De-Constructing EPoS & Stock Control

An Introduction

Electronic Point of Sale (EPoS) is a convenient way of recording sales transactions, and can be found in most major retail stores. It includes a database of the stock held which is updated automatically when a purchase is made. A number of other vital tasks are performed by the EPoS system including, the processing of credit cards, storage of customer records (customer accounts), and the issuing of receipts. EPoS software is highly efficient, easing queues, whilst keeping a record of all the critical information that your business needs to record and manage.

Why use EPoS?

Human error is perhaps one of the greatest causes of shrinkage, shortage and loss facing your business. An EPoS system will greatly reduce the chances of human error, and improve your data integrity as these tasks are performed by the computer. The speed and accuracy of sifting through your inventory, finding the correct product, knowing that it is in stock, and on sale at the correct price, are all concerns the program will take care of. With the reports that can be generated, your accounting procedures become a lot easier and can be printed off in a matter of seconds.

How does EPoS work?

Cashiers input commands either by touch-screen, keyboards, by mouse or by using a barcode scanner. On the information provided, the program will then search for the product in the inventory database, update stock and issue a price. The program will also calculate taxes, delivery charges, refunds, discounts, and of course your customer’s change.

EPoS Hardware

Your hardware requirements are normally dictated by your setup. How many tills do you have/ need? Do you have the space and resources for a second PC where the stock control can be administered more efficiently? Before purchasing your EPoS equipment and spending hundreds of pounds on EPoS hardware, it is important to assess your business needs.

Maintenance and Backups

As with any computer system, keeping your software and hardware up-to-date and well maintained is essential, and failure to do so can have drastic consequences. Below is a list of tasks that need to be completed regularly:

Daily Tasks

Full Incremental backup. Incremental backups contain only data that was updated since the previous day’s incremental backup.

Weekly Tasks

Full backup - Full backups are intended as a precautionary measure and are used should the incremental backups become corrupt. These backups ensure that should even the incremental backup fail, you will only lose a maximum of a weeks worth of database records. Full backups take a lot longer than incremental backups to process, sometimes even hours, hence why they are only done once a week. Use of an off-site back up provider is recommended.

Monthly Tasks

Update operating system - All EPoS Systems run on operating systems that need updating on a regular basis.
Update EPoS software

Half Yearly Tasks

Hardware maintenance - To ensure the smooth running of your EPoS System, it is important to ensure that the insides of your hardware are kept clean and up to date. For safety reasons, it is important that you do not attempt to carry out this task yourself, but instead to call in an EPoS professional to do it for you.

Is it worth it?
Considering the time and effort EPoS will save you, your employees, and your accounting team, EPoS systems will generally pay for themselves over a short period of time. In order to maximise the lifetime of your investment, it is important that you purchase software which is retail-specific and hardware that is future-proof, well built, and includes a suitable guarantee warranty.
If you’ve come this far, then you will appreciate that there can be a lot involved in investing in the right EPoS solution for you. Nebula Systems will be happy to discuss your individual situation, and help with any decision that you may reach concerning the profitability of your business.

For more information contact Nebula Systems on 01202 477111, or explore the site now www.nebulasystems.net