How to use a POS system

Picture this: It's your first day running your dream café, and the place is buzzing. The line is practically out the door, and you’re feeling like a rockstar. But then, a customer throws a curveball with a complicated order, and your trusty old cash register decides to jam at the worst possible moment. Panic sets in, and before you know it, you’re scribbling down the order on a scrap of paper like it's the 1950s.

Just when you’re about to let everyone know they’ll have to wait a bit longer, your eyes land on your shiny new POS (Point of Sale) system—the one you haven’t even touched yet. You take a deep breath and decide to give it a whirl. And guess what? It’s like flipping a switch. Orders are flowing, customers are smiling, and suddenly, you’re feeling like a tech genius. Welcome to the magic of POS systems, where even if you’re not tech-savvy, you can still be a pro!

What’s a point of sale system, anyway?

So, a POS (Point of Sale) system is pretty much the heartbeat of modern businesses. It’s that central hub where all your sales transactions happen. But it’s more than just a cash register on steroids—it’s a combination of hardware and software that helps you manage everything from sales and inventory to customer info. It’s all about making your life easier, making your customers happier, and giving you some pretty cool insights into how your business is doing.

Why should you care about POS systems?

If you’re running a small or medium-sized business, a POS system isn’t just nice to have—it’s kind of a must. Here’s why:

• Easy-peasy sales tracking: With a POS system, you can track sales in real-time, spot trends, and make decisions that’ll keep your business booming.
• Stress-free inventory management: Say goodbye to the days of running out of stock or over-ordering. Your POS system keeps tabs on everything in real-time across all sale channels, making reordering a breeze.
• Happy customers, happy life: Faster checkouts, more payment options, discounts creation and even loyalty programs—all things that make your customers love you and keep coming back.
• Employee management made simple: Your POS system can help you manage schedules, track hours, and even monitor performance—no more payroll headaches!
• Reporting & analytics that make sense: Get the lowdown on sales patterns, peak times, and customer preferences so you can make smart moves.
• Accuracy for the win: Automating transactions means fewer mistakes, correct pricing, and reliable financial records. No more costly errors!

Getting your POS system up and running

Ready to dive in? Setting up your POS system is a lot easier than it sounds. It’s all about picking the right one, getting the right gear, and setting it up like a pro. Let’s break it down:

Choosing the right POS system

First things first—pick the system that fits your business like a glove. Think about:

• Size and type of your business: A small boutique needs different tools than a busy restaurant.
• Budget: Keep an eye on both upfront costs for purchasing hardware and setting up your POS, as well as any monthly fees.
• Contract: Some POS providers require signing a contract for three to four years. Terminating the contract early may result in penalty fees.
• Must-have features: Make sure your system has what you need, like inventory management, customer relationship management (CRM), and accounting integrations.
• There are lots of POS systems out there, like Square, Stripe, Clover, Moneris, and Helcim. They all have their perks,and we will discuss their pros and cons shortly.

Setting up the hardware & software

Your POS setup might include:

• Terminals: Set these up to accept all sorts of payments.
• Cash registers: Connect these for smooth cash handling.
• Barcode scanners: Get these going to speed up adding products.
• Receipt printers: Set these up to give your customers their receipts.
• Workstation: In case you do not opt for an all-in-one device, you will need a workstation first.

The amount of hardware needed to process transactions will depend on your industry and the nature of your business. For example, restaurants often have complex operations, requiring not only basic hardware like workstations and receipt printers but also kitchen displays to manage orders. On the other hand, simpler businesses, such as food trucks, can process payments with minimal equipment—often just by downloading a POS app to a laptop and connecting a card reader to accept payments.

Next, you’ll need to install the software:

• Check system requirements: Make sure your device can handle the POS software.
• Follow installation steps: Usually, it’s as simple as following a guide. Helcim, for example, makes it super user-friendly with step-by-step instructions and solid support.

Remember that some of the payment processors might want you to create a merchant account before you can procure their POS.

Getting everything configured

Now it’s time to set up a system for smooth operations, depending on who is your provider one or all of the below steps will need to be taken to set up completely.

• Basic Setup: Enter your business details, configure tax rates, and set the appropriate time zone and currency.
• Payment Processing: Connect your POS to a payment processor, enable various payment methods, and configure tipping options if needed.
• Inventory Management: Add products to your catalog, manage stock levels, and set up supplier information for reordering.
• User Permissions: Create employee accounts with role-specific access levels to control what they can view or modify.
• Customer Management: Build a customer database, set up loyalty programs, and segment customers for targeted marketing.
• Sales and Discounts: Configure pricing rules, discounts, and product bundles to enhance sales strategies.
• Receipts and Invoices: Customize receipt layouts, create invoice templates, and include your return policy on all transactions.
• Hardware Configuration: Connect and configure essential hardware like printers, cash drawers, and barcode scanners for smooth operation.
• Reports and Analytics: Set up regular sales, inventory, and employee reports to monitor business performance.
• Integration with Other Systems: Integrate your POS with accounting, eCommerce, CRM, and marketing tools for unified management.
• Compliance and Security: Ensure PCI compliance, configure data backups, encrypt sensitive data, and set up security alerts.

While this is a generalized way to set up for any POS system, let’s now highlight some of the specific benefits of Helcim. With Helcim, you can create multiple accounts with different levels of access, so your employees only see what they need. You can also add tips, discounts, and even apply custom taxes. Helcim users also benefit from built-in customer and inventory management tools, and can integrate the system with QuickBooks Online and Xero, allowing them to start operating their business more quickly without the need for additional software.

Using your POS system

You’ve got it set up—now what? Explore your equipment and get familiar with it. Use the guides and learn about the basics. Next up, your dashboard is your new best friend. It’s the central hub of your POS, giving you a snapshot of sales, inventory, and customer data. Helcim’s dashboard is super intuitive, with real-time tracking and easy access to reports.

Here’s a quick rundown of the basics:

Processing sales

Process payments right away by inputting a custom amount on your point-of-sale numpad or adding items from your inventory. If you need to apply discounts or enable tips, Helcim makes it easy to do that during checkout.

Accepting payments

A good POS system lets you accept all kinds of payments:

• Cash: Handle these transactions quickly.
• Credit/Debit cards: Swipe or tap—it’s all good.
• Mobile payments: Accept payments through Apple Pay, Google Wallet, and more.
• ACH: Easily accept ACH payments for high-ticket services and subscription plans.

Issuing receipts

After every transaction, you can print or email receipts to customers. Helcim even lets you customize them with your branding and important info.

Managing inventory

Add new products, update stock levels, and set up alerts for low inventory so you never run out of popular items. Helcim’s inventory management tools make this a breeze.

Customer management

Create customer profiles to track purchase history and preferences. Helcim’s POS system helps you manage customer data with much ease, making sure your customers keep coming back.

Extra goodies

Most POS systems, like Helcim, come with a bunch of extra features, like:

• Reporting & analytics: Get detailed reports and use customer data to make smart business decisions.
• Online & in-store sales integration: Sync your inventory across all channels to keep everything in check.
• Returns & refunds: Process returns and issue refunds easily, keeping your customers happy.

Pro tips for a smooth ride

Make sure your team knows how to use the POS system well. Keep training them on updates and new features. And don’t forget to protect customer data—secure transactions and follow best practices to prevent fraud.

Wrapping it up

Using a POS system isn’t just smart—it’s essential for modern businesses. It makes your daily tasks easier, keeps your customers happy, and gives you insights to grow your business.

Among its competitors, Helcim shines among POS systems with its user-friendly interface, transparent pricing, stellar customer support, and advanced features. Whether you’re just starting out or running a big operation, Helcim’s got the tools to help you succeed. Ready to streamline your business and see some growth? Helcim’s the way to go.

But hey, don’t just take our word for it—check out what our customers are saying about our POS system!

Ready to explore your options? Take a closer look at Helcim and see why they’re a top choice for businesses that want a reliable, cost-effective POS system as compared to others. Helcim’s buyout program can give you further motivation to switch. Have questions or need more personalized advice? Click below to find out more