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Point of Sale

What is POS System and How Does It Work?

17 April, 2023


Here’s a detailed guide about POS systems and how POS systems can streamline your business operations. 

As the owner of a small business, you are most likely committed to handling everything on your own. Nevertheless, juggling the responsibilities of CEO, marketing manager, accountant, and all of these other positions can be quite stressful.

Now is the time to learn how to work smarter, not harder, as overwork is the leading factor in the majority of cases of burnout experienced by business owners. A Point of Sale (POS) system is an excellent stepping stone for this journey.

It raises many questions what is a POS system? and what it can do for you? and which POS system to buy for your business? Lucky for you, we went ahead and compiled a list of everything you need to know about POS. No need to thank us; instead, just sit back, relax, and let your mind wander as you gaze upon all the things you need to know about the POS system.

So, what exactly does a POS system do? Typically, it goes like this:

Point of sale system transaction example
  1. A customer decides to purchase your product or service: If you have a store, a salesperson may ring them up. The colleague could check the item's price with a barcode scanner. Advanced POS system like Moneypex lets you scan things with your device's camera. After adding products to their cart, online shoppers click the checkout button.
  2. The item's price, including sales tax, is calculated by your POS: Then the system changes the inventory count to show the item sold.
  3. Customer makes payment: To complete their transaction, the customer must use a credit card, tap card, debit card or cash, etc. Your customer's bank must authorize the transaction based on their payment method.
  4. Point of Sale transaction is completed. This is the point at which you formally make a sale. After payment, you send or hand over the goods to the customer.

Table of Content

Before showing you the features and benefits of Moneypex POS software, here’s a beginner’s rundown on what exactly a point of sale software is.

What is POS System?

what is POS system- Infographic

A POS system is combination of hardware and software. A point of sale (POS) system is a system used by businesses to manage sales transactions. It is the place at which a consumer pays for goods or services at a store. Simply put, every time a customer makes a purchase, they are executing a point-of-sale transaction.

 A POS in a shop used to be a large cash register with a ledger to record transactions and sales. Today's hassle-free solutions automate basic consumer purchases and inventory management, and advanced Point of Sale software extends beyond credit card processing to enable merchants and restaurants to implement mobile POS system features, contactless payment alternatives, e-commerce integration capabilities, and more.

POS Software 

Point of Sale (POS) software is the operating system that is used to operate physical stores and sell products directly to customers. It is what the employees at the store use to locate products, add them to a customer's purchase, and receive payments from customers.

Additionally, there are significant features included in POS system, such as sales reporting, inventory management, and integrated loyalty programs.

Types of POS software 

There are two types of POS software in the market offline and online POS software. 

Offline POS Software 

Offline POS, or point of sale, allows businesses to process customer transactions without an internet connection. It has many advantages but disadvantages as well.

Online POS Software 

The latest point-of-sale technology is cloud-based POS, which is sometimes referred to as software as a service or SaaS. Your information is saved in the cloud, making it simple to retrieve it from any location across the world provided that you have a reliable internet connection. Its biggest advantage is that you can access all of your crucial business data at any time, from anywhere. Also, it backups up data automatically, so you need to manually do it every day. 

POS Hardware and Accessories

In addition to purchasing a POS system, appropriate hardware must also be required. Having the correct hardware expedites and simplifies transaction procedures, resulting in greater customer satisfaction and increased income.

  • Touchscreen Displays and Tablets

Touchscreen In-store enterprises are increasingly utilizing PCs or tablets from Apple or Android. They have touch screens that allow users to rapidly find the information they require. Additionally, customers may select payment options. Additionally, they do not require much space, and a stand can keep them secure.

  • Receipt Printers

A receipt printer comes in useful for consumers who like traditional paper receipts. In addition, receipts serve as evidence for clients who need to return things. Printers are available in various sizes and link to the leading POS systems through USB or Bluetooth. Additionally, it includes easily replaceable paper rolls.

  • Electronic Cash Drawers

Some individuals, such as the elderly, prefer to use cash and coins. Therefore, cash drawers remain relevant. A cash drawer enables users to swiftly take money and distribute change from bills and coins. Additionally, they hold profits for a particular day, shift, or week and are often empty at closing time.

  • Credit Card Terminals

They're called credit card readers. Some refer to these as POS cash drawers. They often perform the same function, allowing you to slide or insert credit and debit cards and read them for transactions. In addition, they provide a numeric keypad for entering PINs if necessary. Sure. Electronic payments and e-wallets are rising in popularity, but it is essential to maintain credit card readers and cash drawers for consumers who prefer "conventional" payment methods.

  • Barcode Scanners

Investing in either a portable or fixed barcode scanner expedites the checkout process. Handheld scanners are useful when you need to scan bulky things such as large packs of diapers, giant cases of water, and similar items that you or your clients cannot remove from the shopping basket. Handheld scanners are also useful for performing inventory duties. Scan the barcode, and the item will be automatically counted.

Primary Features of POS Software

Here are the basic POS features that you should look for before purchasing a POS software. 

Inventory Management 

With a practical inventory management function, you may scan products with barcode scanners, track inbound or outbound items, and much more. Some systems also include extra capabilities like vendor purchase orders to track stock for numerous vendors at the same time, item types with serial numbers, and product variants for multiple styles, sizes, and colors.

And if we particularly talk about Moneypex POS system, it also gives low-stock alerts for each product. 

Multistore Management 

Advanced POS system like Moneypex can handle many stores in a single place, giving you flexibility to manage each store's sales, inventory, income, and everything separately or combined as well. Multistore management with moneypex POS is easy as it helps you generate reports stores-wise so you can clearly estimate from which store you’re earning the most.

Employee Management

A POS solution makes it easier to track staff productivity, manage schedules, and determine pay rates. Strong security systems help prevent employee theft. Manage their working house, track sales by each employee, and much more.

Customer Management 

Maintaining customer information is crucial. A customer management system has a searchable patron database containing customer profiles, shopping habits, and special notes. This database allows loyalty programs and offers. VIP, ordinary, and staff clients can be grouped to receive special discounts.

Accounting and Finance

Most importantly POS solution handles all accounting-related things of a business, your daily to yearly income, and even your profit loss. It also handles billing and invoicing which means smoother operations every day. 


A POS system must be configured so that it may be readily integrated with other modules such as accounting, inventory management, time and attendance, loyalty and vouchers, and so on. As data is manually transferred from one system to another, a well-integrated POS solution leaves less possibility for errors and conflicts.


With this functionality, one can track the number of products sold and the money made on each product. Once the business knows which goods are more profitable, it can better allocate resources. According to studies, 45% of single-store businesses want sales reporting and data analytics capabilities, while 51% do not have a POS system.

Benefits of POS Software 

  • Increased Productivity, Greater Accuracy

POS helps manage employee productivity, timetables, and pay rates. Strong security systems help prevent employee theft. Large numbers of comped items and/or canceled transactions imply employee theft.

Employees no longer have to do math or remember names and pricing on their own. POS software displays thumbnail photos and fees on a touchscreen. Barcode scanners can search up and add things to totals. Bunching products saves time so users may check out more customers faster. It also improves accuracy when scanning and detecting objects and tracking commodities. Scan goods instead of manually counting and entering them into systems to track resources.

  • Lesser Inventory Overhead

A POS makes it simple to maintain track of your store's inventory. It enables you to manage your inventory in real-time and keep track of the number of products you own over a certain time period. You can simply scan the items, enter the quantities, and the items will be added to the POS solution’s inventory.

This saves a substantial amount of time compared to manual inventory tracking. In the end, your inventory will have fewer errors.

With each transaction, items sold are deducted straight from the inventory. This allows the retailer to keep track of the number of each product in stock.

When it comes to Moneypex POS software, it also gives stock-out alerts, so you never run out of stock on most demanded products in market.

  • Speed-up Busy Checkout Lines

A point of sale facilitates payment processing. The employee selects the products that the consumer wishes to purchase, and the system computes the price automatically. The invoice can be emailed or printed on the spot with a receipt printer.

Customers can pay with cash, credit, or debit card, depending on the integrations and terminal. This allows the customer to finish the transaction quickly and easily.

Waiting time for customers is reduced considerably with a point-of-sale system, and workers can be more efficient in processing transactions.

  • In-Depth Reporting and Analysis

Manual reports take a long time to compile, finish, and organize. It can be challenging to gather pertinent information in your reports in order to completely comprehend the state of your organization. A POS system's software allows you to automatically generate reports to provide a comprehensive insight into your firm.

Reports for several parts of the business are automatically generated by a POS system. Sales, contacts, prices, purchases, inventory, and so on are all included. Reports covering multiple issues might assist guide corporate decisions. It will also be simpler to track your company's development and make process and sales optimizations.

Integrated Payment Processing

Connecting with a third-party payment processor was once the single option to accept payments. At checkout, you must manually enter card numbers and order totals. This increases the danger of underpaying and slows checkout. Credit card type affects third-party payment processing fees. Transaction fees change, making cash flow management challenges.

Moneypex POS solution comes with integrated payment processing. Order amounts are pushed to your card reader, so you never have to enter them manually. Moneypex POS admin lets you track transactions and know when funds are deposited.

Who is it for?

Retail Stores

When we talk about point of sale, your mind probably jumps to retail first. As retail stores are the top buyers of POS systems and software. Because POS software for retail stores does all management from inventory to expenses accurately in one place, making business operations smooth.  Many industries fall under the category of retail, including those that sell:

  • General items
  • Clothing and shoes
  • Books
  • Electronics
  • Lubricants
  • Beauty Supplies
  • Home Goods, etc.


When you visit a restaurant or stay in a hotel, you will very certainly interface with a POS system. POS systems have become a necessity for modern-day restaurants, as it helps streamline their operations and increase efficiency. POS software for restaurants is designed specifically to manage and streamline various aspects of restaurant operations such as order taking, inventory management, employee management, and billing. Some of the categories that fall into this industry are:

  • Restaurants
  • Bakeries
  • Coffee Shops
  • Hotels, etc.

Multi-service Businesses

As the name implies, these businesses provide a wide range of services, including health, nutrition, and entertainment. You may not have realized it, but your hospital or pharmacy has a multi-service Point of Sale system. Other multi-service businesses that do include theatres of any kind, as well as resorts.

POS Software Purchasing Consideration

Prior to making a purchase, it is important to think about certain factors, as is the case with any service or system. These factors include how much money you are willing to invest in a platform as well as the kind of business that you are currently operating.

What's my budget for POS?

These systems can be purchased for anywhere between a few hundred and several thousand dollars. Creating a workable budget will ensure that you invest in the appropriate program without spending all of your available finances, which is a significant benefit.

How big is my business?

Do you run a little corner store or an eatery that serves gourmet cuisine? Are you planning to grow your company, or do you want to keep it at its current size?

There are systems that can be scaled up to meet a rising workforce and scope of services. You also have the option of investing in applications that are not scalable. The importance of size, in addition to the sector, cannot be overstated when searching for the optimal solution.

For which industry you are buying POS software?

Is your business a restaurant, store, coffee house, barbershop, or electronic shop?  As was noted before, numerous varieties of POS software serve a wide variety of business sectors. When you operate a restaurant, investing in a barbershop point-of-sale system is hardly the most astute business decision you could make.

What features do I require?

The importance of carefully considering the many elements cannot be overstated. You may require personnel administration, inventory management, reporting, and customer relationship management (CRM), or you may require additional capabilities such as components for returns, refunds, store credit, catalogs, item kinds, and control over many warehouses. It is beneficial to your organization to be aware of the ideal qualities that correspond to the requirements of your business.

Which hardware do I need?

It is essential that you have a solid understanding of the POS hardware that you may require, such as touchscreen displays or tablets, safe cash drawers, barcode scanners, credit card readers, and a variety of other options. In the event that you experience a break-in, a malfunction, or require maintenance, you might need additional or spare equipment.

  • Mobility

POS software allows you to ring up purchases on the go. You are not bound to a single spot. Your salespeople do not have to work behind a register. No matter where you are, you can always monitor your business from any device, with an internet connection.

In this busy era, people just want everything to be available on their phones with a click. So, they are greatly adapting this flexibility of managing everything from their phone.

  • AI Integration

Alexa, Siri, and Google provide us with real-time information about the weather, appointment scheduling and reminders, traffic updates, and more from the palm of our hands or the comfort of our living rooms. Already, AI is permeating other areas, like manufacturing, accountancy, and retail. It can provide information about profitability and recommend products to customers depending on what they have already purchased and many other such things.

Businesses really want to automate most of their business processes by handing over to AI-based software,  so software companies really putting efforts to integrate AI with their accounting software to top the market needs.


We’ve done all the research for and presented all aspects of the point of sale system. But, the last decision is absolutely yours, as you understand your business requirements better. So, we suggest you take free trials of different POS software to identify which software suits the best for your business. The majority of POS suppliers provide demos or free trials so that you can test the software. This allows you to test features, investigate benefits, and observe how the system performs as a whole.

Note any issues you encounter, as well as what you like and dislike. Be sure to communicate these to the service provider so it can resolve your concerns. These methods will help you find the best POS system for your business. 

After reviewing all the options for a POS system, it's clear that Moneypex offers all the required features and facilities. Its user-friendly interface, affordable pricing, and robust features make it the ideal choice for anyone looking to streamline their operations and increase profitability. With Moneypex, you'll be able to manage your inventory, track your sales, and process payments with ease. Plus, the software is constantly updated with new features and improvements, ensuring that your business stays ahead of the curve. Don't wait any longer to upgrade your POS system – sign up for Moneypex today and see the difference it can make!

signup for moneypex pos


What is a POS system and how does it work?

A POS system is a computerized system that is used to process transactions between a customer and a business. It typically includes hardware such as a cash register or barcode scanner, and software that is used to manage inventory, track sales, and process payments. When a customer makes a purchase, the POS system records the transaction, updates the inventory, and processes the payment.

How does a POS system work at a small business?

At a small business, a POS system can help automate tasks such as ringing up sales, tracking inventory, generating reports, and managing customer data. When a customer makes a purchase, the cashier or salesperson uses the POS system to scan the item, enter the price, and process the payment. The system then updates the inventory and generates a receipt for the customer.

What software is used in a point of sale system?

The software used in a point of sale system can vary depending on the needs of the business. There are various options available in the market like Moneypex POS software, the software solutions typically offer features such as inventory management, sales tracking, reporting, payment process, and many others. You can get free trial or demo to check if it meets your specific needs or not.

Wrap Up!

We’ve done all the research for and presented all aspects of the point of sale system. But, the last decision is absolutely yours, as you understand your business requirements better. So, we suggest you take free trials of different POS software to identify which software suits the best for your business.

The majority of POS suppliers provide demos or free trials so that you can test the software. This allows you to test features, investigate benefits, and observe how the system performs as a whole.

Note any issues you encounter, as well as what you like and dislike. Be sure to communicate these to the service provider so it can resolve your concerns.

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Moneypex team is here to give you the best tips for starting, running, or growing your small business. Written for self-employed individuals and small business owners, Moneypex provides insights into the latest trends and expert advice.