Point of Sales (POS) Systems Needs Assessment


A point of sales (POS) systems needs assessment is essential for planning the selection and deployment of a point of sales system. This checklist will assist in defining system requirements and will also provide the foundation for the software and systems selection process.

As so many types of industry require a POS system, many of the requirements listed below will not directly apply to all businesses. However, it is worth considering each of the requirements listed below, as this will help define the initial list of suitable POS software vendors.

POS General Requirements



  • Product is easy to use

  • Touch screen interface

  • Reputable vendor (local?)

  • Established and documented product lifecycle (consider security and functional updates)

  • Minimal investment; can be leased

  • Single physical cash drawer with integrated safe; minimal separate physical parts

  • Footprint size (e.g. 16″ X
    16″)

  • POS Functional Requirements

    Enterprise Networking


  • Support for multiple store locations accessing shared inventory

  • Support for multiple store locations accessing independent inventory

  • Support for multiple terminals at any location

  • Customer Access


  • Support for customer self service kiosks

  • Support for self-checkout

  • Integration with WWW site offering online payment

  • Accounting


  • Support for interconnection with existing back office accounting system

  • Enables electronic submission of tax data

  • Provides for audit control, revenue assurance

  • Inventory and Order Fulfillment Management


  • Support for interconnection with existing inventory management system

  • Support for interconnection with existing shipping management system

  • Provides an inventory management system, with:


  • Inventory control

  • Product database is easy to manage and update

  • Product database can be imported /exported from/to other applications

  • Automated reordering

  • Integrated bar code printing

  • Integrated label printing

  • Provides vendor / supplier management

  • Easy menu setup and management (restaurant)

  • Interface to liquor control device

  • Transaction Processing


  • User auditing and security

  • Governance and user data privacy compliance

  • Supports discount management and sale override capabilities

  • 2-4 second credit card processing

  • Support for returns / exchanges

  • Restaurant order relay

  • Data


  • Real time data

  • Data stored in commercially available database

  • Business Intelligence Reporting


  • Supports use of existing reporting tool set or enables customized reporting

  • Inventory status

  • Items on order

  • Buying trends by store

  • Most popular product

  • Product churn

  • Trend analysis

  • Sales forecasts

  • Peripheral support


  • Handheld and mobile devices

  • Keyboard, mouse

  • Cash drawer

  • Bar code scanner

  • Check reader

  • Credit Card swipe

  • Back up phone line

  • Receipt printer

  • Report printer

  • Weight scale

  • Fingerprint ID (or other security identifier)

  • Marketing


  • Supports gift cards

  • Supports other customer loyalty programs

  • Email collection and export

  • POS Receipt / Ticket Printer


  • Network / email integration

  • Identify receipt / ticket size specifications

  • Identify receipt / ticket paper specifications

  • Supports customer message of the day

  • Supports additional message printing

  • POS Training Requirements


  • On-site training program

  • Documentation, tutorials

  • POS Support Requirements


  • 24 X 7 X 365 support

  • POS Security Requirements


  • Provides for comprehensive Disaster Recovery

  • Provides strong security framework

  • Supports integrated video surveillance

  • Supports secure remote management access

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