How To Use POS Machine

Are you looking to organize your business payment system through POS machines but not sure how to use these devices? We know that it is hype that POS machines are complicated and expensive. Being a small business owner, it could be daunting at first to think about this payment system. But you do not need to worry. We have crafted this step-by-step guide on how to use a POS machine in an easy-to-understand and simple way.

From understanding the hardware to the software and traditional and modern systems, we have covered every nitty-gritty detail for you. By the end of this reading, you will realize how simple it is to use a POS machine. So, without further delay, let’s get started.

How To Use POS Machine

Type Of Machine

POS stands for point of sale. With time, POS machines have evolved and changed into many shapes, appearances, and technologies. So you will be seeing different kinds of merchant stations at different retail stores. Some stores are still using traditional machines, while others have upgraded to the most advanced setups.

Legacy POS Systems

Traditional machines used the internal built-in software to operate. Their local servers help in processing and storing data internally. They are bulky and costly. But very efficient in large business setups, such as large retail chains.

Legacy POS Systems

Cloud-based POS Systems

The latest systems have mostly switched to cloud-based or external software. These devices have more flexibility and the option to manage other tasks apart from daily checkout processes, such as inventory, branch, and staff management.

Some stores have also shifted to mini-POS. This tablet-like device is compact, efficient, and user-friendly. Therefore, it depends on what type of machine you have bought or are going to buy. To make you understand the process, we have jotted down the operating process for each type of machine for your ease.

PAX E 800 POS system

Understanding The Parts

Before we start learning how to operate a POS machine, it is equally important to learn about the parts included in it. Once you are familiar with the name of each part, operating a machine will be easier.

Traditional Machines


POS Display Monitor

To display transaction, product, and billing details.

Customer Display

Customer Display for POS

This is a customer-facing screen to show them their shopping details during billing.

Mouse and Keyboard

Mouse and keyboard For POS

To enter digits or numbers for billing.

Card Reader

POS Card Reader

For card swaps and EMV card inserts.

Receipt Printer

POS Receipt Printer

There are two printers in use. One is built into the card reader. Another is a separate printer for printing the product purchase list.

Kitchen Printer (Optional)

Kitchen Printer (Optional)

For restaurant business to keep in the kitchen.

Cash Drawer

Cash Drawer

For storing cash received from customers during transactions. They usually open electronically upon the completion of billing entries.

Barcode Scanner

Barcode Scanner

To quickly scan product identification and price.

Receipt Paper

Receipt Paper

Paper is used in the receipt printer to print billing and payment details.

Smart Systems

The latest machines are not spread out in many parts; they are compact and less messy for the checkout countertops. Here are the parts they come with:

duo county bill pay

Mini-POS Station

This is the most simple merchant station for small retail businesses. All you need is a small table and a mini device with a built-in dip and swap reader, a camera and scanner, and a receipt printer. These devices also have the facility to email or SMS the receipts to customers if they don’t choose to take paper receipts.

Mini-POS Station

Which Pos System Should I Choose?

Selecting the right POS system could be confusing at first, but it is as simple as evaluating your business needs. If you are running a small shop, your tablet with POS apps connected to the card reader is enough to run your shop smoothly. 

These card readers usually have Bluetooth and can easily be connected to the tablet or iPad. However, if you have a large retail store, then adding more hardware is always your own choice. This could include a cash drawer, a separate barcode scanner, a tablet stand, printers, etc.

How To Use POS Machine Step-By-Step Guide

Connect Hardware

Once you are familiar with all types and parts of the devices, it’s time to discuss connectivity.

Preparing Router:

Preparing Printer:

Preparing Display:

Once all the hardware is set up, make sure to test each component, such as the printer and cash drawer, to ensure they are working properly.

Setting Up The Software

Setting User Permission:

Integrate Payment Method

You need an approved merchant account to make your daily payments. Don’t worry; it is as simple as you can think of. We at Poslinksolution provide you with the best payment processing service in town. All you need to do is contact us and tell us your requirements. The rest is our job. Our process is pretty straightforward.

Integrate Payment Method

How To Use Credit Card Reader

When it comes to credit card readers, there are two types of readers. One is the traditional keypad card held, and the other is the latest Android card reader. Let’s look at the functions of both separately.

Inserting Paper Roll:

Using A Chip Card:

Using A Chip Card

Using A Magnetic Cards:

Using A Magnetic Cards

Contactless Payment:

Contactless Payment

How To Use Traditional Card Reader

dejavoo z11 credit card terminal

How To Use Android Terminal

The method to process payments at Android terminals is straightforward and self-explanatory.

pax terminal

How To Use POS Machines As Cashiers

Take Away

Today's POS systems are smarter than ever. Setting up the system is very easy and takes only a few minutes. Especially for small steps up, having an iPad and a card reader is enough to get started. You don't need any technical resources; you have confidence, and you can save a significant amount of money.


Can I use POS without a card?

Yes, you can use POS without a card in the following situations:

  • Through digital wallets, i.e., Apple Pay, Google Pay, and other mobile wallets.
  • Some POS allow you to pay with virtual cards. These cards were digitally created.
  • In some card readers, there is an option to enter the card number to process the payment manually.
Do POS machines need WiFi?

Not all of the machines required WiFi. Traditional machines are standalone devices that do not require WiFi; they are Ethernet-based and require wire connectivity. On the other hand, modern machines are cloud-based, so they require an internet connection to operate.

Can I use my phone as a POS?

Yes, in this smart era, you can utilize your phone for point-of-sale transactions. This can be done through different methods.

  • By installing the POS application on your Android phone.
  • Today, card readers are easily attached to your phone, allowing you to accept payments through cards.
  • You can accept payments through mobile wallet applications such as Apple Pay, Google Pay, and Samsung Pay.
  • Some mobile POS solutions allow you to generate QR codes for customers to scan.
William Bennett Author Of Poslinksolution

William Harrison

William is a consultant providing expertise in business management. He has successfully integrated POS systems into various businesses, demonstrating a passion for improving processes and offering financial advice. With a decade of experience in dealing with POS systems, payment gateways, and ATMs, he is also a passionate writer about finance and accounting.