How to Use a POS System: Guide For Business Owners
In the fast-paced world of business, time is money, and efficiency is the key to success. One of the most effective ways to streamline operations and enhance customer service is by implementing a Point of Sale (POS) system. This powerful tool is not just a cash register; it's an all-in-one solution that can handle sales transactions, inventory management, customer data, and much more.
With a modern POS system, you have the ability to process payments quickly, keep track of your stock levels, and gain valuable insights into your business's performance. The best part? Many POS systems are cloud-based, giving you the flexibility to access your data anytime, anywhere.
In this comprehensive guide, we will explore the essentials of using a POS system and how it can transform the way you do business. Whether you own a retail or restaurant business, a POS system is an indispensable tool that can help you stay competitive in today's fast-paced business environment.
Understanding the basic operations of POS systems
Alright, let's get down to the nitty-gritty of what a POS system is all about. A POS, or Point of Sale system, is like the modern-day superhero of the retail world. It does so much more than just process transactions; it's your cashier, your accountant, and your inventory manager all rolled into one. It's the central hub where sales, customer management, and inventory management all intersect.
Now, you might be thinking, "But isn't that just like a cash register?" Well, not quite. While both cash registers and POS systems are used to process sales transactions, most POS systems are like the cool, upgraded version of cash registers.
TOP TIP: Read more in our blog about a cash register Vs a POS system to discover in detail the key differences!
They come with a whole host of features and capabilities that can seriously revolutionize the way you do business. We're talking about everything from bookkeeping and inventory management to customer relationship management and more. And the best part? Many POS systems are cloud-based, which means you can access your data from anywhere, at any time. Talk about convenience!
Key features of a POS system
Card reader: It allows you to process credit and debit card payments with ease. But it's not just about convenience; it's also about security. Most modern POS systems are equipped with PCI-compliant devices to ensure safe data transfer.
Cash drawer: This part of the POS hardware, it's where you'll store all your cash and coins, and it's usually lockable to keep everything safe and secure.
Barcode scanner: This little device is a game-changer for businesses with a lot of products. Instead of manually entering each item, you can simply scan the barcode and let the system do the work for you.
Scale: It's especially important for businesses that sell items by weight, like grocery stores or butchers. The scale will accurately weigh the items and calculate the sale price accordingly.
Receipt printer: Such a feature allows you to print out physical receipts for your customers, providing them with a tangible record of their purchase.
Some POS systems also offer the option to email receipts from the POS terminal, which is a great way to reduce paper waste and offer a more eco-friendly option to your customers.
POS reporting: Powered by your POS, this is where you can track your sales, revenue, profit, and much more. With detailed reports and customizable dashboards, you can get a clear picture of how your business is performing and make informed decisions to help it grow.
The POS software also helps to automate and streamline the reporting process, making it quick and easy to access the information you need.
Setting up and operating a retail POS system
Alright, let’s dive into the nitty-gritty of setting up and operating a retail POS system. Trust me, with the right steps, it's a breeze!
Step 1: Choose the best POS system for your business
Before anything else, you'll need to find the POS system that’s just right for your business. This is like choosing a new phone – there are tons of options, and you want to find the one that fits your needs like a glove.
Consider factors like the size of your store, the types of products you sell, and, of course, your budget towards the POS system cost. Make sure the system you pick is user-friendly and packed with the features you need, such as inventory management, customer relationship management, and reporting.
TOP TIP: Read our blog about different types of POS systems to get a better idea of the different options available depending on your business type and needs.
Step 2: Installing the POS hardware and software
Once you've picked your POS system, the next step is to get everything set up. This means installing all the necessary hardware and software.
You’ll need to set up your cash drawer, barcode scanner, card reader, receipt printer, and any other bits and bobs you’ll be using. You’ll also need to install the POS software on your computer or other devices. Take your time with this step, and make sure everything is set up correctly before moving on.
TOP TIP: Learn more in our blog about how to install a POS system to see a full step-by-step guide.
Step 3: Inputting product information for inventory management
With a POS, taking stock is a very simple process. Using the terminal or handheld device, you can input product data, SKU codes, images, and more. You can also sort by size, material, color, giving you precise stock details.
When a product sells, the system will automatically update your stock levels. When it's time for the next stock take, you can easily count the remaining stock to see if it matches the expected inventory. And with inventory filters and sales data dashboards, you can get real-time feedback about consumer shopping habits.
Step 4: Training your staff on how to use a POS system
With everything set up, the next step is to train your staff on how to use the new system. This is super important, as it ensures everyone knows what they're doing and can use the system efficiently.
Make sure to cover all the basics, like how to ring up sales, process returns, and handle customer inquiries. Don't forget to show them how to troubleshoot any common issues that might pop up.
Step 5: Monitor employee management through POS software
Evaluating staff is incredibly simple with the right POS software. From your back office, you can compare each employee's sales performance, accounting for the number of transactions, average sale value, and overall profitability.
You can also establish user roles and assign sign-in codes to limit access to your system. All staff actions will be tracked, so you can see when employees clock in, process transactions, adjust stock levels, and more. You can also get staff swipe cards to make accessing the system easier.
Step 6: Optimise your POS system tasks in a retail store
Selling online: Connect your POS solution with an e-commerce platform such as BigCommerce to start selling online. If you have an Epos Now system, you can manage your online and physical inventory from your POS terminal. When an item sells in either location, all inventory records automatically update for added convenience and accuracy.
Marketing and loyalty: During each transaction or website visit, be sure to capture customer data. Then, add this contact information to your marketing and loyalty integrations. With these programs, you can generate automated email campaigns to stay top of mind and reward shoppers with special incentives.
Accounting: By linking your retail POS system with software like QuickBooks and Xero, you can easily prepare for tax season or annual review. All POS data will synchronise with these programs, letting you see your sales tax obligation, profit and loss, and more within minutes.
How to use a hospitality POS
Restaurants, bars, cafes, and other hospitality businesses have unique demands and need customisable POS systems that can keep up. The right hospitality POS will let you create a tailored experience that improves order accuracy, speed, and customer experience.
By implementing a POS system into your hospitality business, you will be able to:
1. Carry out real-time menu management
Real-time menu management is like having a magic wand for your restaurant. With just a few taps, you can update your menu to reflect the latest offerings, seasonal changes, or special promotions. For example, when you add a new dish, it’s easy to link it to your inventory within your restaurant POS, ensuring stock levels are automatically adjusted as orders come in.
If a key ingredient runs out, the system will immediately mark the dish as out of stock, preventing any customer disappointment. Plus, with real-time updates, your staff will always be in the know, making service smooth and efficient. It’s a win-win for both you and your customers!
2. Offer tableside ordering
Tableside ordering revolutionises the dining experience for both customers and servers. By allowing servers to take orders directly at the table and send them instantly to the kitchen with devices such as Epos Pro +, this feature greatly reduces wait times and minimizes the chance of errors.
The result? A smoother, more efficient service that leaves customers satisfied and coming back for more. But that’s not all – tableside ordering also enhances the customer experience by giving servers more time to interact with guests, offer personalized recommendations, and attend to their needs.
Gone are the days of servers running back and forth to the POS terminal; with tableside ordering, everything they need is right at their fingertips. It’s a modern solution for a modern dining experience.
3. Online ordering
Online ordering is a vital component in today's fast-paced, digital world. It opens up a new revenue stream for your business and meets the growing demand for convenience from your customers. With a robust POS system integration such as Epos Now Order & Pay, you can effortlessly create an online ordering website that showcases your menu, accepts payments, and even allows customers to choose their preferred pickup or delivery times.
This feature not only caters to the preferences of your customers but also helps to expand your customer base by reaching those who prefer the ease of ordering from the comfort of their homes. In essence, online ordering is an indispensable feature that brings your restaurant into the modern age, ensuring you stay competitive and relevant in the ever-evolving hospitality industry.
4. Detailed stock control
Detailed stock control is an essential aspect of running a successful hospitality business. With a top-notch POS system, you can easily keep track of every ingredient in your kitchen, right down to the smallest details.
This feature ensures that you're never caught off guard by running out of a popular dish, as you can closely monitor your inventory and make necessary adjustments real time. Furthermore, detailed stock control helps you maintain a firm grip on your costs, minimizing waste and maximizing profits.
By having a clear and accurate overview of your stock levels, you can make informed decisions that will ultimately contribute to the success and sustainability of your business. It's not just about serving delicious food; it's also about running a smart and efficient operation that stands the test of time.
5. Add a kitchen display screen or receipt printer to your operations
Improve meal preparation with a Kitchen Display Screen. Each order will automatically appear on the display, helping back-of-house use staff track progress and work efficiently. If you have limited space, you can print order receipts to help with preparation.
With clear, easy-to-read orders, your kitchen staff can focus on what they do best – creating delicious, mouth-watering dishes that will leave your customers coming back for more. It's a simple addition that can make a world of difference to your operations.
How to use Epos Now point of sale systems
We've custom-built our POS systems to provide the easiest user experience. All our devices feature touchscreen displays and intuitive menus, making onboarding and training incredibly simple.
After purchasing your POS hardware or software, we'll provide you with a setup guide so you can get back to business as quickly as possible. If you need any extra help, our implementation managers are also ready to help import products or find you the right third-party integrations to maximise your potential.