 by Michael Cook

Introduction Maintaining accurate and visible pricing in your store is crucial for customer satisfaction and store management. Shelf tags serve as a clear indication of product pricing and help maintain an organized retail environment. This guide is designed to streamline the process of creating and printing shelf tags using XSite back-office softwa

What is the purpose of the ‘Latest Shift’ icon?

Published February 6th, 2024 by Michael Cook

Introduction The 'Latest Shift' icon on the XSite dashboard quickly shows the date of the last shift closure. It's vital for ensuring regular shift closures and spotting possible management or connectivity problems. A red icon alerts users to an abnormal delay since the last closure, indicating a need to check for connectivity issues.

Bulloch Quick Reference Guide

Published August 7th, 2024 by Michael Cook

Bulloch FAQ's

Published August 7th, 2024 by Michael Cook

How do I create push keys for XSite?

Published March 8th, 2024 by Michael Cook

Introduction This guide is designed to assist you in creating a push key for an XSite item on your Bulloch system. A push key enables quick access to frequently sold items or services directly from the register, enhancing speed and accuracy during transactions. Before proceeding with the push key creation, it's crucial to first set up the item in XS

How do I back up store files?

Published March 13th, 2024 by Michael Cook

Introduction Maintaining accurate and updated store files is crucial for operations. The Bulloch system provides an efficient solution for backing up store files. This guide outlines the streamlined process for backing up your Bulloch store files, creating a foundation for secure and efficient store management. Backing up Store Files Begin by naviga

How do I find an item?

Published February 9th, 2024 by Michael Cook

Introduction Quickly locating items in your inventory is a fundamental aspect of managing your store's price book in XSite. Whether you need to edit an item's details or review its status, XSite provides efficient methods to search for the products you need. This guide details two effective options for finding items within the XSite system. Option #

How do I add a customer?

Published February 27th, 2024 by Michael Cook

Introduction The XSite platform offers a streamlined approach to adding and tracking customers, ensuring that vital details are accessible and organized. Adding a Customer in XSiteIO Begin by locating the ‘Price Book’ heading within the side menu. Navigate to ‘Accounts’ and select the option labeled ‘Customers’.  At the top of the customers page, cl

Where can I find customer transactions?

Published February 27th, 2024 by Michael Cook

Introduction The transaction page allows you to filter transactions based on a specific customer and date range. This allows you to see only a specific date range for a customer's transactions (e.g., an entire month).  From here, you can create an invoice for that customer based on the transactions that you have filtered. Finding Customer Transactio

How do I complete a count on XSite mobile?

Published February 26th, 2024 by Michael Cook

Introduction In today's fast-paced retail environment, maintaining accurate inventory counts is crucial for operational efficiency. XSite Mobile simplifies this process, allowing you to perform inventory counts directly from your mobile device. This guide will walk you through the process of completing a count using XSite Mobile, from setting up you

How do I update the QOH for an individual item?

Published February 23rd, 2024 by Michael Cook

Introduction Keeping the Quantity on Hand (QOH) information up to date in XSite is essential for maintaining an optimal inventory level, ensuring that the stock levels reflect actual inventory, and assisting in making informed purchasing decisions. This guide provides a detailed walkthrough on how to update the QOH for an individual item in XSite, e

How do I download my Coremark EDI invoices?

Published February 27th, 2024 by Michael Cook

Introduction This guide is designed to assist XSite users in efficiently downloading Coremark EDI invoices. The process involves exporting invoice files from the Coremark portal and importing them into the XSite system. By following these steps, you can streamline your inventory management and ensure that your purchase orders reflect the most up-to-

How do I print a customer statement?

Published February 29th, 2024 by Michael Cook

Introduction Generating and printing customer statements is a straightforward process. Whether you need to provide a statement for account reconciliation, billing, or record-keeping purposes, XSite’s Receivable page offers a quick and efficient way to print or export up-to-date financial statements for your customers. This guide will demonstrate how

How do I post/receive a purchase order?

Published February 22nd, 2024 by Michael Cook

Introduction Efficiently managing your inventory is crucial for the success of your business operations. A key component of inventory management is the ability to accurately post and receive purchase orders. This guide will walk you through the process of posting and receiving a purchase order within the XSite platform, ensuring that your inventory

How do I add/edit a subdepartment?

Published February 12th, 2024 by Michael Cook

Introduction In XSite, subdepartments serve as subdivisions within a department, allowing for refined organization and management of inventory. These can be particularly useful for categorizing similar items that may require distinct handling or reporting—such as different pack sizes of cigarettes. This guide will walk you through the process of add

Bulloch Reference Guide

Published August 7th, 2024 by Michael Cook

How do I edit a region?

Published March 4th, 2024 by Michael Cook

Introduction Managing regions within XSite provides a structured approach to analyzing data across different geographic locations. This feature is particularly useful for businesses operating multiple sites across various parts of the country, allowing for a segmented view of operations by divisions. Regions can be categorized into several types, in

How do I add a payout?

Published February 14th, 2024 by Michael Cook

Introduction In retail operations, particularly within convenience stores, managing payouts is an essential part of daily transactions. Payouts cover miscellaneous outflows, such as lottery winnings, and need to be recorded accurately for accounting and operational efficiency. XSite's Payout feature provides a streamlined process for tracking these

How do I import a liquor promotion (LTO)?

Published February 16th, 2024 by Michael Cook

Introduction XSite offers comprehensive support for alcohol promotions from a range of suppliers, including ANBL, LCBO, NSLC, NLC, MBLL, and BCLC. This guide is designed to assist you in seamlessly importing liquor items to your XSite system, ensuring accurate and effective inventory management. Importing a Liquor Promotion in XSiteIO Navigate to th

Where do I find customer payments?

Published February 29th, 2024 by Michael Cook

Introduction Managing and tracking customer payments is a crucial aspect of your business operations. Within XSite, you have the capability to monitor recent payments made by your customers through your POS system. Locating Customer Payments in XSiteIO From the side menu, go to the ‘Price Book’ heading. Click on ‘Accounts’, and then select ‘Payments

How can I manually input customer payments?

Published February 29th, 2024 by Michael Cook

Introduction XSite offers features for tracking and managing customer payments, providing a way to not only monitor recent payments made by your customers but also to manually record transactions that are not processed through your POS system. This function is great for tracking payments made through alternative methods, such as checks or bank trans

How do I add a region?

Published March 1st, 2024 by Michael Cook

Introduction Regions are a versatile feature. This feature allows you to examine data based on what region your sites are located. For example, if you have sites across the country, you can separate sites by eastern, central, and western divisions. This way, you can break up and examine data specific to these regions. Adding a Region in XSiteIO Navi

How do I add a new user?

Published March 4th, 2024 by Michael Cook

Introduction Managing user access within your business is a critical administrative task. XSite provides a robust platform for managing various aspects of convenience store and gas station operations, including user management. Adding new users to XSite allows for greater flexibility in task distribution. This guide offers a step-by-step walkthrough

How do I create a report?

Published March 7th, 2024 by Michael Cook

Introduction In the world of business, staying informed with timely, accurate data is key to making strategic decisions. XSite offers a suite of analytical reports designed to provide you with insights necessary for informed decision-making. This guide will walk you through the process of creating a report in XSite, enabling you to harness the power

What is advanced reporting?

Published March 7th, 2024 by Michael Cook

Introduction The Advanced Reporting module is a powerful add-on designed to enhance your XSite experience by providing in-depth insights into your business's transactions and customer interactions. With this module, you'll gain access to four comprehensive reports, each tailored to meet different analytical needs: Bank Transactions Report: This repo

How do I fix a pump/meter roll over?

Published March 14th, 2024 by Michael Cook

Introduction A pump or meter rollover occurs when the mechanical totalizers in fuel pumps exceed their maximum displayable values, typically resetting to zero. This can lead to inaccuracies in fuel sales data, adversely affecting inventory management and reporting. Recognizing and correcting a pump rollover promptly ensures data integrity and operat

How do I manually add a fuel supplier?

Published March 21st, 2024 by Michael Cook

Introduction Maintaining an up-to-date list of fuel suppliers is essential for efficient operations and accurate tracking of fuel deliveries. This guide provides you with a systematic approach to manually add a fuel supplier in XSite Classic, ensuring your system reflects all your business relationships accurately. Adding a Fuel Supplier in XSiteIO

XSite Fuel Manager Setup Guide

Published March 26th, 2024 by Michael Cook

Introduction The XSite Fuel Manager is an integral part of the XSite system, enabling precise management of fuel transactions, inventory, and financial reconciliation. The following guide outlines the detailed steps to configure the Fuel Manager module within XSite. To ensure accuracy during the setup process, it is recommended to coordinate with th

How do I Verify Successful Synchronization?

Published April 1st, 2024 by Michael Cook

Introduction We are excited to introduce a new feature specifically designed for Passport users. This new functionality provides a straightforward method to confirm that synchronizations between XSite and the Passport system have been successful.   Step-by-Step Guide Begin by navigating to the top of your XSite interface where you will find and sele

What is the 'live' feature?

Published February 1st, 2024 by Michael Cook

Introduction The 'Live Sales' feature in XSiteIO is designed to provide users with immediate access to sales data, allowing for both historical and real-time analysis. This guide will detail how to access and utilize this feature for effective data retrieval and decision-making.   Accessing Live Sales Click on the ‘Live’ button, located at the top l

How do I fix permission issues?

Published April 23rd, 2024 by Michael Cook

Introduction In XSite, managing user access and permissions is crucial for maintaining operational security and workflow efficiency. The software allows administrators to define roles with specific permissions, tailored to the responsibilities of different team members. This guide provides a clear and detailed walkthrough for setting up users and ro

How do I view an invoice?

Published February 29th, 2024 by Michael Cook

Introduction The ability to access and manage invoices efficiently is crucial for maintaining financial accuracy and enhancing customer service. XSite, with its intuitive interface and comprehensive suite of tools, offers a seamless process for viewing invoices. Viewing an Invoice in XSiteIO Navigate to ‘Price Book’ in the side menu, select ‘Account

How do I import an EDI invoice?

Published February 28th, 2024 by Michael Cook

Introduction Electronic Data Interchange (EDI) is a standardized method for electronically transferring documents, such as invoices, between businesses. In the context of XSite, importing an EDI invoice allows for the efficient and accurate entry of invoice data directly into the system, streamlining the inventory management and purchase order proce

How do I find inactive items?

Published February 6th, 2024 by Michael Cook

Introduction In XSite, both active and inactive items, along with their historical data, are retained within the system. This feature is instrumental for making informed sales decisions. This guide provides a detailed walkthrough on how to locate inactive items within XSite.   Locating Inactive Items (XSiteIO) Accessing Items Page: Start by hovering

How do I add an item?

Published February 8th, 2024 by Michael Cook

Introduction This section provides detailed instructions for adding an item to the inventory using XSite. Prior to starting this process, ensure you have all necessary information regarding the item, such as cost, supplier details, tax obligations, and the purchasing format (e.g., case, carton, or single units). Incomplete data can be updated subseq

Where can I buy a mobile device?

Published March 8th, 2024 by Michael Cook

Introduction In today's fast-paced retail environment, efficiency and accuracy in inventory management are key to maintaining operational excellence. To assist you, we have curated a selection of mobile devices optimized for inventory counts and ordering tasks. These devices have been selected for their reliability, ease of use, and compatibility wi

How do I file a purchase order on XSite Mobile?

Published March 8th, 2024 by Michael Cook

Introduction In the realm of retail and inventory management, the ability to swiftly and accurately file purchase orders are essential. XSite Mobile simplifies this process, allowing users to manage their purchase orders directly from their mobile devices. This guide will walk you through the steps of filing a purchase order on XSite Mobile, ensurin

How do I activate my price book on the Bulloch?

Published February 9th, 2024 by Michael Cook

Introduction Synchronizing your XSite back-office price book with the Bulloch POS system ensures that all pricing adjustments are current and correct at the point of sale. This guide provides step-by-step instructions on how to activate the XSite Price Book on the Bulloch system. It is crucial to perform this synchronization process to reflect any c

How do I add a supplier?

Published January 29th, 2024 by Michael Cook

Introduction Adding a supplier in XSite is crucial for efficient inventory management and operational optimization in convenience stores and gas stations. It allows for streamlined tracking of purchases, ensures accurate stock levels, and facilitates the easy ordering of inventory. By maintaining a detailed record of suppliers, XSite users can negot

How do I add a ‘Mix and Match’? (Passport Only)

Published February 14th, 2024 by Michael Cook

Introduction The ‘Mix and Match’ feature in XSite provides a versatile promotion mechanism allowing retailers to offer customers special pricing on a combination of items. These deals can incentivize customers to buy in larger quantities or combine items to receive a discount. This guide will walk you through the process of setting up a ‘Mix and Mat