Setting up a POS system can be overwhelming for small business owners with limited budgets. Below we work our way through all the necessary steps and components you would need to have your POS system up and running in no time.
What are the Components of a POS System?
A POS system is a combination of both software and hardware components. Before learning how to set up POS system, we first need to understand these components, their functionalities and contact points.
- POS Terminal - This is the main POS device that handles the transactions. It can be a desktop, tablet or POS machine made specifically for taking orders and processing payments.
- Barcode Scanner - Used to scan product barcodes, helping to quickly add items to a transaction and update inventory levels.
- Receipt Printer - Producing transaction receipts for customers is a basic requirement for almost all businesses.
- Cash Drawer - It holds cash, currency and receipts safely. The machine is also typically connected to the receipt printer or terminal and opens automatically after each sale.
- Card Reader - This module allows customers to pay using their credit card or debit card. Most modern systems now also facilitate contactless mobile payments.
Choosing the Right POS System
Now that you understand the components, it's time to go shopping and select a POS system for your restaurant. Ensure to thoroughly research the available options and make sure the selected POS system meets all your requirements. Other than that, ensure the system you are going with offers all of the advanced features.
- Ease of use
- Multi-site compatibility
- Multiple payment gateways
- Low fees
- 100% white label for maximum customisation
- Reliable customer support
- Ease of integration with existing modules—tableside ordering systems or kitchen display systems
- Comprehensive reporting
- Multichannel CRM to facilitate multichannel customer relations
- Marketing integration
- Cloud-based
- Global access for management and owners
If you want to save yourself from all the research and comparison, 3S POS is a great option for small restaurants. It's the best POS system currently available in the UK and meets all the abovementioned points. Check out the frequently asked questions about 3S POS EPOS solutions to find out how easy it is to set up.
Setting Up the Hardware
Now that you have acquired the POS system, it's time to start setting it up. The first step, of course, is to set up the hardware. This step includes connecting and configuring different hardware components to build a system. Here are the steps involved.
Setting Up the POS Terminal
- Unpacking - Unpack the POS terminal and begin inspecting it; ensure you have all components, like power cables, connectors, etc.
- Terminal Placement - Next, select a place for your POS system setup. The spot should be close to the exit door and should be easily accessible both by the customers and staff. Also, ensure there's a power outlet near the terminal or you might have to run open cords, which can be a safety hazard.
- Power On - Connect the terminal to power and turn the system on. If you have a POS tablet or handheld POS, ensure that it's charged.
- Network Connection - Connect the terminal to your wifi or use an Ethernet cable for a wired connection.
- Install the POS Software - Now that you have your hardware set up, it's time to install the software. Some hardware solutions come with the software being pre-installed, while for others, you will have to download and install the system as per instructions provided by the POS provider. Either way, you will have to run the system and allow it to synchronise with the cloud.
- Login - Use the credentials provided by the POS provider to login to the system and familiarise yourself with the interface.
Connect the Barcode Scanner
- Connect to Terminal - Barcode scanners typically connect using a USB. Plug the USB cable into one of your terminal's USB ports. If everything is compatible, your POS software will automatically detect the scanner. If the scanner is not included in your package, make sure to purchase the scanner recommended by the POS provider.
- Configure - If the system doesn’t automatically pick up the scanner, you might need to install drivers and configure the scanner manually. To do so, you must download and install the drivers from the manufacturer's website and configure the scanner by going to your POS settings and searching for tabs related to input devices.
- Scanner Test - After being connected, open your POS, click on “Add Product” or similar tabs and select Add With Barcode Scanner. Now, scan any product barcode. The product should appear on the terminal screen if it is properly connected.
Configuring the Receipt Printer
- Set Up the Printer - Connect your thermal printer to the system using an Ethernet cable, USB cable or Bluetooth.
- Configure - If the system doesn't recognise it automatically, you will have to configure it manually based on the instructions provided by the POS provider. You will need to choose the printer model and configure your receipt format.
- Test - Add a paper roll to the printer and try printing a demo receipt. If everything goes well, you'll have a printed receipt without any issues.
Setting Up the Cash Drawer
- Placement - Keep your cash drawer safe and easy to get at, usually below counter height.
- Connect to Printer - Most cash drawers connect directly to the receipt printer. Plug the cash drawer cable into the appropriate port on the printer.
- Test - Run a mock transaction to see if the drawer opens up automatically.
Installing the Card Reader
- Placement - Most modern card readers have Bluetooth and are mobile, so you can place them anywhere you want. Just make sure they are always in your eyesight to ensure safety.
- Connect to the Terminal - Turn on your card reader and follow the instructions to connect it to the POS terminal. Make sure it’s fully charged or connected via wire to the device.
- Test Transaction - Make a test transaction with the card to see if everything works smoothly.
Configuring the Software
With the hardware ready, it's time to configure the software.
- Login and Setup - Use the credentials provided by the vendor to log in to POS software. Add the required information in the initial setup wizard, such as name, address, currency, etc.
- Products and Services - Manually enter or import your POS system's product catalogue. Remember to include info such as prices, SKUs and categories.
- Configure Tax Rates - Configure tax rates applicable to your products and services, along with additional tariffs and government fees on transactions.
- Add Payment Methods - Configure your payment methods (cash, card and mobile payments) and link your bank accounts to accept online payments. You will also need to configure additional options related to payments, such as tips, discounts and refunds.
- User Permissions - Create user accounts for your staff, assigning different permission levels based on their roles. This controls access to sensitive data and functions within the POS system.
- Integrate with other systems - If your POS system supports integration, connect it to accounting software, inventory management tools, CRM solutions, an online ordering system or any other modules that you have in place.
Training & Go-Live
Once your hardware is all set and software configured, you’ll need to train your staff.
- Employee Training - Conduct in-depth training lessons about how the POS system works and run through sales checkouts to refunds.
- Dry Run - Allow a little extra time to do some test transactions before you go live. It's the best way for your staff members to practice and identify any issues before customers are stood in front of you.
Conclusion
The process of setting up your POS system may sound intimidating, but with the right approach, it becomes fairly straightforward. Carefully choosing your system, setting up the hardware correctly and training your staff the right way will allow you to easily implement your POS system.
For almost 20 years, 3S POS has offered one of the most flexible EPOS systems to international brands such as Caffe Concerto, Chaiiwala, Heavenly Desserts, Pepe’s Piri Piri, GDK and thousands more delighted customers.
If you are looking for an Restaurant POS System that will not just help you accept payments but includes staff management, inventory management, multi-site management, loyalty programs, and much more, speak to our sales for a free demo.