How To Set Up a Point of Sale System for Your Grocery Store: 8 Simple Steps

What’s worse than assembling IKEA furniture without the instructions? Setting up a brand-new point of sale (POS) system without the right support. 

But have no fear: We’re here to help you plan a painless transition to your new system. 

In this blog, we’ll walk you through everything you need to know about how to set up a point of sale system for your grocery store — from choosing the right provider to ensuring long-term success. 

Let’s dive in.

Start With the Right POS System

There’s nothing worse than investing time and money into a new POS system only to discover that it doesn’t solve any of your grocery store’s problems. 

That’s why we recommend thoroughly evaluating your POS provider to ensure they’ll provide the right tools and support to meet your grocery store’s unique needs. 

First, look for a suite of features that addresses your current operational pain points. Here are a few examples of must-have grocery POS features: 

• Integrated payment processing: Your POS system should allow for seamless, secure checkouts, eliminating the need for manual entry and speeding up your checkout lines. 

• Inventory management: Your new POS system should help you prevent stockouts and spoilage by providing a real-time overview of your inventory levels, including a breakdown of your perishable and weight-based products like produce, meat, and cheese. 

• Marketing options: Your POS system should help you attract and retain customers with features like a loyalty program and promotion scheduling. 
• Reporting and analytics: A POS system with in-depth sales reporting helps you spot sales trends, learn more about your customers, and make informed decisions to grow your store. 

None of these features matter if you don’t know how to implement them — which is why we recommend choosing a provider that offers unlimited training and support during onboarding and beyond. 

An accessible, knowledgeable support team will save you hours of frustration during the setup process.

Related Read: Grocery Software: 8 Must-Have Features & Top Providers 

1. Decide What Type of POS Hardware You Need

Hoping for an easy setup process with no snags? Start by ordering the right types and amount of POS hardware. 

First, evaluate your current hardware situation. If you’re struggling with long checkout lines, you might consider adding another register or even a few self-checkout kiosks. 

Then, find out what kind of hardware your new POS software runs on. Some providers have a “bring your own” hardware policy while others require you to purchase a hardware bundle. These bundles usually include a touchscreen computer, barcode scanner, card reader, receipt printer, and cash drawer. 

Your checkout counter isn’t the only home to essential POS hardware. Let’s look at a few other pieces of grocery store equipment you might need to order: 

• Deli scale: A deli scale allows you to track and sell weight-based items like meat and cheese, simplifying your deli and butcher department operations. 

• Label printer: Do you sell made-in-house products like deli sandwiches and baked goods? You need a barcode label printer to track and sell these items. 
• Mobile barcode scanner: A mobile barcode scanner makes it a breeze to manage inventory and adjust prices from the sales floor. 

Having the right tools from day one will ensure a smooth transition to your new POS system. 

2. Schedule an Onboarding Appointment

Most cloud-based POS systems are “plug and play” and can be set up in minutes, but the process can still seem intimidating.

That’s why we recommend scheduling an onboarding appointment with a grocery industry expert from your POS provider’s support team. 

During this appointment, your technician will walk you through booting up your POS terminals, connecting the hardware accessories, and logging into your account. 

3. Import Your Inventory Records

One of the biggest challenges you’ll face when migrating to a new POS system is importing your inventory records. 

Your grocery store sells hundreds — if not thousands — of products. Each of these items should be reflected in your new software, along with critical data like their wholesale cost, shelf life, and sticker price. 

Our number-one tip is to rely on your POS provider’s support team, since many providers offer inventory imports as a service at no additional cost. This means that you can send your technician a spreadsheet of your current inventory data, and they’ll import it for you. 

Pro tip: Are your inventory records full of old products that you no longer sell? This is the perfect time to clean them up and ensure all of your data is up to date. 

4. Do a Test Run

Launching your new POS system before you’re ready will be a nightmare for everyone involved. Your customers will be frustrated by long waits, your cashiers will be frazzled, and you’ll miss out on sales. 

A test run can help you prevent this disaster. 

Before officially switching to the new system, ensure you can scan items using the barcode scanner, process payments, and print a receipt. 

5. Train Your Staff

Your staff might not be enthusiastic about abandoning their old processes and embracing new technologies, but you can make the transition smoother by emphasizing why the new system is better. 

Explain how it will simplify their everyday responsibilities, eliminate pain points, and empower them to provide better customer service. 

Once you’ve won them over, prioritize hands-on training. Let them explore the system’s features at their own pace, then engage in a role-playing activity to help them practice ringing up items, processing transactions, and applying loyalty rewards. 

Pro tip: This is also a good time to set up your POS system’s employee permissions. Different employees will need different levels of access depending on their roles, and setting these permissions can protect your bottom line from internal theft and fraud. 

6. Communicate With Customers

There are bound to be a few snags as you transition to the new POS system, but proactively communicating with customers can help. 

Let them know ahead of time that you’re making the switch by posting on social media or adding signs to your entrance and checkout counters. 

Ask for their patience, and explain how this new system will benefit them. For example, they might enjoy the perks of your new loyalty program or shorter checkout lines. 

7. Dig Into Your POS System’s Data

Your POS system is a treasure chest of valuable data — but often, grocers don’t take advantage of these powerful reporting features.

Once you’ve mastered your POS system’s basic features, take some time to explore its reporting capabilities. 

You can learn about your customers’ shopping habits, identify your most and least popular products, and spot sales trends. From there, you can use these insights to tailor your grocery store’s product selection, open hours, and marketing approach to align with the data. 

8. Continue Learning About Your POS System

Setting up your new POS solution is an ongoing process — not a one-step project. 

Here are just a few tips to make the most of your system and keep your grocery store running smoothly: 

• Customize your POS interface: Most POS systems have customizable touchscreens and buttons, so regularly check in with your cashiers to ensure that the tools they need are right at their fingertips. 

• Regularly calibrate your scales: Your deli and scanner scales are crucial parts of your POS system, so check them regularly for accuracy. 
• Update your software: It’s all too easy to ignore notifications when a new software version is available, but these updates can unlock new features and security enhancements. Better yet, opt for a POS system that updates automatically. 

Staying up to date on your POS system’s maintenance will ensure smooth operations in the long term for your grocery store. 

Set Your Grocery Store Up for Success With IT Retail

Congratulations! Now that you’re a point of sale pro, you’re ready to find and implement the perfect system for your grocery store. 

Looking for a solution that offers the right features and is backed by an expert support team? You’re in the right place. 

IT Retail is an all-in-one POS system designed specifically for grocery stores like yours. Our powerful yet user-friendly software includes all the tools you need to manage perishable inventory, grow your customer base, and monitor your business’ growth. 

See these features (and more) in action by scheduling your live, personalized demo of IT Retail today.