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Suppose a retail store owner doesn’t manage order-taking well. Customers may face long wait times during busy hours. This can lead to frustration. It can also result in lost sales. If a product is priced incorrectly, it can cause refunds. This makes customers unhappy. A negative reputation may follow. Customer loyalty and profitability can drop.
Well-planned order processing with OneHubPOS can help avoid these problems and improve customer satisfaction. This blog will provide a comprehensive guide to managing order-taking in your retail store, focusing on how to use OneHubPOS system effectively. We’ll cover best practices, essential features of a good POS system, and a detailed user guide to help you use the system.
Efficient order-taking is the first step in fulfilling customer needs. You can't underestimate how vital this part of your retail operation is. Here’s why it matters:
Quick transactions lead to happier customers. If someone walks into your store and sees a long line, they might reconsider their purchase. A smooth order process can make all the difference to your small business. Picture a busy weekend—if your staff can handle transactions quickly, you increase the chances of repeat business.
Mistakes can lead to unhappy customers and costly returns. If an employee incorrectly rings up a price or forgets to scan an item, it can result in frustration and refunds. A reliable retail POS system reduces these errors by automating the process and providing clear prompts.
Knowing what products are in demand helps manage stock levels, avoiding overstocking or running out. For example, if a specific item sells out quickly every weekend, you can increase your order quantity from suppliers.
The right POS system simplifies the order-taking process by providing tools for scanning products, managing inventory, and processing payments. A well-configured mPOS can enhance your operations, so make the best of its capabilities. Here are the core functions of a POS system that aid in order management:
To maximize the efficiency of your order-taking process, familiarize yourself with your POS system. Here’s a step-by-step guide on how to use the OneHubPOS system effectively.
First, let’s manage users within the handheld POS system. Here’s how to handle user functionalities:
Display the list of users for your store. This screen allows you to manage employee access to the system. You might have cashiers, managers, and inventory staff, each with different permissions.
Choose a user from the list and click on Clock In. Enter the 4-digit PIN to confirm their identity. This will take you to the Clock In screen for that user.
Once on the Clock In screen, the user can click on CLOCK-IN to register their in-time at the store. This feature helps track hours worked and manage payroll.
After successfully clocking in, clicking on Done will redirect you back to the User Screen.
Select the same user again, click on POS, and enter the 4-digit PIN. This action will bring you to the Home Screen of the application, where the order-taking process begins.
Now that you’ve logged in, let’s explore how to take orders.
When a customer is ready to purchase, scan the barcode of the product. The application will create a new order with a unique Order No. This immediate identification helps manage the transaction process. For instance, if a customer wants to buy a shirt, scanning the barcode will automatically pull up the product details.
After adding items to the order, click on Card to see payment options, including credit and debit cards. Selecting either option will complete the order. If the customer prefers to pay with cash, the order will be settled accordingly. For example, if a customer spends $50, the POS will calculate the total due without manual calculations.
If a product is sold by weight, a weighing pop-up will appear after scanning, displaying the weight and amount due. Click on Proceed to add the item to the order. If the weight needs to be entered manually, enable the Enter Manually toggle to input the weight via the keyboard. For example, when a customer buys fresh produce, weighing the items at the register ensures accurate pricing.
Searching for products efficiently can save time during peak hours. Click on PLU in the search bar. You can search by product name or barcode for quick retrieval. If a customer looks for a specific brand of detergent, type in the name or scan its barcode to find it quickly.
Orders can change, and adjustments may be necessary. Here’s how to manage item quantities:
To increase the quantity of an item, swipe right on the item. The edit screen will appear, allowing you to adjust the quantity. After making changes, click Save. For example, if a customer wants two of the same item, this feature allows for easy modifications.
Or, you can click on @/FOR to enter the desired quantity using the numeric keypad and click on the item to apply the change.
If a customer wants to remove an item from their order, swipe left on the item. This feature is handy if a customer changes their mind about a product, like returning shoes after trying them on.
If a customer asks for a product’s price, you can check it quickly without committing to a sale. Click on Price Check. After scanning the barcode, the product name and price will appear.
If the customer wants to purchase the item, click on ADD TO SALE to add it to the current order. This is especially useful for promotions or clearance items.
After a transaction is complete, you can view all completed orders from the History section. This allows for quick access to past transactions and helps track sales trends. If a customer returns with a receipt, you can easily locate their purchase and process a return.
If there are changes in the backend, use the Cloud Refresh option. This ensures your POS system is up-to-date with any changes made, providing you accurate and current information. For instance, if you’ve updated pricing or added new products, a quick refresh ensures these changes are reflected in real-time.
Utilizing the reporting feature can give insights into sales performance and help with strategic planning. Access the One Touch Reports feature to view various POS analytics reports. These insights can guide inventory purchases and promotional strategies. If your reports show that specific products sell better during holidays, you can adjust your inventory accordingly.
Refunds are sometimes necessary, and your POS tech should simplify this process. To initiate a refund, select the order from the Order Refund section. The application will guide you through partial and full refund processes, ensuring customer satisfaction. If a customer returns a defective item, you can process the refund promptly, helping maintain trust.
At the end of a shift, manage employee records and ensure all transactions are settled.
A user can perform a SHIFT END, which provides the Employee Checkout Report, detailing the transactions made during their shift for transparency.
If there are pending orders, the application will prompt the user to close them. This ensures no transactions are left open, preventing confusion.
After closing all pending orders, users can confirm their Shift End. This clears the system for the next shift and allows you to review performance metrics.
Once all transactions for the day are completed, it’s time to close the business day. Click on DAY END. The application will provide a Day End Report summarizing the day’s transactions and will automatically log out for security. This final report helps with financial tracking and preparing for the next day’s operations.
If your store uses PAX payment devices, setting up the connection is essential for efficient payment processing. Enter the IP address of the PAX device into your Android-based POS settings. This setup allows the POS to communicate with the payment terminal, enabling smooth transactions. Remember to regularly update these settings to avoid connectivity issues.
Ensure your employees are well-trained in using the mobile POS system. Regular training sessions help everyone stay updated on new features and best practices.
Regularly review sales reports and employee performance. Identify trends and areas for improvement, like long wait times at checkout or frequent order-taking errors.
OneHubPOS stays updated with the latest softPOS versions. New updates often include improvements in speed, security, and features.
Encourage customers to share reviews on their shopping experience. This information can help identify pain points and opportunities for improvement.
Managing order taking in your retail store is essential for operational efficiency and customer satisfaction. With best practices and OneHubPOS, you can streamline the order-taking process, enhance the customer experience, and boost your sales. The well-organized order management system of OneHubPOS will set your retail store apart from the competition and contribute to long-term success.
Get started today with OneHubPOS at just $1 and optimize your order-taking processes!
Roopak Chadha, Director of Business Development with expertise in Business Growth & Strategy, Customer Success, and Product Management. Excels in driving business growth through strategic planning, customer-centric approaches, and effective operational leadership.
