Restaurant POS Software

Author: RPS

  • A History of POS and What to Look for

    POS software systems are used to manage the billing and transaction process. Similar to how an electronic cash register works, POS systems can generate receipts, print vouchers and even create gift cards. The very first Point of sale software was developed in the early seventies by International Business Machines (IBM). This system had little in the way of the functionality when compared to today’s technology but laid the foundations for many of the advanced features we now use. A new wave of technology came about increasing the popularity of POS systems,  making it possible for a restaurant to take a customer’s order at the table and send order details directly to the kitchen.

    The Features of Modern Systems

    Most modern restaurant pos software is easy to use, feature rich, quick and efficient in its operation. They are designed for reliability.

    A basic system should be affordable, easy to install, quick to setup and simple to operate.

    Things to look out for when purchasing a system are the cost of extras such as the cost of service and support which can increase prices dramatically over time! This should not be a problem if the correct system is selected.

    The benefits are many, from savings on staffing hours along with reducing stock holding, wastage and theft, important data such as sales reports hi-lighting best and worst selling items should offset the purchase cost of a new pos system within a very short space of time.

    There are a large number of companies offering point of sale software online, it’s important to choose one that has a reliable reputation and provides good value for money. The type of management software you buy will largely depend on the type of hospitality industry in which you operate. For example, if you run a restaurant you will require hardware such as touch screen terminals, printers to print orders for the preparation area, card payment services, etc, on top of the actual software cost.

    Hardware

    All hospitality management systems require hardware, allowing receipts, vouchers, etc to be printed at the point of sale. Most systems will include barcode scanners, receipt and order printers, credit/debit card readers, a cash drawer as well as other peripheral devices. The POS unit will more than likely be a flat panel touch screen. The larger restaurants will benefit from using multiple windows touch tablets for table ordering and billing as well as a kitchen display system (KDS) for busy kitchens.

    Software Set-Up

    Irrespective of what software you choose, setting it up can be daunting and time consuming, especially if you are not being offered any in-house demonstration or online help after purchasing the software.

    So, what may be included with the software? Well, most will come with basic features with an option to purchase  extra add-on features if required. This allows you to begin with a bare bones system and add more features as and when your business grows and develops. Many larger businesses will opt for a desktop application with a cloud based backup solution, this gives added security should the system develop a hardware failure or other outage, and allows the restaurant to recall and import all important data files onto a new system or once your system has been reformatted.

    Finally, some POS systems will include a website online ordering system, or offer a third party add-on, allowing customers to purchase food and drink online. This is a great option if you want to widen your client base and maximise your revenue.

  • POS Software System – A key to success

    POS Software System – A key to success

    Anyone who works within the hospitality industry knows that delivering quality food in a timely fashion by efficient and courteous staff can be a difficult thing to master.

    There are so many factors to consider and the entire process needs to be handled with a precision that can test the patience of a saint. With so many things to balance it can sometimes feel like running a busy restaurant is like trying to spin a million plates on narrow bamboo poles, all at the same time.

    There are some things out there that can help though. One of them is a good point of sale software that will give you the tools and flexibility to run your business more effectively and efficiently regardless of the size of restaurant you run. A typical restaurant POS software system includes a centrally located touch screen monitor for order inputting and at least one cashier station with a cash drawer, receipt printer, and credit card reader.

    But how does a POS software system work in real life? Well let’s have a look at a typical restaurant scenario:

    In this scenario let’s say that a group of 6 guests have reserved a table for 7:30pm for dinner. They arrive early and decide to have pre-dinner cocktails at the bar. Their order for drinks is given to the restaurant bar staff. The bar person inputs the drinks on the touch screen monitor and the drinks are added to the customer table bill.

    Following cocktails the diners are ready to eat and head to their table. The central monitor of the POS shows the waiter which table they are assigned to and keeps a running total of the bill.The diners are seated and their orders taken. Each guest choices are input into a quick and easy portable display system by the waiter and their food orders are immediately sent to the kitchen for preparation, whilst their drinks orders are sent to the bar.

    A display system in the kitchen receives the orders which are printed out on the printer to the required preparation area. The printer will firstly print customer order for starters and then at a predesignated time later the customer order for main courses.

    As soon as the starters are sent from the kitchen, the main courses orders will be printed and prepared. Once these are finished the waiting staff will once again be notified that the food is ready and they will once again retrieve and serve it whilst it is still piping hot..

    If the customers decide to reorder more drinks at any stage these orders are once again sent directly to the bar and the drinks are brought quickly and efficiently to the table.

    Following the meal, the diners may order desserts or coffee and liqueurs. These orders are again sent to the kitchen/bar/barista for preparation and once they are ready the waiting staff is again prompted to collect and serve them to the happy customers.

    As the meal ends, each of the customers may ask to have an individual bill, which the restaurant POS system handles seamlessly by printing out an itemised readout of the drinks, meals, coffees and liqueurs served and thus reducing the risk of errors and or incorrect charges to any one of the diners.

    Payments can be made easily with the POS system using an array of payment methods, including debit and credit cards, with little to no effort, providing fast and efficient service to all customers.

    Being able to automate the many and varied tasks your staff are required to do allows them to be able to focus on customer service and making guests feel welcome and well-tended too.

    Kitchen staff with a good POS system will find the system much improved over the old-fashioned method of quickly scrawled orders that were easily misread. The system will allow them to keep track of orders, the timings required to prepare food orders, as well as any special dietary or allergen requirements requested by customers.

    All the ingredients to make your restaurant, cafe, fast food outlet, or bar more efficient are included in a good, dedicated POS system, leaving you with happier customers, happy staff, and ultimately an easier and less stressful free hustle and bustle of the business.

    We here at RPS are an advanced management software development agency specialising in new and emerging technologies. Our specially created hospitality business software is developed with the end user in mind and is bourn from years of consulting with businesses across the hospitality industry. It is designed to be easy to use and requires little in the way of technical knowledge or maintenance, so you can achieve the results your business deserves.

  • How Much Does a Restaurant POS System Cost?

    How Much Does a Restaurant POS System Cost?

    Well, this is the million dollar question and can vary greatly, depending of what kind of system you need. Are you after a PC server system that connects to multiple terminals or is a single standalone terminal sufficient? How many printers, bar code scanners, card readers, mobile tablets and other peripherals maybe required? How many software licenses do you need and what type of service are you looking at? Are you looking for an ad-hoc system or an all in one solution? Will you need any training or installation? What are the set up costs? There are so many factors that will impact on how much your Restaurant POS system will cost.

    One thing to bear in mind when trying to work out the cost of a POS system is that the initial cost of the software is just the tip of the iceberg. Monthly subscription costs, warranties, service plans, etc. will all add to the amount of money you will need to put aside.

    Who Uses POS systems

    Point of sale (POS) systems can be found in a wide array of businesses, but are most commonly found in retail, restaurants and hotels. Their flexibility allows them to do more than your standard, traditional cash register and they are far more than a basic payment device.

    But Isn’t POS Hardware Expensive?

    All POS systems need hardware to run. The main POS device will be a machine you use at the point of sale, in other words your till. This can be quite expensive, most businesses will need to factor this in when thinking about implementing a POS system. When looking for a POS solution, you will need to consider which hardware is included and what additional devices will be needed. There are complete all-in-one bundles out there that include everything in one package, but these can be expensive and may be part of a subscription model.

    Nowadays POS hardware generally comes in the form of a powerful PC based device running windows 10, with a touch screen monitor, receipt printer, bar-code scanner, and the option to purchase additional add-ons such as, debit/credit card machines, caller ID, rfid and mag strip readers, integrated weighing scales and a host of other hardware which can be added if required by the business.

    So, What do the POS Components Cost?

    This depends on many factors, such as the type of device, whether it comes as part of a monthly subscription model, etc. For example, a barcode scanner can cost from £45 for a very basic model up to £600 for a top of the range one. Receipt printers tend to be in the region of £150 to £300. Credit card readers have a cost of around £80, but more expensive options are available.

    What About restaurant software costs?

    A good software will need to be specifically chosen, and must be customisable to suit the required type of business environment. This can have a real positive impact on business efficiency, and at the end of the day, profit margins. There are free software solutions available which can be downloaded from the internet. In our experience free software has many limitations in its functionality and will have far less impact on your business than a good paid for solution.

    You can purchase restaurant management software on subscription from between £20 to £70 per month, this normally comes with some form of support plan that can be appealing to businesses who want the reassurance this gives.  The other option would be a pay outright system that will be more expensive initially but save money over time, if you do not require support or software updates to help and protect your business.

    So, What are the Advantages and Disadvantages of the two models?

    Many subscription models are cloud based. This is great for flexibility and you will never have to keep your software updated yourself but can be a real problem if you value security as you are at the mercy of the Internet, hackers, your internet provider and your software providers servers.

    Subscription models are a recurring cost to be factored in. The cost of a Restaurant software subscription varies depending on the level of service and support required and the size of the restaurant.

    An outright  purchased software solution, on the other hand, may be a little cheaper to start but can prove to be inflexible and will have little option in the way of updates and upgrades.

    The average cost for a single point of sale restaurant system will cost between £1200 to £2500 depending on hardware required and the software license subscription type.

    Hidden Costs

    As with any purchase the initial costs may not be the only ones you need to factor into your expenditure. On top of subscription costs and service plan costs there can be other fees that crop up over the lifetime of the POS system that you may not have initially foreseen. One of the main hidden costs you may incur can relate to not knowing exactly what you want in a POS system in the first place and having to purchase further software, hardware, or subscriptions later on down the line.

    To try to combat this oversight we recommend you ask for a live demo from your prospective software provider prior to purchase, so that you fully understand exactly how the software works and what you require to run effectively for your business needs.

    Be wary of cheaper options that may not be as feature rich as you need. If during your trial run of the system you think at any point, “It might be better with if,” or, “it would work better with if,” then price up what these ‘what ifs’ would cost. They may seem less important right now but down the line you may realise you need them.

  • How to Choose the Right POS System for Your Restaurant

    How to Choose the Right POS System for Your Restaurant

    For every business it is important to have the right tools for success and as anyone who runs a restaurant will tell you, a professional point of sale system is a must for a restaurant’s success. But how to choose the right one? Well, our guide below is here to help you figure this out.

    Step One: Define your business needs.

    It’s important before choosing a restaurant management solution to identify all the features, functions, and services you use and need for your business to run smoothly, by this we mean all the important features such as billing and order processing, sales, stock control and inventory, staff management and a way to manage customer relationships through a loyalty scheme.

    You may already have a POS Solution in place that isn’t quite meeting your needs. If you do, you need to identify the features that are missing from your current system and take note of any problems you find, talk to your employees, ask them what they think of the current system and what upgrades they would like in a new POS solution.

    Step 2: Figure out what hardware you need.

    Although the main part of a restaurant management system is software based, it will require hardware to perform most tasks. It may be that you already have the required hardware and you can just buy a new restaurant software solution but it’s more than likely that at least a small amount of new hardware will be needed, whether that’s  portable windows tablets for table ordering or a credit card solution, or a complete update to a faster computer system.

    Check with any new potential software solution what the recommend hardware requirements are and check this against your current installed hardware. Check with the new restaurant software provider, compatibility requirements and price for new hardware if required. Weigh up before deciding on the solution you think is right for your business.

    Step 3. Set yourself a realistic budget.

    It can be difficult to work out the cost of a restaurant management solution as it will vary depending on multiple factors, such as the size of your business, number of restaurants, the number number of facilities and services you offer, etc. The price will also vary depending in whether you buy a single use licence or opt for a subscription model, with licences costing between

    £500 and £2,000 and subscriptions costing between £20 and £60 per month per licence
    Cloud based services are also an option and range in price from £50 to £200 per month depending on the size and complexity of a restaurant’s needs. There’s no doubt cloud based services are an option and generally offer reasonable range of options without the need to maintain and update software, but they also lack the security of a desktop solution and are reliant on good, reliable internet connectivity to run.

    The choice and type of system at the end of the day will be dictated by the needs and finances of the business. A one off fee might entice you with its one time cost, but normally is less flexible and upgrades or changes will require further fees. Subscription based options on the other hand, are scalable and upgrades and maintenance of the software is generally included in the monthly subscription cost.

    Step 4: Compare the options.

    Before making any decision make sure you do your research on the different types of hospitality software systems available. Reach out to others and ask them about their own system. Call the software vendors yourself and ask as many questions about their solutions as you can. What features do each offer? How much do they cost? How easy are they to implement? Ask anything that you think is important to your own business. Only once you have all the answers to these questions will you be in a position to select the POS system for your business.

    Step 5: Trial a POS system.

    Don’t jump in with both feet until you get a chance to test a system for yourself. Ask the vendor if there is a trial option and give the software/hardware a good run. It’s all right reading about the system’s potential on paper but how it works in the real world may be quite different.

    Most Restaurant software vendors will let customers trial  free for 30 days so you can see how it works first-hand. Use this time to fully assess how it works against your business requirements. Check how fast it runs and if its user-friendly.

    If you are upgrading consider how you will transition to the new system or software. Is it easy to transfer your current data about customers, products, suppliers into the new system?

    Step 6: Make sure your hardware and software are setup correctly.

    So, you’ve picked your vendor and you have the software and equipment you need. Now all you need to do is set it up and get it running.
    The time and resources to transition to the new system will vary depending on your current solution as well as the size and needs of your business. You should get full installation instructions from your POS vendor. They may help with the physical set-up. Once it is up and running get them to walk you through how it works, a good vendor will also provide help videos and full setup and configuration information.

    Step 7. Enjoy your POS system.

    Once your new system is up and running, it’s time to make the most of it. Check to see if there are any add-ons or extra hardware that can make the experience of using it easier.

    Keep in touch with the software vendor and nurture a good business relationship. Don’t just go to them with technical problems and instead see them as a long-term partner who can help you expand your business in the future. Check to see it they do any training programs that can help you understand the system further.

  • Why Your Restaurant Needs a POS System

    Why Your Restaurant Needs a POS System

    For those who don’t know, POS stands for Point of Sale, and is commonly used when referring to the system of tracking sales transactions, payments, controlling stock and tracking food inventory within the hospitality sector for hotels, restaurants and quick service outlets.

    So, What Are the Benefits of Using a POS System?

    One of the many benefits of using a POS system is that it helps simplify communication between waiters, bar staff and kitchen staff. Whenever a food order is placed it goes directly to the kitchen to be printed out and acted upon.

    A POS system allows you to easily track everything in your business, from food usage to table bookings. Some pos solutions allow the tracking of staff though clocking in and out which can be used in conjunction accounts for payroll and tax calculations.

    Along with the daily operation of running a restaurant, a POS system can help with the organisation of profit and loss and sales tax statements.

    Other benefits include:

    Using a POS system can help reduce customers waiting times giving guests a better dining experience.
    A good restaurant management software solution will allow you to be efficient in ordering and preparing customer food, as well as keeping things running smoothly behind the scenes in terms of stock and staff management thus reducing mistakes.

    Easier control of multiple restaurants.

    If your business covers more than one restaurant then keeping track of menus, offers, pricing staff etc can be difficult. Using a POS solution will make the task of managing your chain easier as updates to a menu can easily be transferred to all your outlets with the click of a button. On the other hand, if you want localised pricing/menus for each of your restaurants then this can be easily accomplished from one centralised system providing flexibility, adaptability and uniformity at your fingertips.

    Track Everything.

    Staff, ingredients, tables, prices, cooking times. Everything can be tracked. Being able to track the ingredients you need against what you have in stock helps ensure you should never run out and always able to offer that menu product.

    Ability to track how long it takes to prepare and cook a dish helps in planning menus and may allow you to see ways to become more efficient.

    Better data reporting = less waste

    As mentioned above a restaurant software tracks details of every sales transaction your restaurant has made and as such holds a wealth of useful data that can be used to prevent food waste, over-staffing, theft, under or over ordering and other valuable data

    Easy loyalty program creation

    According to recent research over 46% of UK customers are members of at least one restaurant loyalty program. A POS system will make creating a loyalty reward scheme easy and allow a business to offer targeted product, promotions, customer discounts, voucher schemes, points scheme and many other customer enhancement experiences all aimed at bringing repeat visits.

    Keep things mobile

    Mobile tablets are everywhere, using a software solution that integrates windows mobile tablets makes staff more efficient and productive hence speeding up service times and as a result reduce customer waiting.

    Using windows based devices to accept orders directly at the table from dining guests and sending this information directly to the bar or kitchen for preparation can greatly reduce waiting times, making a restaurant more efficient. This allows management to better control and check in real time the number of customers in house, orders in progress, wait times and other important factors.

    Warranty guarantee

    A new POS systems should come with at least a 1 year warranty as standard, this covers all hardware. Software support is normally an extra cost and depending on the type of support package purchased will depend on the support offered. Ranging from email, phone live remote and onsite visits.

    There is usually an option of extending the hardware support for a fee, giving your business peace of mind.
    If you purchase a yearly subscription model, then these will normally come with a set standard software support included in the price and the option to add more cover for an extra cost.