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coffee shop hospitality business employee taking payment order using epos till system

How to use an ePOS till system? The best practice explained

ePOS (electronic Point of Sale) are dynamic systems that have revolutionised how transactions are handled in various retail sectors. By integrating computer systems and software, ePOS systems manage sales, inventory, and customer data to provide businesses with a solution to streamline their operations. This technology enables quicker transactions, ensures accuracy in the sales process, and enhances overall customer service.

Whether you’ve newly adopted an ePOS system or want to improve your skills, this short ePOS user guide is tailored to provide simple insights and easy-to-follow instructions. 

By the end of this article, you will find yourself well-equipped and confident to operate ePOS, not only as a tool but as a trusted companion in enhancing the efficiency and productivity of your business.

How does an ePOS till system work?

Before you find out how to use an ePOS system, you first need to understand its core components. An ePOS till system typically includes the following:

The computer or tablet is the central unit of the ePOS system, runs the ePOS software, and provides an interface for the employees to process transactions and manage inventory. The software also applies any discounts and promotions, calculates the tax on sales and records the transaction in the business’s sales history, allowing you to use this data to plan business strategies in the future.

Core functions of ePOS till systems

ePOS systems serve as the technological backbone for businesses, facilitating a wide array of operations that streamline and optimise the transaction process. ePOS system can be extremely beneficial for your business once you understand their core functions:

Transaction processing

The primary function of any ePOS system is to conduct sales transactions quickly and accurately. This involves scanning items, calculating total costs, applying discounts and processing payments using cash, credit or debit cards, and mobile payments.

Real-time inventory tracking

ePOS systems keep track of inventory levels that update in real-time as sales are made and stock is received. This helps to prevent running out of stock and ensures accurate inventory levels.

Customer management

Many ePOS systems allow businesses to collect and manage customer data, enabling personalised service and targeted marketing campaigns.

Reporting and analytics

ePOS systems generate a comprehensive range of payment analytics reports, providing insights into sales trends, inventory levels, employee performance, and more.

Employee management

Manage employee shifts, track working hours, and monitor sales performance.

Security and access control

Control which employees can access specific functions within the ePOS system, enhancing security and accountability.

How to Use ePOS till systems

Using an ePOS system may seem daunting at first, but with some practice, it becomes a straightforward and invaluable tool for businesses. In this section of the ePOS user guide, we will outline the steps to effectively use an ePOS system and provide helpful tips to streamline your experience.

Key steps to use an ePOS till system


Start by logging in with your unique credentials. This ensures all transactions and activities are logged and associated with the correct employee.

Begin a new transaction

Select the option to start a new sale on the ePOS interface.

Scan items

Use the barcode scanner to scan the items the customer wishes to purchase.

Apply discounts and promotions

Apply any relevant discounts or promotions if the ePOS system hasn’t already applied them automatically.

Total the sale

Once all items are scanned, proceed to total the sale. The ePOS system will total the amount due, including any relevant taxes.

Process payment

Take the customer’s payment via their chosen method.

Issue a receipt

After payment is processed, provide the customer with a receipt. This can be printed or sent digitally depending on customer preference or your system’s capabilities.

Close the sale and log out

Complete the transaction and then log out to maintain security so that no other sales can’t be attributed to you by mistake.

Three useful tips for using ePOS:

Familiarise yourself with the interface

Spend some time getting to know the ePOS interface and where all the different functions are located. This will make transactions quicker and smoother.

Keep the hardware clean and well-maintained

Ensure that all hardware components, such as the barcode scanner and receipt printer, are clean and in good working condition.

Provide training for all users

Ensure all employees are trained on how to use the ePOS and have access to an ePOS user guide for reference.

How is ePOS used by Front of House staff?

ePOS systems are essential tools for front-of-house staff in the hospitality and retail industries and extend far beyond basic transaction processing. For instance, in a restaurant setting, waiters use ePOS systems to input customer orders, ensuring accuracy and swift communication with the kitchen staff.

A common scenario involves a waiter taking a customer’s order at the table and instantly updating it on the ePOS system, which then prints an order ticket in the kitchen. 

This real-time update allows kitchen staff to immediately start preparing the order, significantly reducing wait times. Additionally, the ePOS system can be used to update the order’s progress, keeping the front-of-house staff informed and providing accurate updates to the customer.

Another common scenario is when customers request to split their bill. ePOS systems make this process seamless, allowing front-of-house staff to divide the bill accurately among the customers based on their specific orders. This ensures a swift and hassle-free checkout experience, enhancing customer satisfaction.

Final thoughts

You have now learnt about the potential of ePOS systems in various retail settings, highlighting their role in streamlining operations, managing inventory, and providing a positive customer journey. 

By breaking down the core functions and components of ePOS systems, this article emphasises their position as vital tools for business optimisation. 

With Trust Payments, you can solve your ePOS problems and provide flexible, user-friendly ePOS systems tailored to your company’s needs. Our team will be happy to assist you with tailored information and support.

Security statement

Security is our top priority at Trust Payments and we strive to ensure that all data is kept secure at all times We keep all customer data safe with AES256 encryption, SSL Certificates, and a minimum of TLS1.2, between your website and our datacentres.

Our systems are scanned quarterly using the Qualys PCI Platform, an independent Qualified Security Assessor (QSA) and approved vendors – Omnicybersecurity (UK) & Forgenix (US) – to ensure compliance with the security requirements of the card schemes.

We follow a number of rigorous security procedures on a daily basis including, but not limited to, continuous monitoring of our perimeter, dark web monitoring, and internal checks to ensure that CIA triad is maintained at all times.

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