Simplify Your Point of Sale Solution

Do you ever find yourself in line at one of those retail superstores, staring longingly at the sophisticated Point of Sale (POS) systems and components?

If so, you've probably already looked into POS solutions for your store, and quickly realized that most high-end systems — even the lowest priced options — are simply too expensive for the average small business.

But if you make even a handful of sales on each business day, having an efficient POS system is a necessity, not a luxury. Here are five tips on how — and where — to find the right POS system for your business.


Understand POS basics and optimize your solution.

Most point of sale systems consist of multiple components, including software as well as several interconnected types of hardware that connect to your PC, such as a cash drawer, barcode scanner, receipt printer, or credit card swipe system. Before you buy, take time to think about what type of POS system will meet the needs of your particular business.

While you may choose to use just point of sale software without any add-on components, there are some common add-ons that can make selling to customers more efficient. For example, you might want to add a receipt printer, so you can provide the small receipts associated with cash registers. Or many companies prefer to use a bar code scanner to enter inventory data and quickly ring up sales. A scanner saves time and always increases accuracy in reporting. So do plenty of research, to ensure that you know what add-ons your business really needs.

Find devices that have been tested together and can work together seamlessly.

Most likely, you don't want to be concerned about the compatibility of a set of hardware from manufacturers you probably aren't familiar with. So before you buy any POS components, check to see how compatible they are with your existing POS tools. If you decide to upgrade or add new hardware, make sure you confirm with the manufacturer that they'll work with the systems you already have in place. Many manufacturers and vendors post compatibility specifications on their Web sites, so that's a good place to start your research.

On the other hand, if you know your business requires a new, complete point of sale system, then it's wise to buy an entire POS solution. The QuickBooks Point of Sale Solution for Retailers is a complete set of tools. And many Value Added Resellers (VARs) specialize in assembling entire POS solutions too, although they may carry a high overall price tag. Either way, by purchasing a total system, you can rest assured that all the components have been tested together and can integrate with the accompanying software. Plus, getting started will be faster and easier than if you buy separate components and integrate yourself.

Check to see if the systems are — or can be — integrated with QuickBooks Financial Software.

A POS system that integrates with QuickBooks can save you hours of time by eliminating double entry of critical sales information and customer data into both QuickBooks and your point of sale system. In addition, a good POS system will offer inventory functionality that is right for your retail business. Specifically, point of sale software will give you more control over your inventory and ensure accurate inventory management.

Look for a system that allows you to get started quickly by importing your existing inventory, customer and vendor data from QuickBooks into the point of sale software. Also make sure that the solution you choose provides an easy way to transfer summarized sales data back into QuickBooks at the end of your business day. This type of integrated solution will increase the accuracy of your data and save you valuable time.

Intuit as well as other software manufacturers offer POS systems that integrate with QuickBooks. Check out the QuickBooks POS offering and also go to the QuickBooks Solutions Marketplace for a complete list of vendors.

Shop for systems over the Internet or at a retail outlet.

The biggest hurdles in getting a POS system up and running are actually finding the right devices, installing the system, and training employees on how to use the tools and software. While many mid-sized companies use systems integrators for those tasks, small businesses can't always afford these services.

New POS systems, like PCs, have become much more plug-and-play. Look for software and devices that are sold directly from the manufacturer, on the Internet, or through office supply stores. Vendors that sell systems and software directly to customers usually have solid, well-written documentation and technical support. And they may also offer training classes and/or live online help. Look for the options that are right for you before you buy.

Evaluate or complete a demo of a system before buying.

Once you've whittled down your list of potential systems to one or two, take the time to check out a demo of each. Compare features and function sets in each product. And see if you can easily understand how data can be adjusted, corrected and used in reports.

And if possible, look for a money back guarantee or the opportunity to try before you buy. It's wise to thoroughly investigate a system and get comfortable with it before you spend time training employees and entering entire lists of inventory.