The modern cashier machine, or Point of Sale (POS) system, is the central hub for financial transactions and operational data in most retail and service environments. This technology streamlines the process of recording sales and accepting various forms of payment. Mastering this system is necessary for any new user to ensure smooth customer service and accurate financial tracking. This guide provides a detailed walkthrough of the procedures required to operate a standard POS system effectively.
Understanding the Anatomy of the Cashier Machine
A typical POS setup integrates several hardware components. The primary interface is often a monitor or touchscreen terminal where sales are entered and totals are displayed. This screen runs the software that manages sales, inventory, and reporting functions.
The system includes a receipt printer that provides the customer with a physical record of the transaction. A secure cash drawer stores currency and typically opens automatically upon the completion of a cash transaction. Finally, a barcode scanner and a PIN pad or card reader are attached to facilitate quick item entry and secure electronic payments.
Initial Setup and Logging In
At the start of a shift, the user must log into the POS software to open the register. This requires entering employee credentials, such as an ID number, password, or PIN. This step links all transactions during the shift to the specific user for accountability.
Once logged in, the system prompts the user to verify the starting cash float, often called the “bank” or “cash-in” amount. This float is a predetermined amount of currency, typically $100 to $150, used to make change. The physical currency must be counted and entered into the system to establish the accurate starting balance for the day’s financial records.
Inputting Product Information
Adding items to the transaction screen begins the process of registering purchases. The most efficient method is using the barcode scanner to read the Universal Product Code (UPC) label on the item. Scanning instantly retrieves the product name, price, and tax information from the system’s database.
For items without a scannable barcode, such as fresh produce or bulk goods, the cashier utilizes a Price Look-Up (PLU) code. This numerical code is manually entered into the POS terminal to identify the product and its price. If a customer purchases multiple identical items, the cashier can enter the quantity before scanning or manually adding the product.
Processing Customer Payments
After all items are entered, the system displays the final amount due, and the cashier selects the customer’s chosen method of payment. For cash transactions, the cashier enters the currency received into the system. The POS software automatically calculates the precise change to be returned, minimizing calculation errors.
Processing electronic payments involves directing the customer to the integrated payment terminal to swipe, insert, or tap their card. The system securely communicates the transaction total to the card reader. The customer then follows the prompts to enter a PIN or provide a signature for verification. Many modern POS systems also accept contactless payments, such as mobile wallets like Apple Pay or Google Pay, processed by tapping the mobile device on the terminal.
Once the payment is approved, the system finalizes the sale and prompts the cashier to issue a receipt. The customer may choose between a printed receipt or a digital copy sent via email or text message. The transaction is complete only after authorization and receipt generation, at which point the software records the sale and opens the cash drawer if a cash payment was made.
Handling Voids, Returns, and Discounts
Dealing with errors or special circumstances requires specific steps within the POS system. A “void” is used to cancel an item or an entire transaction before payment has been processed, removing the sale from the day’s record. Most systems allow the cashier to select the item on the screen and press a designated void button.
Processing a return or refund is a more involved process because the original transaction has already been completed. The cashier typically needs to access the original sale by scanning the receipt barcode or searching the transaction history. Returns often require a manager’s login or override code to authorize the reversal of funds.
To apply special pricing, the cashier accesses the discount function before the final payment is tendered. This may involve selecting a pre-programmed discount button for employee pricing, or manually entering a percentage or dollar amount for a coupon. The system immediately adjusts the subtotal, ensuring the customer is charged the corrected final amount.
Real-Time Security and Drawer Management
Maintaining the security of the cash drawer is an ongoing responsibility throughout the shift. The cashier must ensure the drawer is closed immediately after every transaction, never leaving it ajar or unattended. This practice prevents unauthorized access to the currency.
When accepting large denominations, such as $50 or $100 bills, a best practice is to verify its authenticity using a counterfeit detection pen or holding the bill up to the light. If the cash in the drawer exceeds a predetermined limit, the cashier should perform a “cash drop.” This procedure involves removing excess currency, recording the amount, and securing it in a safe, leaving only the operational float amount to minimize loss risk.
End-of-Shift Procedures
The shift concludes with a formal closing process designed to reconcile the day’s transactions. The first step is to generate a final sales report, commonly known as the Z-report, which summarizes all sales, payments, discounts, and tax collected.
The cashier then performs a physical count of the cash remaining in the drawer. This “till count” or “cash-out” involves counting every denomination and entering the total into the POS system. The system automatically subtracts the initial cash float to determine the net cash sales for the shift.
Finally, the system reconciles the actual cash count against the expected total calculated by the Z-report. Any difference between the two amounts is logged as an overage or shortage. The cash drawer is then prepared for the next shift by removing the day’s net sales for deposit and leaving the established float amount.