POS setup checklist
- Create clear product categories for food, drinks, time codes, accessories, and services.
- Check product prices, tax rules, receipt labels, and cashier permissions.
- Keep product names short enough for receipts and daily reports.
Adding a POS product
In archived CyberCafePro installations, a new product is added from an empty button in the POS items setup screen. Staff name the tab group category, name the product itself, and mark it enabled so it shows up for ordering from client PCs, or hidden if the item is temporarily out of stock. An icon can be assigned to the button, and if no suitable icon exists the product name displays on the button instead. Price and applicable taxes are set on the same screen, and taxes only appear as options once they have been defined separately in tax setup. Stock level, a low-stock warning level, and a scanned barcode can be attached to the product optionally.
POS matrix and stock tracking
A POS item matrix view lists every product and its current stock in a single table, which is faster for bulk price changes or a stock review than opening each button individually. Each row can carry a stock level, a warning level that flags when it is time to reorder from a supplier, a SKU used as an internal reference when no barcode is available, and a cost-of-goods value entered per sold unit rather than per purchased case. The matrix can be printed or exported for a physical inventory check.
Tax setup
Tax definitions support up to three separate rates, each of which can be renamed and can apply independently or cumulatively on top of another tax. A rate left at zero is treated as disabled and does not appear on the POS setup form. A second part of the same screen specifies whether each tax applies to computer time, to printing, or to both, which matters because time and printing are sometimes taxed differently from retail products under local rules.
Discounts and reservations
Discounts can be defined as a fixed amount or a percentage, and each discount is scoped to computer time, printing, other products, or a combination, with an option to require employee authorization before a discount can be applied at the register. A separate reservation system locks an available computer for a specific customer for a defined number of minutes, records the account name attached to the reservation, and can be run manually by staff or automatically as machines become free, which is most useful during predictable busy periods.
Receipts and sales history
Receipt setup covers printer selection, receipt width and margin, and whether receipts print automatically, prompt the cashier each time, or are turned off entirely. A custom header and footer, a store logo, and an optional watermark can be added to the printed layout, and receipt numbering increments automatically while skipping any numbers already used in the sales database. A sales receipt history screen allows staff to search past receipts by number, though deleting a receipt from that screen also removes the record of the sale, which is treated the same as a post-void and should be restricted to authorized staff only.
Cashier workflow
- Test common sales with cash, correction, and refund scenarios.
- Confirm staff can add time and sell products without accidentally changing account settings.
- Review end-of-shift reports against the cash drawer before relying on the setup.
Risk points
- Legacy POS systems may not meet modern tax, payment, or accounting requirements without extra review.
- Manual corrections should be documented so daily totals remain understandable later.