Retail Solutions

How to Use Your POS System: A Step by Step Guide

How to Use Your POS System: A Step by Step Guide
How to Use Your POS System: A Step by Step Guide

How to Use Your POS System: A Step by Step Guide


Point of Sale (POS) systems have revolutionised the way businesses manage their transactions, inventory, and customer data. Whether you’re a small business owner or managing a large retail chain, understanding how to use your POS system efficiently can streamline operations and enhance customer experience. In this step by step guide, we’ll walk you through the process of effectively utilising your POS system to its full potential.


How to Use Your POS System: A Step by Step Guide


Step 1: Hardware Setup


Before diving into the software, your POS hardware will need to be properly set up. This typically includes installing a touchscreen monitor, barcode scanner, cash drawer, receipt printer, and any other peripherals your business may need. The hardware should be placed in a convenient and accessible location for both your staff and customers.


Step 2: Software Installation and Setup


Choose the Right POS Software: Select a POS system that aligns with your business needs. Each retail sector will have POS software that is specifically designed for it’s needs. For example, a restaurant will require many different features and functions to a supermarket. Cloud based systems are also becoming popular due to their accessibility from various devices and locations.

Install the Software: The software provider will usually install the point of sale software on your designated devices.

Configure System Settings: Customise your POS system settings, including tax rates, currency, receipt formatting, and user access levels. This ensures that the system is tailored to your business requirements.


Step 3: Adding Products and Inventory Management


Add Products: Input all your products into the system. Include detailed information such as product name, reference, description, price, and any applicable barcodes or SKUs.

Categorise Items: Organise your products into categories or departments. This will simplify the checkout process and help you keep track of sales by product type.

Set Stock Levels: Assign initial stock quantities to each item. As products are sold, the system will automatically update inventory levels.


Step 4: Sales Process


Start a Sale: Begin a new sale by selecting items from the product list or scanning their barcodes. The system will calculate the total cost and tax.

Payment Options: Offer various payment methods such as cash, credit/debit cards, mobile wallets, and gift cards. Some POS systems integrate with payment processors for fast and accurate transactions.

Discounts and Promotions: Apply discounts or promotions if applicable. Modern POS systems allow you to create and apply discounts directly during the checkout process.


Step 5: Customer Management


Capture Customer Information: If your POS system supports it, collect customer information like names, email addresses, and phone numbers. This enables you to offer personalised experiences and track customer purchasing habits.

Loyalty Programs: Implement loyalty programs to encourage repeat business. Accumulated points or rewards can be easily managed through your POS system.


Step 6: Reporting and Analytics


Access Sales Reports: Utilise the reporting feature of your POS system to generate sales reports. These reports provide insights into top-selling products, peak sales hours, and overall revenue.

Inventory Tracking: Monitor inventory levels through the POS system. Receive alerts when stock is running low and use automated reordering points to streamline inventory management.

Financial Insights: Some POS systems have built in accounting software, or can integrate with your preferred accounting software, making it easier to track expenses, profits, and tax liabilities.


Step 7: Employee Training


User Access Levels: Assign different access levels to employees based on their roles. This ensures that only authorised personnel can perform certain actions, enhancing security.

Training Sessions: Arrange a training session to familiarise yourself and your staff with the POS system’s features. Everyone should know how to process sales, manage inventory, and resolve common issues as a minimum.


Step 8: Maintenance and Support


Regular Updates: Keep your POS software up to date by installing updates provided by the software provider (some providers will do this automatically). These updates often include bug fixes, security enhancements, and new features.

Customer Support: Familiarise yourself with the POS system’s customer support options. In case of technical difficulties or questions, you’ll know where to turn for assistance.




Mastering the use of your POS system is a crucial aspect of running a successful retail business. By following this guide, you’ll be able get your hardware and software set up, manage products and inventory efficiently, streamline the sales process, and make the most of reporting and analytics for better decision making. Remember that while the initial setup might take some time, the benefits of a well utilised POS system are well worth the effort.



Who are we?


Retail Solutions Logo

Retail Solutions is a market-leading EPOS provider with over 25 years of business experience. Our leading sectors are forecourts, convenience storessupermarketspharmacies, off licences, and coffee shops.

We are dedicated to providing your store with the most up to date and reliable point of sale hardware, along with software management tools to help you manage your business effectively.

Our self-checkout partners are NCR, who are global leaders in self-checkout technology.


Industry leading EPOS products for supermarket, forecourt, convenience, coffee shop, pharmacy & off licence.


Want to know more? Contact us to find out how a POS system can help your business.




About the author:


Susan McGuire is originally from London, United Kingdom, and has now lived in Galway, Ireland, for 16 years. She has been with Retail Solutions for almost 8 of those, and during that time has enjoyed various roles within the areas of Maintenance, Finance, & Marketing. You can follow her on LinkedIn!

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