Matching items between XPRIO and your till

For an XPRIO order to print on your till with the right items, every product, variant and modifier of your menu must correspond to a till item. XPRIO calls this linking. One rule is automatic; everything else is proposed to you and waits for your confirmation.

The rule: PLU = SKU

Every till item has a code, called a SKU or reference. Every XPRIO product has a PLU field. When the two are identical, XPRIO links the item automatically at every sync. It is the only link made without you.

Two items with the same name but no common PLU are not linked automatically: they are suggested to you, and you confirm with one click. Nothing is linked without you seeing it.

Three starting situations

The connection card, in App Configuration, Point of sale (POS), detects your situation and shows a single next step.

Your menu is not in XPRIO yet

Click Import the till’s items into XPRIO. A preview lists what will be created: categories, products, variant products with their variants, modifier groups with their modifiers. Nothing is written before you confirm.

What the import does:

• it copies the name, the price as entered on the till, and the SKU as PLU;
• it creates variants (sizes, flavours) under a choice named “Option”, which you can rename in the product sheet;
• it copies the minimum and maximum choices of modifier groups;
• it attaches everything to the connection’s store, with sold-out items created unavailable;
• it links every created product to the till item it comes from.

What the import does not do, which the end-of-import report reminds you of:

• meal deals: no till has the same meal deal model as XPRIO. A till item that looks like a meal deal (a list whose choices are items) is set aside with the reason “meal deal”. You recreate it in Products as a Deal, then link it;
• photos, descriptions, allergens: add these in Products;
• tax rates: imported products have none; set them per product or per category;
• menus: imported products are on no menu; add them to the menu shown in your app. Building your menu with the menu builder

A till item already in your catalogue is never recreated or changed. It is recognised as the same product only if name, PLU and price are identical; it is then attached to the store. The slightest difference creates a distinct product.

Your till is empty

Click Send my menu to the till. On Square, XPRIO creates the products sold in the store on the till, with your PLUs as SKUs, the variants, the modifier groups and the categories, then links everything at once. Nothing is changed or deleted on the till, only created. Meal deals stay in XPRIO: they print on the till with their components.

On a till with no write API (Zelty, SumUp POS Pro), the button becomes Download the import file for my till: a file with one line per sellable item (name, SKU, price, tax, category), variants as separate lines, modifiers at the end with their group. Import it into your till’s back office, then click Resync catalog in XPRIO: the SKUs find your PLUs and everything links.

Both are filled

The box says “N items to link” and takes you to the Item matching screen.

The matching screen

One table per type: products, variants, modifiers, meal deals. For each row:

• PLU: the field is editable. Type the till’s SKU, save: the product sheet is updated and the link follows the PLU = SKU rule. A PLU already used by another product is refused, with its name.
• Linked till item: the linked item and how it was linked (by SKU, by confirmation, by hand). An unlinked row with a namesake on the till shows Suggested: followed by the name, with a Confirm button. On confirmation, the PLU is prefilled with the till’s SKU if the product had none, so the link holds on future syncs.
• Choose a till item: the list of every till item, to link by hand what has neither a common PLU nor a namesake.

At the top, Confirm all suggestions accepts the name matches in one go, and Save writes your choices. The Unlinked only filter and the search help with a large menu. Unlink removes a link.

A link marked Gone from the till flags an item deleted on the till side: sync again or choose another item.

Variants, modifiers, meal deals

• Variant products: the parent product is not linked itself, each of its variants is. On Square, a variant is a variation of the item.
• Modifiers: an XPRIO modifier links to a till modifier, within its group. An unlinked modifier is sent as a free modifier with its name and price when the till accepts it.
• Meal deals: an XPRIO meal deal links to a till item (for instance a fixed-price “Menu” item); its components are sent as free modifiers named “Section: choice”, with surcharges. Without a link, it is sent as a free line at the deal price.

Staying in sync

• XPRIO re-reads the till’s catalogue every hour. Resync catalog does it right away.
• A new XPRIO product with no link brings the Next step box back with “1 item to link”.
• A product deleted in XPRIO loses its link; an item deleted on the till marks the link “gone”.

Frequently asked questions

Do I have to link everything before sending orders? No. An order with an unlinked item is sent with a free line when the till accepts it (Square, HubRise), and the line carries the XPRIO name and price. On other tills the send fails with a clear message and the XPRIO order stays intact. Linking everything avoids those cases.

Why do prices differ between XPRIO and the till? They are two separate price lists. Importing and sending copy prices once; after that, each list is managed separately. The order sent carries XPRIO prices, and an “XPRIO adjustment” line aligns the total if the till calculates differently.

I don’t want the automatic import. Enter your menu in Products, with your till’s SKUs as PLUs: the link happens by itself at the next sync. Or send us your till’s export from the Help centre page of your admin area (Contact support) and we’ll prepare your catalogue.

Related articles

• Connecting your till (POS) to XPRIO
• Connecting Square to XPRIO
• Understanding and creating your products
• Building your menu with the menu builder