POS System: Frequently Asked Questions (FAQs)

Why can't I just stick with paper records?

It takes a considerable amount of time to record every business transaction by hand. And that doesn't even include the time to duplicate the information into a spreadsheet or database for further analysis! A POS system can keep track of all sales, returns, taxes, inventory, etc. so you can concentrate on other aspects of the business. While POS takes an investment to get started, the time savings and productivity increase more than makes up for the expenditure.

What equipment do I need to get set up?

POS customers need a phone connection, Internet access, and working electrical outlets. If you have these components, vendors can set you up with POS in a cinch! You don't even need to own a computer since most vendors provide one as part of the entire system package.


How can POS help prevent theft?

POS systems provide multiple tools to stop shrinkage before it eats into your profits. Various applications allow you to track every item in your inventory so you can estimate exactly how much profit you should realize for every sale and pinpoint problems with your margins. If there are discrepancies, it will raise immediate red flags so you can address the problem head-on.


I'm not that computer savvy. Will I be able to use POS and its functionality?

Absolutely. A vendor can help you set up the software to do the things that you want. You'll then be able to navigate through a series of menus that's easy to follow. When the vendor sets you up, they will provide full training with you and your staff for how to use it. And if you have a problem, a POS customer service professional is just a phone call away!

Can POS handle sales or manage inventory?

Both! You can enter your daily transactions AND check inventory…but that's just the beginning! POS software also allows you to track sales performance, generate different reports, set up reminders for inventory that's getting low, and plan future sales campaigns. You can use the customer data you collect to target effective sales campaigns and stock your shelves with the items they purchase the most.


When do I need wireless?

Business people on the go depend on wireless POS technology, particularly those that do trade shows, work in restaurants, or conduct any business where they want to enter transactions without having to walk over to a stand alone terminal.


Should I buy a flat-screen LCD monitor, or a less expensive CRT monitor?

There are too many benefits to LCD displays over CRT that you shouldn't ignore. They will last much longer, they don't require as much electricity, and they take up less space. Plus, they are far more attractive. CRT screens are fine for low volume sales and if you're not sure that POS is right for your business. But with the additional benefits afforded to flat screens, there will be little cost difference between the two.


What's better: a thermal printer or a dot matrix printer?

For most businesses, a thermal printer works best. There are less moving parts so it's less likely to break down. It's also the only option if you are going to work wirelessly. However, dot matrix printers are safer choices in hospitality kitchens since the heat from the ovens, grills, and fryers could warp thermal paper and ink.


What happens if my POS breaks down while conducting business?

This is one of the top reasons why it's important to back up your database frequently. System failures can happen for a variety of reasons – power outages, system crashes, viruses, natural disasters, etc. By implementing a backup solution (preferably offsite so your critical data is protected), you ensure the system is always up and running when you need it the most. More importantly, by backing up data, you ensure you can retrieve all customer information, sales figures, and custom reports you have saved prior to the crash.


What kind of customer support can I expect?

We'd like to give you a cut and dry answer. Unfortunately, there isn't one. Customer service policies will vary from vendor to vendor. While one might have round-the-clock telephone support and local repair technicians, others may only have phone support during normal business hours and can only schedule repair requests a full day in advance.

This is one of the key advantages to meeting with multiple vendors during your POS search. Since customer support is likely one of your most pressing needs, you can look into the offerings of different vendors and take your time before making a purchasing decision.


What if I need POS for multiple locations?

For large businesses that need several POS systems in various locations, you generally have two options. The first is each location operates independently with its own terminal and software. You can then send reports over to the corporate offices at the end of the day or week.

The second option involves connecting all terminals to a central server allowing reports and sales figures to be uploaded and downloaded in real time. The benefit of the second option is that it's available remotely. However, with several terminals working on the same server, backlogs are possible if all locations try and send information over at once.

With both solutions, it's imperative to have a robust back up solution since the central server connects all locations – if it fails, every location could be inoperable.


Do I need to license the software?

You typically need an individual license for each terminal hosted on your network. Vendors can offer volume discounts depending on the number of licenses you need.

Is it important to have a maintenance contract?

It's certainly worth the expense if you want to stay up and running at all times. Once you get set up with a POS system, you will use it for day-to-day operations and future business analysis. If the machine breaks down or you experience a disaster, you probably don't want to be without it for too long.

Depending on the vendor, a maintenance contract can cost a few hundred dollars per year and provide you with peace of mind so you can concentrate on running and growing your business.

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