System Selection
Part of Choosing a POS system for an Australian business
Defining checkout requirements before a POS demo
Prepare a POS demo with real sale scenarios, proof for each requirement, configuration questions and a decision record.
Bring a few real sales to a POS demonstration. Define what staff must enter, what the customer should receive and what the manager must find later. Mark each requirement essential, useful or optional before the vendor shows the software.
Write the sale from start to finish
Describe a common transaction: find the item or service, confirm its price, apply a permitted change, take payment, issue the appropriate document and locate the completed record. Note the devices and staff roles involved.
If the business is registered for GST, include a sample receipt or tax invoice for review by whoever manages its tax records. Australian Government guidance distinguishes receipts from tax invoices and notes that a tax invoice used as a receipt needs additional information.
Add two common exceptions. A shop might use a wrong-size exchange and a split payment. A takeaway counter might use an item cancelled after preparation starts and a failed payment. Describe the result you need rather than prescribing a screen or button.
From sale to record: steps to demo
- Find the item or service
- Confirm its price
- Apply a permitted change
- Take payment
- Issue the appropriate document
- Locate the completed record
Define what counts as proof
| Requirement | Ask the vendor to show | Record afterwards |
|---|---|---|
| Correct item and price | Enter a real variant or menu choice | Search, scan or correction steps |
| Controlled exception | Apply the business’s approval rule | Who authorised it and where it appears |
| Completed payment | Finish the sale and inspect its status | Any separate terminal record needed |
| Customer document | Produce the proposed receipt | Details needing review |
| Traceable sale | Find and correct the transaction | Which records remain available |
Use the table as a template for your demo; adjust it to the business’s checkout path. Australian Government buying guidance also recommends identifying must-have features and comparing upfront and running costs.
Proof to capture during the demo
- Correct item and priceEnter a real variant or menu choice; record search, scan or correction steps
- Controlled exceptionApply the business’s approval rule; record who authorised it and where it appears
- Completed paymentFinish the sale and inspect its status; record any separate terminal record needed
- Customer documentProduce the proposed receipt; record details needing review
- Traceable saleFind and correct the transaction; record which records remain available
Ask about the exact configuration
Have the vendor identify the subscription, app mode, payment arrangement and hardware used. Ask whether ordinary staff can perform each step or need a manager, and whether the same setup applies to every planned location. Do not assume a capability shown on a premium account belongs to the quoted package.
Ask which steps still work when the proposed device loses its connection, and how staff can identify payments awaiting processing. Square’s Australian offline guidance lists payment types that are unavailable offline and says stored offline payments process automatically when the device reconnects within 24 hours, no later than 72 hours.
Shopify’s offline guidance says customer search and returns need a connection. These examples make ‘works offline’ too broad for a requirement.
Offline payment facts to verify
- Offline payments process automatically within
- 24 hours
- No later than
- 72 hours
- Customer search and returns
- Need a connection
Leave with a decision record
After each demo, record which scenarios were completed, any manual work, the plan and hardware used, and who must answer outstanding questions. Price the configuration that performs the essential work. This record defines what the vendor demonstrated before purchase; it does not replace checking the installed setup before staff use it.
Decision record checklist
- Scenarios completed during the demo
- Any manual work required
- Plan and hardware used
- Who must answer outstanding questions
