POS Terminal
Process sales transactions quickly and efficiently
The POS Terminal is the central interface for processing sales transactions. It provides a fast, intuitive experience for cashiers and sales staff to handle customer purchases, apply discounts, process payments, and generate receipts.
Terminal Features
Transaction Processing
- • Barcode scanning for quick item entry
- • Manual item search and selection
- • Quantity adjustment and item removal
- • Custom item entry for special orders
- • Transaction hold and recall functionality
Payment Handling
- • Multiple payment methods (cash, card, digital)
- • Split payment processing
- • Foreign currency conversion
- • Change calculation for cash transactions
- • Integrated payment terminal support
Customer Management
- • Customer lookup and selection
- • Quick customer creation
- • Loyalty points tracking and redemption
- • Customer purchase history access
- • Special pricing and discount application
Receipt Options
- • Customizable receipt templates
- • Digital receipt delivery (email/SMS)
- • Gift receipt generation
- • Receipt reprint functionality
- • QR code for digital receipt access
Integration with Enterprise Systems
Connected to Financial Systems
The POS Terminal integrates with your financial systems to ensure accurate accounting and reporting.
Sales transactions are immediately recorded in the financial system, updating general ledger accounts for sales, taxes, and inventory.
End-of-day reconciliation processes match POS transactions with payment processor records and bank deposits.
VAT and other tax collections are automatically categorized and reported to simplify tax compliance and filing.
Terminal Architecture
The POS Terminal is built on a robust architecture designed for speed, reliability, and offline capability:
User Interface Layer
A responsive, touch-optimized interface that works on various screen sizes from desktop monitors to tablets. The UI is designed for speed with large touch targets, keyboard shortcuts, and minimal screen transitions.
Business Logic Layer
Handles pricing calculations, tax computation, discount application, and inventory validation. This layer enforces business rules such as minimum pricing, discount limits, and inventory availability.
Data Management Layer
Manages local caching of product data, customer information, and transaction history. Supports offline operation with transaction queuing and synchronization when connectivity is restored.
Integration Layer
Connects with payment processors, receipt printers, barcode scanners, cash drawers, and customer displays. Provides APIs for real-time integration with inventory, customer, and financial systems.
Processing a Sale
1. Start Transaction
Begin a new transaction by selecting "New Sale" or automatically when scanning an item.
System Action: The system creates a new transaction record with a unique identifier and timestamps the start of the transaction. It prepares the transaction screen and activates connected peripherals like barcode scanners.2. Add Items
Scan barcodes, search for items, or select from category menus to add products to the transaction.
System Action: For each item added, the system:- • Retrieves current pricing, including any active promotions
- • Checks inventory availability
- • Applies any category-specific tax rules
- • Updates the transaction total
- • Displays item details on the customer-facing display (if available)
3. Apply Customer Profile (Optional)
Search for and select the customer to apply their profile, loyalty status, and special pricing.
System Action: When a customer is selected, the system:- • Loads customer details including loyalty status and available points
- • Applies any customer-specific pricing or discounts
- • Recalculates the transaction with applicable customer benefits
- • Prepares loyalty point accrual calculations
4. Apply Discounts (Optional)
Add manual discounts, apply promotion codes, or redeem loyalty points.
System Action: The system validates the discount against authorization rules and applies it to the appropriate items or the entire transaction. It records the discount type, amount, and authorization for audit purposes.5. Process Payment
Select payment method(s) and complete the payment process.
System Action: The system:- • Displays payment options based on configuration
- • For card payments, initiates the payment terminal integration
- • For cash, calculates and displays change amount
- • For split payments, tracks remaining balance
- • Records payment details including method, amount, and authorization codes
6. Complete Transaction
Finalize the sale, generate receipt, and update inventory and customer records.
System Action: Upon completion, the system:- • Finalizes the transaction record with completion timestamp
- • Updates inventory quantities for all items sold
- • Awards loyalty points if applicable
- • Generates and prints/emails receipt based on customer preference
- • Opens cash drawer if cash payment was received
- • Sends transaction data to integrated systems (accounting, ERP, etc.)
- • Prepares the terminal for the next transaction
Special Transaction Types
Returns and Exchanges
Process customer returns and product exchanges.
- Select "Return" or "Exchange" from the transaction type menu
- Scan or search for the original receipt
- Select items being returned or exchanged
- For returns: process refund to original payment method when possible
- For exchanges: add new items and calculate price difference
- Complete the transaction and update inventory
The system enforces return policy rules such as time limits and receipt requirements. It also tracks return reasons for reporting and quality control.
Layaway and Deposits
Manage partial payments and item reservations for future pickup.
- Create a normal transaction with all items
- Select "Layaway" or "Deposit" as the transaction type
- Set the deposit amount or percentage
- Process the initial payment
- Set the expected completion date
- The system reserves inventory and generates a layaway agreement
When the customer returns to complete the purchase, the system recalls the layaway, calculates the remaining balance, and processes the final payment.
Custom Orders
Process orders for custom-made items like tailored garments.
- Select "Custom Order" from the transaction type menu
- Create or select the custom item with specifications
- Record measurements and customization details
- Calculate pricing based on materials, labor, and complexity
- Process deposit payment (typically 50%)
- Generate work order for production team
The system tracks the order through production stages and notifies staff when it's ready for final payment and customer pickup.
Gift Cards and Store Credit
Sell and redeem gift cards and store credit.
- For selling: Select "Gift Card" from the product menu and set amount
- For redeeming: Select "Gift Card" as a payment method
- Scan or enter the gift card number
- The system validates the card and available balance
- Apply the amount to the transaction
- The system updates the gift card balance
The system tracks gift card issuance, redemption, and balances. It also handles expiration dates and activation requirements based on configured policies.
End-of-Day Procedures
1. Cash Drawer Count
Count cash in drawer and reconcile with system-expected amount.
System Action: The system provides a counting interface where the cashier enters quantities of each denomination. It calculates the total and compares it with the expected amount based on recorded cash transactions, highlighting any discrepancies.2. Payment Reconciliation
Verify that all electronic payments match processor records.
System Action: The system generates a report of all card and digital payments, which can be compared with payment processor batch totals. Any discrepancies are flagged for investigation.3. Generate Reports
Create daily sales, tax, and transaction summary reports.
System Action: The system automatically generates end-of-day reports including sales by category, payment method totals, tax collected, discounts applied, and cashier performance metrics.4. Close Terminal
Officially close the business day and prepare for the next day.
System Action: The system finalizes all transactions for the day, updates accounting records, backs up transaction data, and resets daily counters. It may also initiate data synchronization with central systems and perform maintenance tasks.
Real-World Example
"At Elegant Tailors, a customer brings three items to the counter: a custom-tailored suit that was completed today, a ready-made silk tie, and a pair of cufflinks. The sales associate scans the barcode on the suit's tag, which pulls up the custom order details including the 50% deposit already paid. The tie and cufflinks are scanned from their product tags. The system recognizes the customer from their phone number and applies their loyalty discount of 5% to eligible items. The customer wants to pay the remaining balance with a combination of a gift card they received and their credit card. The sales associate processes the gift card first, which reduces the balance, then completes the transaction with the credit card for the remaining amount. The system automatically updates inventory for the tie and cufflinks, marks the custom suit as delivered, adds loyalty points to the customer's account, and emails a receipt with a satisfaction survey. The entire process takes less than two minutes."
Troubleshooting Common Issues
Payment Terminal Connection Errors
If the payment terminal fails to connect or process payments:
- Check physical connections and power to the terminal
- Verify network connectivity for the terminal
- Restart the payment terminal application
- Contact payment processor support if issues persist
Barcode Scanner Issues
When barcodes aren't scanning properly:
- Clean the scanner window
- Check that the scanner is properly connected
- Verify that the barcode is not damaged or low quality
- Try manual entry of the product code as an alternative
System Slowdowns
If the terminal becomes slow or unresponsive:
- Close unnecessary applications running in the background
- Check network connectivity if using cloud-based features
- Restart the terminal application
- Contact IT support if performance issues continue
Pro Tips
- • Learn keyboard shortcuts for common functions to speed up transactions
- • Use the "Quick Items" feature to create buttons for frequently sold products
- • Create customer profiles in advance for regular clients to speed up checkout
- • Regularly check for system updates to ensure you have the latest features and security patches
- • Practice different transaction types during quiet periods to build proficiency