Setting up your first POS system: A guide for new UK businesses

Running a business means getting to grips with all kinds of new concepts, and for many entrepreneurs, a point of sale system is one of them. Read on to learn more about setting up your very first POS.

Your first POS doesn’t have to be complicated

First of all, don't panic. These days, POS systems are often remarkably user-friendly and simple, both to set up and to operate. Your first POS shouldn't cause any headaches.

This step-by-step guide takes you from choosing a POS to using it every day in your business, covering all the essential stages you'll find on your journey to mastering your POS system.

What is a POS system, really?

POS stands for Point of Sale. In simple terms, a POS system is a combination of hardware and software that you can use to process customer transactions. It's the modern equivalent of a good old-fashioned till, but as you'll soon see, it's capable of doing so much more than just ringing up customers.

A complex POS system may include several pieces of hardware and accessories, such as:

• A card reader

• A barcode scanner

• A receipt printer

• A cash drawer

• A self-service touchscreen kiosk

Step 1: Choose the right POS setup for your business

Take a look at the list of hardware and accessories above. Now it's time to think about what your particular business needs. The ideal POS setup can look very different from one business to another. For example, a quick-service restaurant will benefit from a self-service kiosk, but if you're running a formal, fine dining restaurant, it may not set the right tone.

Things to think about include the size of your business. Is it just a simple side hustle, or have you already rented brick-and-mortar premises? You should also consider what you need your POS system to do. In a restaurant, you'll want to take bookings and manage tables; in a retail shop, you'll need the ability to set up promotions and deals.

You should also consider your budget. Starting a business is a process that's often full of hidden costs, and choosing the wrong POS system can add to your woes. Look for one with no ongoing contracts that tie your hands for a set period of time, and comb the terms and conditions carefully for extra costs.

Finally, remember that businesses are constantly evolving, and things that were essential in the past may not be that important anymore. An increasing number of customers prefer digital receipts sent to their inbox. For others, paper might still be essential. If you're running a retail shop, you will need to weigh the options to decide which approach is the best for your brand and business.

SumUp offers various options for hardware and accessories, depending on your business needs. Take a look at the POS systems available, and find the one that's right for you. Remember, the right setup now saves time and headaches later.

Step 2: Customise your product catalogue

Once you've decided what equipment you need for your POS, and you've purchased your product, it's time to get it up and running.

Setting up your POS system is easier than you think. When you use the SumUp ecosystem, you'll generally be working through the SumUp dashboard. This is a one-stop shop that you'll use now to set up your POS, and continue to access on a day-to-day basis to monitor your business. The SumUp help centre contains several Point of Sale setup guide videos and articles that will teach you to use this vital tool.

For now, you'll need to head to the Back-Office section and look for the Products menu. The easiest way to add products is to separate them into categories; if you have a clothes shop, that might be dresses and T-shirts, while if you're running a restaurant, it would be starters, main courses, desserts and drinks.

To start, you have to add each product manually. You'll need to enter the price, and you can include an image if that will make things easier. SumUp POS Pro also allows you to monitor inventory through your dashboard; if you plan to do this, enter stock numbers for each product.

Step 3: Set up users and permissions

One of the most important parts of learning how to set up a POS system is creating separate user profiles. Don't skip this step: it's vital for your business's safety and security, as well as staff accountability.

Every team member who will be using the POS system should have their own separate user account, protected by a password. You should also set up specific permissions. For example, as the business owner, you will need full access to everything in the POS system. However, you may want to limit your staff to just processing payments, so they cannot change prices or access sensitive data.

Step 4: Connect your hardware and test the system

Now, it's time to make sure your hardware is up and running. Do this while your business is closed, or you could end up in a painful situation with impatient customers rapidly growing frustrated.

Check that every piece of hardware connects properly. That includes multiple card readers, receipt printers and cash drawers. If you've also got Tap to Pay set up on your phone, perhaps as a backup test that, too.

SumUp makes this stage of small business POS installation easy. The hardware is ready to use right out of the box, so even if you're clueless about tech, these checks should go smoothly. With SumUp, you can be ready to trade in no time, even with no tech experience. 

Step 5: Train your staff

Even though your POS system may be very user-friendly, training your team members ensures that everyone will be on the same page, using it correctly.

Set aside time for training your staff. It won't take long, but it will need your full attention, so don't even think about doing this during peak business hours. Remember, it takes time to go from trainee to master. Don't expect too much from your staff right away, and ensure an experienced team member is on hand to help them until they've become more confident.

Make life easy for yourself by turning to the SumUp help centre. The resources there can be used as training materials. They also facilitate ongoing training over time, which you may need as you upgrade your system or introduce new business practices.

Final checks: Legal compliance and operational readiness

Finally, it's time to make sure everything in your POS system is above board. There are specific legal obligations for businesses, often involving taxes. A good POS system lets you input VAT for different items, which is essential for any business to stay on top of.

You're legally obliged to provide customers with proof of purchase in the form of a receipt. Use the SumUp dashboard to set up customised receipts, which can then be sent directly to your customers' inboxes. You may also want a receipt printer, so you can provide a physical alternative to customers who prefer one.

You'll probably be collecting some customer data in your POS system, especially if you want to set up a loyalty scheme. Check the rules about data storage and usage, and ensure compliance. Never send customers marketing emails without their express permission. Set the user permissions on your POS system so that only you have access to customer data; no matter how much you trust your team members, this is a very sensitive legal area, and it's better to be safe than sorry.

SumUp makes setup simple

If you need a POS system in the UK, SumUp can help. Easy to use, with hardware and accessories that are ready to unbox and go, SumUp POS is designed with small businesses in mind. Check out the variety of products and find one that's right for you. The SumUp ecosystem is built to scale with your business, with tools that help you grow.