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.
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.
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.
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.
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.
Display/Monitor
To display transaction, product, and billing details.
Customer Display
This is a customer-facing screen to show them their shopping details during billing.
Mouse and Keyboard
To enter digits or numbers for billing.
Card Reader
For card swaps and EMV card inserts.
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)
For restaurant business to keep in the kitchen.
Cash Drawer
For storing cash received from customers during transactions. They usually open electronically upon the completion of billing entries.
Barcode Scanner
To quickly scan product identification and price.
Receipt Paper
Paper is used in the receipt printer to print billing and payment details.
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:
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.
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.
Once you are familiar with all types and parts of the devices, it’s time to discuss connectivity.
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.
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.
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.
The method to process payments at Android terminals is straightforward and self-explanatory.
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.
Yes, you can use POS without a card in the following situations:
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.
Yes, in this smart era, you can utilize your phone for point-of-sale transactions. This can be done through different methods.
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.
