Last Updated On December 09, 2020 / Written By Hanh Truong

Everything to Know About POS Inventory Systems- 7 Benefits

Point-of-sale (POS) inventory systems are software tools that enable business owners to process customer transactions, track stock levels, and review reports related to inventory and accounting.

A point-of-sale (POS) inventory system incorporates basic POS functions with inventory management. Therefore, not only can retailers and restaurant owners process customer transactions, but they can also track their stock levels, identify trends in sales, and review real-time reports about their performance.

These multi-functional platforms can help business owners optimize their operations by streamlining inventory analysis and promoting data-driven decisions.

Which Businesses Use POS Systems?

POS systems are a key component for businesses that sell products and services. The 2 primary types of industries that use POS inventory solutions are-

Retail Stores

Retail operations, such as clothing and convenience stores, use POS software to manage their inventory. Retailers generally sell a wide range of products, therefore overseeing and maintaining stock is highly important. A POS system can streamline this process by updating inventory numbers after each sale.

The latest platforms will also collect data from transactions, which in turn provide retailers with metrics about returns and exchanges, sales, and accounts receivable.

Restaurants

Restaurant businesses, such as fast-casual establishments, can optimize their operations with POS systems. For example, these tools can quickly process payments, enabling fast-food restaurants to serve more customers in their store and at the drive-through window.

Many POS providers also have wireless terminals that allow customers in full-service restaurants to make orders directly at their tableside.

4 Key Features of a POS Inventory System

Modern POS inventory systems have a variety of capabilities that help business owners run their operations efficiently, such as mobile app compatibility and customizable reports. Some other essential features that POS software should have are-

User-Friendly Interface

Systems that have an intuitive design and are easy to use will save management time since they do not have to spend valuable hours training employees on how to use the POS.

Also, user-friendly platforms will generally enable management to import information in bulk, such as menu items and inventory. This will simplify the data entry process and ensure a quick set up.

Basic Necessities

A POS inventory management system should have basic components, such as notifications for low stock products, real-time sales monitoring, and reliable data storage.

These features will help retailers and restaurateurs effectively manage their inventory to meet customer demand and make informed business decisions.

Easy Integration

When using separate programs for POS and inventory management, the systems should be able to connect and sync up easily. This will ensure that the platforms can be used seamlessly and all of its capabilities can be utilized to their highest potential.

Multi-Store Functionality

Multi-store features will help retailers and restaurant owners keep track of inventory across multiple warehouses and stores at one central location.

This feature also enables management to compare analytics by location and make purchase orders for all stores through one device.

Hardware Components of a POS System

POS systems need hardware to process transactions and store data. Companies will use different components depending on their operation, but the most common hardware tools are-

Tablets and Computer Monitors

Many modern businesses will use touchscreen tablets to take customer orders, access the database, and retrieve sales reports. Employees can also use these monitors to clock-in and out of their shift.

Barcode Scanner

Barcode scanners automate the checkout process by retrieving product information and price for the transaction. Since barcodes also provide information about stock levels, using a scanner will help simplify inventory management.

Credit Card Reader

Credit card readers can securely authorize and process card payments. The latest POS providers will also offer wireless or contactless credit card terminals to ensure quick transactions.

More organizations are using credit card chip readers to comply with EMV (Europay, MasterCard, and Visa) standards. These regulations specify that businesses should use terminals that accept chip cards to reduce theft and protect themselves from damages due to fraudulent transactions.

Receipt Printer

Receipt printers will provide customers with a physical record of their purchases. Many eateries will also use the printer to send out orders to staff in the kitchen or bar.

Cash Drawer

A cash register serves as a secure place for management to keep cash for transactions.

7 Benefits of a POS Inventory System

There are many advantages to implementing a POS inventory system, such as-

1. Cloud-Based Data Storage

A cloud-based platform will allow business owners to access data related to their operation anywhere and with any device, as long as there is an Internet connection.

Management can also monitor real-time information, enabling them to make quick improvements to their business when necessary.

2. Automated Purchase Orders

POS software with inventory management will retain historical order information and analyze an organization's purchasing patterns. Companies can use this to their advantage to automate their purchases to consistently maintain optimal stock levels.

3. Accurate and Real-Time Inventory Tracking

Accurately tracking inventory is key to saving money, as it ensures that products are not over or under-stocked. POS systems will maintain a live count of stock by updating inventory numbers after each sale.

4. Sales Trend Identification

Since POS programs collect data from every transaction, business users can access and examine their sales trends for the day, week, or month.

These trends provide insight into customer demand, popular items, and consumer demographics. Management can use this information to craft marketing campaigns and advertisements.

5. Data-Driven Sales and Discounts

Since POS inventory systems can provide live information about business decisions, organizations can introduce special programs or sales events and gain a quick verdict of whether or not it was successful.

6. Inventory Diversification

Efficient inventory management can enable businesses to add more variety to their catalogs. Retailers can examine transactional data to gain insight into what products, styles, sizes, or colors their consumers prefer.

They can then use this information to develop forecasts on future sales behavior and add new items that are relevant to their customer base.

7. Excellent Customer Service

Since POS systems streamline inventory management, employees and managers can allocate more time and energy to creating a positive customer experience, rather than working in the back office to count stock and receipts.

POS inventory solutions empower business owners with the ability to comprehensively examine their overall performance. This gives organizations the opportunity to streamline operations, optimize employee productivity, and save money and time.