What is a POS terminal and how does it work? A practical guide

Modern sales - whether in a store, a restaurant, a railway station or a service point - is practically non-existent without modern POS station systems. A key element of these stations is precisely the POS terminal. And although the term comes up frequently, many entrepreneurs still do not fully know what exactly such a terminal is, how it works and how it differs from a payment terminal.

In this guide we will take a practical look at the POS terminal.

What is a POS terminal?

The acronym POS comes from the English language: Point of Sale, meaning point of sale. In everyday use, a POS terminal is the centerpiece of a sales counter in a retail or service outlet.

Simply put: it's a touch-screen computer that allows cashiers or salespeople to efficiently handle the entire sales process: from entering merchandise, to calculating discounts, to accepting payments and printing receipts.

The POS terminal is not limited to accepting card or cash payments only. It is the platform on which the company's sales system runs - it integrates in one place:

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• cash and sales software,
• barcode readers,
• weights,
• fiscal printers,
• payment terminals (i.e. devices for payment cards, BLIK or mobile payments),
• customer screens,
• pipes for precise handling,
• loyalty systems,

In practice, this means that the POS terminal supports all forms of payment - both cash and non-cash. The entire sales and payment process takes place within a single, cohesive workstation.

Inquire about a POS terminal tailored to your business!

Why are POS terminals gaining importance?

The reason is simple: customers today expect fast, convenient and multi-channel service. The increasing share of non-cash payments means that POS systems now commonly integrate payment terminals as well.

The reason is simple.

According to data from the National Bank of Poland, by the end of 2024 there will already be more than 1.3 million payment terminals operating in Poland. At the same time, as much as 69% of all retail transactions are carried out in our country without using cash.

But this is only part of the picture. For an entrepreneur, a POS system is all about having more control over the entire sales process. It's not just about accepting payment - it's about making the entire customer experience seamless: from the moment of product selection, to the quick calculation of discounts, to the printing of a receipt and the clearing of the cash register at the end of the day.

With a well-configured POS system:

• you no longer have to keep track of paper notes or count your cash register receipts manually - the system does it for you,
• you have access to real-time sales reports - you know what is selling and what is worth promoting,
• Your employees work faster and more reliably, because everything works in one easy-to-use panel,
• You control inventory more easily and avoid stock shortages,
• you avoid costly mistakes - the system automatically calculates prices, taxes and discounts,

As a result, the whole business becomes more predictable, more efficient and ready for further growth - without unnecessary nerves at the daily cash register.

Terminal POS (Point of Sale) is a central sales device that integrates the entire transaction process - from product entry to payment settlement. See step-by-step how it handles sales in a service or retail outlet.

1. Sales handling

The cashier or salesperson starts the transaction by entering goods or services into the POS system installed on the POS terminal. Depending on the configuration of the device, he can do this manually or by scanning bar codes with a reader.

The POS system automatically calculates prices, takes discounts into account, converts the currency (if there is a need for DCC - Dynamic Currency Conversion) and calculates the tax due. Everything is done in real time, which significantly improves the work and minimizes the risk of cash register errors.

2. Selecting the form of payment

After summarizing the transaction, the POS terminal allows the customer to choose the preferred method of payment. The entrepreneur can offer:

• payment by cash,
• non-cash payment with payment cards,
• contact transactions (contactless smartphone or NFC card),
• BLIK mobile payment,
• immediate transfer,
• payment by voucher, voucher or loyalty program,
• payment of cash on purchase (cashback).

Thanks to the flexibility of the POS system, the POS will handle virtually any form of payment preferred by the customer.

3 Acceptance of payment

If the customer chooses to pay with a card, phone or smartphone, an integrated payment terminal is activated - this can be either a classic desktop terminal or a mobile mPOS terminal that connects to the network via Wi-Fi or LTE.

The payment terminal can also be used to pay for the payment of goods and services.

The payment terminal retrieves data from the customer's card or device and sends it - in an encrypted manner - to the payment operator's authorization center. This is followed by verification of the availability of funds in the customer's account, verification of the PIN number (if the transaction requires it), and then authorization of the transaction.

After approval, funds are debited from the customer's account and redirected to the merchant's account.

4. Fiscalization and printing

After the payment is completed, the POS system automatically sends the data to the fiscal printer. The device prints a receipt or invoice, which the customer receives when the transaction is completed.

5. Registration in the system

Every payment - both cash and non-cash - is registered in the company's sales system. The businessman thus gains immediate access to reports, sales analysis, records of payments accepted, as well as current inventory levels.

The businessman also gains immediate access to reports, sales analysis, records of payments accepted, as well as current inventory levels.

Thanks to the POS functionality, it is easier to manage the business, track customers' purchasing trends and optimize the offer.

What's important:

The whole process is fast, intuitive for the cashier, safe for the customer and gives the entrepreneur full control over sales.

The POS terminal is easy to use.

The POS terminal does not just handle payments - it manages the entire sales transaction at a retail or service outlet.

Choosing the right POS terminal depends largely on the specifics of the entrepreneur's business, the number of customers, the place where payments are accepted and the type of services provided.
In Antumo we offer solutions that are flexibly tailored to different retail and service outlets, regardless of whether you handle hundreds of transactions a day or conduct mobile sales.

Stationary POS terminals

This is a classic sales station that is the heart of customer service in a store or service outlet. It usually consists of a cash register computer equipped with a large touchscreen (more convenient than a keyboard), a barcode reader, a fiscal printer, a POS payment terminal and a number of peripheral devices.

The POS terminal is also a POS terminal.

With a POS terminal, you can handle sales comprehensively: enter goods, perform cash and non-cash transactions, manage discounts, keep warehouse records and issue sales documents.

The stationary payment terminal allows you to accept card and smartphone payments - contactless, chip or PIN number and magnetic card reader.

The devices, thanks to their connection to the Internet or telephone network, enable fast transmission of data related to authorization of transactions. Authorization is carried out through a telecommunications link to the authorization center of the customer's bank.

The amount of the transaction is charged to the customer's bank.

The transaction amount is debited from the customer's account and redirected to the merchant's account at the retail or service counter.

Such a configured sales counter is perfect for:

• grocery stores,
• pharmacies,
• drugstores,
• fuel stations,
• food and hotel outlets.

Mobile POS terminals (mPOS)

This is a solution created for companies that provide services beyond the standard storefront. A mobile POS terminal (mPOS) is a lightweight, compact checkout device, often based on Android. With a Wi-Fi or GPRS connection, the terminal can operate anywhere there is network access.

The mPOS terminal allows you to accept cashless payments at any location - great for:

• food trucks and food festivals,
• customer deliveries (e.g., in the courier or catering industry),
• mobile service outlets (beauty salons, bicycle services, field repairs),
• event and trade fair activities,
• transportation industries

Thanks to mobile POS terminals, an entrepreneur can offer card or smartphone payments almost anywhere he serves a customer - immediately after the service is performed. The whole thing is done with full data security and transmission encryption.

Self-service POS terminals

This is a solution in which the customer independently makes payment and finalizes the purchase. A self-service terminal, integrated with a code reader, POS payment terminal and a fiscal printer, allows you to reduce queues and speed up service at high-traffic points.

Self-service terminals are often used in:

• self-service checkouts in supermarkets,
• ticket machines at railway stations and transportation,
• service outlets with a high volume of customer service,
• automatic parking meters,
• post collection points,

With POS terminals, you can increase service efficiency, improve customer satisfaction and optimize the number of employees needed on the sales floor.

All POS terminals - whether stationary, mobile mPOS or self-service terminals - offer additional features to make running a business easier.

These include, for example:

• payment processing with payment cards and smartphones,
• payment in the currency of the customer's card (DCC),
• acceptance of payments using the 6-digit BLIK code,
• the ability to recharge a cell phone at checkout,
• loyalty and discount programs,
• readable information on a small customer screen,
• cashback functions when paying by card (cash when shopping),
• full integration with the company's accounting and warehouse system.

Security and stability of operation

The POS terminal is the heart of all sales in the company - so it simply has to work reliably and smoothly, every day.

• Customer data and payments are secured at every stage - all communications are encrypted, and access to financial information is properly protected.
• All devices work on the basis of up-to-date security standards - including PCI DSS certifications - so that the entrepreneur can be sure that he meets legal and technological requirements.
• The software is regularly updated and updated.
• The software updates regularly to ensure stable operation and protection against new threats.
• And if a problem arises - service and technical support are available quickly and efficiently, so that no malfunction stops sales for a day.

At Antumo, that's exactly what we take care of: we not only help you implement a POS terminal, but also provide constant service care and technical support on a daily basis.

Summary

It is worth having a POS terminal. Today it is the real center of the entire sales process. It is used for both non-cash and cash transactions. It handles all stages of sales: from product registration to the printing of a receipt. Importantly, it supports your business, as it streamlines the work of your staff, shortens queues and increases customer satisfaction, and enables full control over finances and sales reporting.

In Antumo we provide modern POS terminals tailored to the real needs of retail and service businesses. We advise, implement and support our customers in their daily work at the highest level.

Contact us and tell us about your business!