Point of Sale (POS) Software, Cashier Software

How is POS software structured?

POS software is usually divided into several main areas that cover different functions and tasks:

• Core functions: transaction processing, payment processing, receipt printing
• Merchandise management: item management, inventory management, ordering, stocktaking
• Customer management: customer database, customer cards and loyalty programs, CRM functions
• Reporting and analysis: sales statistics, sales analyses, employee evaluations, export functions
• Administration and configuration: user management, system settings, interfaces
• Additional modules (depending on the industry): table management, appointment scheduling, e-commerce integration

Typical software functions for POS software - Direct checkout functions

• Functions for reading product barcodes using a barcode scanner
• Functions for accessing the product database, including stock enquiries
• Deposits and withdrawals (change)
• Functions for store credit, vouchers, discounts, exchanges and complaints
• Label printing with fully customisable headers and footers
• Functions for sales staff identification and sales
• Functions for displaying scrolling text on the customer display
• Options for connecting a handheld scanner, customer display, magnetic card reader, receipt printer and cash drawer
• Creating cash reports
• Updating stock levels upon sale
• Function control via the keyboard or screen (touchscreen-compatible)
• Cash (split payments), credit card, WIR
• Exporting the receipt to an invoice or delivery note
• Receipt can be issued to a specific address (e.g. loyalty card)
• Customer prices, turnover discount, item discount, document discount
• Receipt-based parking function
• Invoice cancellation
• Receipt printing (should also be possible retrospectively)
• Scale connection
• Barcode support (barcodes showing weight and barcodes showing price)
• Daily and interim closing with a counting function
• Control of cash drawer, receipt printer, and till receipt printer
• Customer display
• In the case of cash payments in foreign currencies, change should be available in various currencies.

Typical software functions for POS software - Inventory, merchandise management

• Functions for managing limited-time promotional prices
• Product category management
• Serial number management, device history
• Automatic stock check with order suggestions
• Inventory function tools
• External stock levels (branches, external retailers)
• Importing product data from suppliers via media or import interfaces
• Functions for accessing items by item number, EAN code, text search and more
• Label printing functions
• Creating delivery notes

Typical software functions for POS software - Other functions

• Acceptance of repair orders
• Order Status Tracking
• Printing collection slips for customers in the event of repairs or servicing
• Open item management and dunning
• Email marketing features with target audience selection, PDF attachment
• Marketing tools
• Inventory using mobile scanners during the inventory phases

Typical software functions for POS software - Item management

• Promotional prices, with start and end dates that can be set
• Stock management functions for stock-taking and orders
• Customer prices, volume discounts
• Related items (e.g. a printer and, as a related item, the cable)
• Quick changes to entire product groups

Additional specific criteria and suggested questions for evaluating POS software

• Before making a software decision, conduct a thorough market research of potentially suitable solutions. Our tip: Use our free research service without any obligation. Large parts of the tender are taken over, potential solutions are presented in a structured way and the communication with the providers is documented!
• Please clarify all available configuration options for foreign currencies. Options for additional modules for future expansion or conversion should also be discussed.
• Be sure to ask about full VAT functionality. VAT details and calculations for different products, services and training courses, as well as at different rates, are important features—some of which are legally required—that POS software should always include.
• You should also ask whether the till software includes appointment and contact management features.
• An efficient quick-search system or filter functions – for example, for addresses, items and documents – is extremely useful and should be taken into account when selecting the software.
• Ask whether warning messages can be set up. This could be useful, for example, for addresses and product details.
• It should be possible to generate reports at any time. These primarily include daily and interim statements, turnover, customer statistics, and product and price lists.
• Please check whether there is a flexible printer control system available for different printers or printer bays.
• Compatibility with Microsoft Office is also important. This is a fairly general requirement for synchronising with Outlook and exporting documents and reports to Word, Excel and PDF.
• You should also check whether it is possible to import data from other systems or software. Ask whether there are any specific interfaces to other systems.
• If you do not have precise specifications for the various applications or operating modes, please enquire about standalone and network-compatible solutions.
• Ask about remote maintenance options as an add-on to on-site service or maintenance contracts. This can also be a useful option when it comes to updates and new versions, helping to minimise administration costs.
• Check whether the point-of-sale or cash register system complies with applicable legal requirements for fiscal data security, auditability, and proper digital bookkeeping standards.
• Does the checkout software take all payment methods into account? Cash, EC card, credit cards, Apple Pay, Google Pay?
• Can customers make so-called split payments, i.e. can the customer pay, for example, 50 ? in cash and the rest by card?
• How flexible is the cash register configuration? Can the quick keys - touchscreen fields be assigned individually? Can product groups and article groups be freely defined?
• How is the administration of the POS system organized? Are there user accounts with different rights assignment?
• Is the POS system geared towards a specific industry (e.g. gastronomy, services, retail incl. e-commerce)?
• Does the checkout software map loyalty programs and customer card systems? For example, are there bonuses or discounts from a certain turnover?
• Does the POS system have a table management system that enables the restaurant management to keep track of the orders at the individual tables and to recognize which tables will soon be available again?
• Can special requests for dishes, such as French fries instead of fried potatoes, be automatically forwarded to the kitchen when ordering via the POS software?