POS Systems Terms and Definitions
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Several unique terms and phrases describe the features of hardware we review on this site, some easier to grasp than others. This list briefly defines terms relevant to POS Systems.
Ratings POS HardwareWe considered the POS hardware, including cash drawers, barcode scanners, credit card readers and printers included with each system. POS Software We graded each point of sale system on the number of features the POS software offers and the functionality and ease of use of the included program. Functionality/Ease of Use It’s important that POS solutions are easy to use so that store owners, managers, clerks and other store employees can learn to operate the system easily. The system needs to be practical so checkouts are speedy, the inventory is accessible, the software and hardware compatible and more. Price/Value We looked for systems that offer the most value for the price. Affordable systems, which are ready to go out of the box, ranked higher in this review. Training/Support Because a number of people need to learn to use the system, the top manufacturers provide training through video, user manuals or other documentation. We also considered the quality of and types of support, including FAQs, phone, email and so forth. Computer The core of the POS system that operates the software, stores information and connects to the POS peripherals. Hard Drive (GB) The size of the computer’s hard drive in gigabytes—the bigger the hard drive, the more information it can store. RAM (MB) The size of the RAM (memory) in megabytes—the larger the memory the more applications the system can operate at one time. CPU Peripherals Mouse The system comes with a mouse. This is helpful to navigate POS software. Keyboard The system comes with a standard keyboard that will allow you to enter information during transactions. POS Keyboard The system comes with POS keyboard equipped with programmable hotkeys that allow retailers to enter frequently used information quickly. POS Peripherals Cash Drawer A cash drawer, used to store currency and checks securely, comes with the system. Barcode Scanner A barcode scanner makes checkouts easy, by quickly scanning barcodes that are unique to each product. Barcode scanners can also be used to accurately and speedily enter items into inventory. Card Reader The system comes with a device that enables the CPU to read magnetic strips from credit and debit cards. Card Reader (Integrated) The credit card processor is built into the system instead of a peripheral device. PIN Input Device This peripheral allows the customer to input a PIN number needed to process debit cards. PIN/Card Swiper This card processor with PIN input allows customer to use a credit/debit card without giving their card to the store clerk. Printers Receipt Printer (Standard) This printer is specifically for printing receipts but will sometimes also print barcode labels. Receipt Printer (Thermal) A thermal receipt printer is faster and quieter than standard, impact type receipt printers. Label Printer The system includes a printer specifically for printing labels, for example barcodes, mailing labels, shelf labels and so on. Drives CD Drive The system has a drive that will read CDs. This is practical to load programs and transfer other information. DVD Drive The system has an optical drive that will read DVDs. DVD drives will also read CDs. Monitor Touchscreen LCD 15-inch Touch screens are convenient when part of a point of sale system. They allow you to navigate the program by touching the screen. LCD (in) LCD or flat panel monitors take up less counter space. We recorded the size of the monitor (in inches) that comes with the system. CRT (in) CRT monitors are much larger than their technologically advanced LCD flat panel counterparts. We recorded the size (diagonal viewing area) of the monitor in inches. Operating System (Software-Based Solutions) The main program on which the entire POS system is based (i.e. Windows XP Pro). POS Software The point of sale software that comes with the system. A good program provides many features and ensures they are easy to access and use. Point of Sale Layaways The software will track layaways. This is when the customer pays a percentage of the item’s cost so the retailer will hold that item for them. Multiple Payments Per Transaction The software will calculate transactions where multiple payment methods are used—for example, cash and check or cash and credit card. Back Orders/Special Orders The software will track back orders and special orders to ensure customers receive first–class service. Gift Registry/Certificate The software will track gift registries. This is where customers can select items they would like to receive as gifts for a big event like a wedding or baby shower. Or, the software will track gift certificates. Age Verification The software will automatically ask for age verification for those purchases that require age verification. Picture Viewer The POS software will show a picture of the product. This is helpful in price verification and so customers can visually recognize the desired product. Customer Tracking Customer InformationThe software will record customer information like phone, email, home address, recent purchases and more. This is valuable information for marketing and also allows you to better serve your customers. Transaction History You are able to look up all of the purchases made by a customer over a period of time. Credit Limit You can issue and track your customer's lines of credit with the software provided. This allows customers to buy now and pay later. Inventory Group Items by Set Criteria You are able to organize your inventory by groups that have a set criterion—for example "hand tools" or "women’s T–shirts". Photo Image The software will display pictures of the items in your inventory. This provides a visual reference when you are searching for a product. Real-time Inventory Tracking The software offers real–time inventory tracking so when you make a sell or a purchase the inventory adjusts immediately. Search by UPC/SKU You can quickly and easily search your inventory for an item using a Stock Keeping Unit (SKU) or Universal Product Code (UPC). Search by Description You can search your inventory by an item description. Search by Manufacturer You can search your inventory for items provided by a particular manufacturer. Reorder Function The software has some type of function that will notify you when you run out or are getting low on an item so you can restock your inventory. Shipments Received The software has a feature that can quickly and easily add items to your inventory as you receive shipments. Employees/Security Password Protected You can create a password so only privileged people can enter particular areas of the POS software. Multiple Security Levels You are able to create multiple security levels so, for example, the manager can access certain information, the clerks have access to some areas of the software and you can still keep some information private. Time Clock The software includes a feature that will track employees’ time–in, time–out and total hours worked. Commission The software will track each employee’s sales commissions. Reporting Sales Returns The software can create a report for all of the items returned within a given time period. Filters You can set up filters, like a certain price or date or even particular items, to get a report on just the information you want. Date/Time Range You can create reports on a particular day, week or other time period. Save Report Settings The software will save your report settings for reports that you request often—this saves time and makes requesting reports a cinch. Output to Screen You are able to display the reports on the monitor. Output to Printer The software is capable of sending the reports to a printer. Output to File The POS program will create the reports in a format that can be stored in other programs-for example, Excel. Labels Mailing/Shipping Labels The software will create mailing and shipping labels from the database of customer information. Barcode Label Printing The software will create and print barcode labels. This makes it easy to track and scan your products. Note: a capable printer is required to use this feature. Price Tags The software will create and print customized price tags for your items. Shelf Tags The software will create and print customized shelf tags for your shelves. Customize Labels You are able to add logos and other information to labels for all purposes. Training/Support Telephone SupportThe manufacturer of the point of sale system provides a phone number to contact customer and technical support. Online Form/Email You are able to contact the manufacturer through an online form or by email with any queries. Instant Chat/IM The manufacturer provides chat on their web page so you can instantly contact customer support with questions via the Internet. Online User Guide The manufacturer provides a user manual that is posted online. These are usually formatted in a downloadable file like Adobe Acrobat. Training Manual The system comes with a training manual. This is a valuable source when learning to use the software and hardware and teaching employees to use the system. Training Video The software comes with a training video that provides instruction on how to use the system. This is a great training tool for managers training new employees. FAQs/Searchable Knowledgebase The manufacturer’s website has a database of information and Frequently Asked Questions. It is helpful if this database is searchable by keyword or topic. Forums/Blogs The manufacturer provides an area on their website where customers can log on and discuss questions and share ideas about POS software and hardware. Warranty The point of sale system comes with a warranty. You can often purchase an extended warranty for a fee. ©2003 – 2008 TopTenREVIEWS, Inc. |
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