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How to use a POS system for small business | ExecCortex
How to use
How to use a POS system for small business
Add a shop and tills, pair a device, load items and prices, then sell with a cashier PIN, take refunds, work offline and close the day with Point of Sale.
Checked against the product on 18 October 2026
How to use a POS system for small business
Point of Sale is the till your staff stand at to take payment from a customer in front of them, and the record of what was sold, paid, taken back and counted. You add your shops, set up a till for each checkout point, pair a tablet or computer with it, load your items and prices, and your cashiers sign in with a PIN and sell.
Note for QA and support: this guide was written from the screens' own How to use panels and from the menu. If a detail here disagrees with what a screen shows, the screen is right and this file needs updating.
Where everything lives
The back office is grouped by job. A shop selector at the top of every page filters it to one shop or shows them all.
The till itself is a separate screen opened on the device at the counter. A paired device can only see its own till. It can never open the back office.
Setting up a shop, in order
Add the shop, add a till for each checkout point, pair a device with each till, then add your cashiers.
Add the shop under Outlets & Registers: its name, address, currency and time zone, whether shelf prices include tax, and the lines printed at the top and bottom of every receipt.
Choose its business type. The till's layout follows it: Retail, Grocery, Restaurant or Cafe, or Pharmacy.
Add a till for each checkout point. Give each one a short code and the letters its receipt numbers start with. Two tills in one shop never share those letters.
Pair a device. Open the till and press Pair a device. A short code appears once, for ten minutes. On the device, open the till link, type the code and name the device. From then on that device is that till.
Add cashiers on the Cashiers page and give each one a six digit PIN. They pick their name on the device and type their PIN.
Worth knowing:
The till link carries your workspace name. The Till page shows it with a Copy button, so you can open the same link on every counter device. The link alone lets nobody sell; the device still has to be paired.
Revoke a lost or replaced device on the Devices tab. It stops working on its very next request.
A till counts toward your till allowance once a device has been paired with it, and stops counting when it is retired.
A shop can only be closed once all its tills are retired.
Adding items and prices
Make a standard price list, add your items, give each one its barcodes, and the tills take a copy.
Make a standard price list on the Price Lists tab, in the currency your shops trade in.
Add your items one at a time with Add item, many at once with Import spreadsheet, or from your online store with Import from store.
Give each item its barcodes. A pack can have its own barcode that scans as several units at once.
The tills take a copy. Each paired till keeps its own copy of items and prices, so a scan is instant and still works with no internet. It checks for changes every minute and says how old its copy is.
Where a price comes from
A till charges from its own price list first, then its shop's list, then the standard list. Open an item to see what every till charges and which list it came from. A list in another currency is never used and never converted.
Items from your online store
Import from store makes a Point of Sale item for each product you tick. When a linked product changes in your store, the item shows Changed in your store with the old and new figures side by side, and nothing changes until you press Accept changes. Point of Sale never changes anything in your online store.
Item labels
Label
Meaning
On sale
The tills sell it
Stopped
The tills no longer sell it. Its barcodes, prices and history stay
From your store
Linked to a product in your online store, and matching it
Changed in your store
The store has a different name, price or barcode, waiting for you
Gone from your store
The store no longer has it. It is still on sale here
Cost prices and margins show only to people allowed to see them, and a till never receives a cost. Labels & Barcodes creates a barcode for any item that came without one and prints the labels as a PDF sheet. Shelves records numbered shelves in a shop and the items on them.
Selling at the till
Scan or tap items, take payment, and hand over a receipt. A finished sale is never edited afterwards.
Sign in by tapping your name and typing your PIN.
Add items by scanning a barcode or tapping them.
Take payment in cash, card or a mix. Cards are taken by your payment terminal or payment provider; Point of Sale records the type and amount and never stores a card number.
Print the receipt on a thermal printer, 80 mm or 58 mm roll, chosen per device.
Where a shop allows it, the till also offers Sale Only, Pay Later beside Take Payment & Complete. The money is recorded later against the receipt from Sales History or the Owed list. Restaurants do not use pay later.
The till keeps a Sales History tab of its own sales, with filters by day, receipt number, cashier and way of paying.
How the till changes by business type
Restaurant or Cafe: many open tables at once, with orders sent to a Kitchen Screen grouped by prep station.
Pharmacy: sell a full box or single strips and tablets, capture the customer's name and phone, and print a pick list beside the receipt.
Grocery: weighed items, scale labels and quick keys.
Retail: the standard scan and pay layout.
When the internet goes down
The till keeps selling. It holds sales safely on the device and sends them by itself when it reconnects, so nothing needs to be typed again.
Offline & Exceptions lists every time a till sends the sales it was holding, with what its clock said. Till Health, a tab on Outlets & Registers, shows when each till was last seen, which version it runs, how many sales are still waiting on it, and whether its prices are up to date.
Refunds, voids and corrections
A mistake is put right with a refund or a correction, never by editing the sale.
A refund is a new record with its own number: the original receipt number with -R added. Refunds show in red everywhere.
Returns can be switched off per shop, and are off for Restaurant or Cafe by default. A return is refused while money is still owed on the sale.
Corrections lists price changes made at a till, lines and baskets taken off, and money given back with no receipt. Each one is allowed by a second person who typed their PIN at that moment, and nobody can allow their own.
Customers, store credit and gift cards
Your tills can recognize a regular customer, give money back as store credit, and sell gift cards.
Customers come from the till. A cashier finds a customer already in your contacts or companies and presses Attach. The till never adds somebody new.
Store credit comes from a refund. The customer gets a code on their receipt and can spend it in as many parts as they like.
Gift cards are sold at the till. Mark an item as a gift card in Items & Prices, and each one sold gets its own code.
A code is the money itself, so the back office only ever shows its last four characters. Every card and credit keeps a ledger of what went on and every time it was spent.
Discounts and promotions
Write a rule, decide which one wins when two apply, and check a receipt to see what was applied. A promotion can take a percentage, an amount or a fixed price off one item, a whole category or everything, in every shop or only the shops you choose. Promotions are listed as Running Now, Coming Up, Finished or Turned Off. Manual Discounts sets what a cashier may give by hand.
Closing the day and reading reports
Count the drawer at the end of a shift. The App shows what the drawer should hold, and the difference is recorded with a note.
Reports has tabs for Sales, Ways Of Paying, Items & Categories, Discounts, Refunds, Tax By Rate, Shifts & Variance, Exceptions, Shops Side By Side and the Day Book. Reports download as CSV, a spreadsheet or a PDF.
Stock and your accounts
Stock: one App owns the stock number for each place, and every screen says which. Point of Sale keeps a simple count for places nothing else owns. Where your online store or an inventory App owns the figure, Point of Sale sends a movement to it instead.
Posting & Accounts: every till day you close becomes one journal in the Accounting & Finance App, never one per sale.
On the Accounts tab, choose the slot for every way your shops are paid. Cash is the drawer and needs no answer.
In Accounting & Finance, say once per company which account each slot is.
Watch the Days tab to see where each day got to, and why if it stopped.
A day only posts when its debits and credits agree exactly. Your opening float is never posted. A day already in the ledger is corrected with a reversal and a replacement, and both stay on record.
POS Settings
Settings apply to every shop, or to one shop when you pick it in the shop selector. The tabs include General, Receipts, Receipt & Order Numbers, Returns & Refunds, Discounts & Drawer, Customer Fields, Kitchen Screen, Fixed Charges and Scanners. Each shop can set its own receipt number prefix, digit count and first number.
Frequently asked questions
Does Point of Sale store card numbers? No. Cards are taken by your terminal or payment provider, and only the type and amount are recorded.
Can I use it on more than one counter? Yes. Add a till for each checkout point and pair a device with each one.
What happens if the internet drops? The till keeps selling from its own copy of items and prices and sends the waiting sales when it reconnects.
Can I sell in a restaurant and a shop from one workspace? Yes. Each shop has its own business type, and the till's layout follows it.
Can a cashier allow their own correction? No. A correction needs a second person's PIN at that moment.
Does it work without the Ecommerce or Accounting Apps? Yes. Point of Sale works on its own. Without the Ecommerce App, the store buttons explain in a sentence why they are not available, and everything else works.
Something here not matching what you see on screen? The screen is right and the guide is what needs correcting. Tell us and we will fix it.
