Actinic EPOS Buyers Guide

Actinic EPOS
Buyers Guide
This guide is designed to provide you with detailed information on selecting the right Electronic
Point of Sale (EPOS) system for your business. If you still have questions, or need further
advice, then call one of the Actinic EPOS specialists on 0845 129 4800.
What is an EPOS system and how does it work?
An EPOS system is essentially a computerised cash register and is
used for the accurate taking and recording of payment for goods.
The system scans the barcodes on each product, displays the price
and description on the screen and makes the appropriate charge.
Because sales are processed in this way the system can also keep
track of your stock, raise orders to replace actual sold stock,
generate detailed reports on your business activity and work out
profit margin.
Most EPOS systems consist of a computer, software application,
cash drawer, receipt printer, monitor, customer or pole display and
an input device for data entry such as a touch screen,
programmable keyboard, scanner or handheld
terminal.
How will an EPOS system benefit my business?
For years, the advantages of EPOS systems have been restricted to large
retailers with big budgets. But now, even the smallest retailers can take
advantage of the benefits an EPOS system can deliver. Installing an EPOS
system will enable you to manage your business more efficiently by saving
money, gaining more control and becoming more productive.
© Actinic Software Ltd 2006
Through better stock control you will benefit from reduced stock holding
and help the cash flow in your business.
Improve pricing accuracy through eliminating errors at the point of sale
and save time by not having to price all goods individually.
Improve margins by quickly identifying slow and fast moving items and
price them accordingly.
Reduce your paperwork with detailed reporting. Know where you stand
at any time of the day – your EPOS system can tell you instantly.
Which EPOS system is best for my business?
There are a huge range of EPOS systems available and it can be daunting at first for a small business to
understand which system is going to benefit the most. The latest EPOS systems provide everything you need to
operate an efficient point of service. Equipped with various features and functionality, there's an EPOS system
available to suit your needs. With Actinic EPOS you can choose from a range of complete, pre-configured
systems or mix and match from a range of components to build a complete and tailored system for your
business.
By purchasing an entire system from one supplier you will ensure all the components are compatible and work
together. This is particularly important where some components cannot function in the absence of others. If you
select one of the Actinic pre-configured packages you will also save on the total cost of the components
compared to purchasing individually (check the Actinic price list for the latest special offers).
EPOS System Components – A Buying Guide
There follows a more detailed description of the various components that make up a complete EPOS system,
what you should look for and why you need each component.
Computer
The central component of the EPOS system is the computer that runs the
application. There are two main types of EPOS computer system; those that
are integrated or those that are based on a standard personal computer.
An integrated EPOS computer system houses a number of components in a
compact unit. Integrated systems offer an affordable, complete solution with a
host of built-in features and can range in price. An entry-level system usually
provides the computer integrated with a touch screen whilst a fully integrated
system can provide a computer, touch screen, customer display and a receipt
printer, all in one unit. An integrated system looks neater and is compact which
frees up valuable counter space at the point of sale.
Alternatively you can base your EPOS system on a standard
personal computer and connect peripherals such as a printer
or customer display, to suit your requirements and budget.
This modular system also provides flexibility to separate the
screen from the computer and lay out your point of sale in
the way that best suits your needs - ideal if counter space is
at a premium.
The lowest cost way to build your EPOS system is to use an
existing PC and purchase the software and components to
connect. However, do make sure the PC meets the required
specifications to avoid compatibility problems. In particular,
serial interfaces are frequently required to enable the
connection of peripheral devices.
Software
At the heart of all Actinic EPOS systems is the Actinic EPOS electronic till software. This is an easy to use,
reliable and robust EPOS application and integrates with the standard EPOS peripherals to offer a complete instore checkout and stock control system.
Which Actinic EPOS application you need depends on the number of tills and how many sites you need to cover.
Actinic EPOS Solo
Provides a complete software solution for running a single till on one site.
Actinic EPOS Network
Provides full back office and multi-till operation for a single site. An Actinic
EPOS Network license is required for each additional till or PC at the site.
Actinic EPOS Head Office
Enables any number of shop sites in any number of regions to be managed
centrally with consolidated reporting and stock across all sites.
For more detailed information on the Actinic EPOS software see the separate software brochure.
© Actinic Software Ltd 2006
Touch Screen
There are two main types of touch screen and Actinic can supply both options.
You can choose between an integrated computer and touch screen unit (see
‘Computer’) or a standalone touch screen which is plugged directly into the
computer.
Many users find touch screens more intuitive and faster to use than keyboards.
With virtually no training time needed, touch screen interfaces increase salesthroughput, minimise transaction times and improve customer service. Most
touch screens are sleek, flat-panel LCDs - they cost more than traditional
computer monitors, but they last longer, use less power and take up less space
on the counter.
Keyboard
For systems without a touch screen a keyboard is required for data
entry. The least expensive option is to use a standard PC keyboard and
mouse although there are significant benefits in using the specialist
Actinic EPOS keyboard. This is a compact keyboard with keys
programmed for specific item codes. It is ruggedly built for a POS
environment and is smaller, faster and more reliable than a standard
keyboard.
Barcode Scanner
The scanner reads the barcode and sends the resulting data back to your EPOS computer, improving speed and
accuracy during checkout. There are two main options for the barcode scanner – multi-line or single line and
Actinic can supply both types.
A multi-line scanner can scan barcodes at any angle, which makes it quicker and
more reliable. This is particularly beneficial where there is a constant flow of customers.
A single line scanner requires the barcode to be aligned with the scanner for reading.
This is a less expensive option, but is also less flexible and slower than a multi-line
scanner. However, ideal in situations where customer throughput is less intensive.
Scanners can be operated both handheld and fixed to the counter top. In an environment where scanning of
larger, bulkier products is required a handheld operation is easier and more flexible.
Receipt printer
Every EPOS system needs a printer to create receipts for customers. Many
EPOS systems now have specialist thermal printers that use heat sensitive
paper to print receipts. These receipt printers have a small footprint and so do
not take up much counter space. They are also fast, quiet and reliable because
they have few moving parts.
Pole or Customer display
This displays the item and price information to the customer. This will save time at the
checkout and is particularly beneficial for customers who are hard of hearing or to
overcome language difficulties.
For some integrated till systems you will need to purchase a specific pole displays which
plugs directly into the dedicated interface. Alternatively, if you are considering a PC based
display you can purchase a stand-alone customer display to plug into the standard
computer interface.
© Actinic Software Ltd 2006
Cash drawer
Cash drawers store cash, credit card slips, gift certificates and other
important paperwork. They frequently serve as a shelf for a display or
other heavy pieces of equipment so look for a sturdy construction.
Some cash drawers receive their signals from the receipt printer so will
not function if a printer is not installed. Others can be plugged directly
into the computer, but need a separate power supply. If you are building
your own EPOS system it is worth checking with Actinic whether you
have purchased the correct combination of components.
Other options
Chip and Pin
Actinic EPOS systems are Chip and Pin approved. By using a Chip and Pin
terminal you can save time re-keying transactions into a separate PDQ terminal,
speed up card transactions considerably and reduce fraud. Credit card receipts are
printed on your receipt printer.
In order to process transactions using Chip and Pin you will need:
Merchant Account
Chip and Pin terminal (with a monthly service agreement)
Broadband internet connection (to process credit card transactions)
Handheld terminal
The handheld terminal is a bar code scanner, keypad and a clear computer
display in one compact, lightweight unit. The handheld terminal uses a wireless
connection to communicate directly with the EPOS system, enabling you to scan
barcodes, display and edit product prices, enter and update information directly
into the EPOS database, whilst moving around the shop and stockroom.
And finally…
Why not choose a system that complements your environment. If the ambience and appearance of your store are
important considerations, a stylish, compact system with no trailing cables would be ideal for a clutter-free point
of sale.
Also, when selecting your system do bear in mind that your investment is not just about the system itself but also
about the support, the development of the software and having a good relationship with your EPOS provider.
The Actinic EPOS system was developed by retailers for retailers, so it should do what you want it to in the way
you expect it to. You may have requirements specific to your business that are not currently catered for. If this is
the case we would be pleased to discuss custom developments.
© Actinic Software Ltd 2006