Point of Sale Setup Checklist for Australian Retail and Hospitality Venues

Avoid day-one chaos. This field-tested point of sale setup checklist helps Brisbane and SEQ venues go live smoothly with fewer hiccups and less downtime.

Set up POS right the first time. Our Australian checklist covers hardware, EFTPOS, cabling and Wi‑Fi to avoid downtime and chargebacks. Local techs ready to help.

Key takeaways

• Plan power, bench layout and retail network cabling before gear arrives.
• Hard‑wire fixed devices; keep Wi‑Fi setup stable with a POS‑only network.
• Set GST, surcharging and least‑cost routing the Aussie way.
• Test dockets, receipt printers, barcode scanners and EFTPOS integration end‑to‑end.
• Create a go‑live run sheet and a backup plan for NBN or power issues.

What it is and core concept

Definition

Point of sale setup is the full build of your sales counter: POS installation, payment terminals, EFTPOS integration, retail network cabling, Wi‑Fi, printers, scanners and software settings. In simple terms, it’s getting your till, card machine and network ready to sell without fuss.

Why it matters

Brisbane venues run on speed. A clean POS build cuts queues, reduces keying errors and protects margins. With NBN quirks, summer storms and busy weekends, a solid setup means fewer outages, fewer chargebacks and happier staff during service.

Point of sale setup checklist for Brisbane venues

Use this checklist to go from empty counter to live system: survey the site, pick hardware, wire the network, set payments the Aussie way, configure the software, test every path, and plan go‑live support.

How it works and step-by-step

Process

1) Site survey and bench layout.
2) Choose terminals, tablets, receipt printers, barcode scanners and cash drawers.
3) Run cabling and set up network and Wi‑Fi.
4) Pair EFTPOS, set surcharging and payment routing.
5) Configure GST, products, users and receipt templates.
6) Test printing, scanning and payments.
7) Go‑live day plan and backup.

Featured answer

For a reliable POS, hard‑wire fixed devices, keep printers on Ethernet, set a POS‑only Wi‑Fi, pair EFTPOS with your POS, apply GST and surcharging rules, and run print and payment tests. Add surge protection and a UPS for the modem, router and switch to ride through Brisbane storms.

What to prepare before installation: site survey, power and bench layout

Do a quick walk‑through and measure up. It saves hours on install day.

• Bench: mark terminal spots, printer shelves and cash drawer space; leave airflow.
• Power: add double GPOs near each terminal and printer; use surge boards.
• Cabling: plan data points for tills, kitchen printers and the pass; label both ends.
• Modem/router: place off the floor, away from sinks and fridges.
• UPS: protect modem, router and switch for storm blips.
• Mobile signal: check 4G inside the venue if EFTPOS needs cellular fallback.
• Quiet window: lock an install slot outside service hours.

Choose hardware: terminals, tablets, printers, scanners and cash drawers

Pick gear that suits your workflow and space.

• Terminals/tablets: all‑in‑one touch terminals for counters; iPads for roaming tables.
• Receipt printers: 80mm thermal, Ethernet or USB; keep spare paper and a spare unit.
• Kitchen printers: impact (dot‑matrix) for heat and noise; wire via Ethernet.
• Barcode scanners: 2D scanners read QR, shelf labels and loyalty cards.
• Cash drawers: RJ12 kick from the printer; fit underbench with a bracket.
• Stands and cases: lockable stands for tablets; weighted bases for busy bars.
• Labels and scales: add label printers and scales if you sell weighed items.

Keep cables short and neat with Velcro ties. Label every power pack and data lead.

Network and cabling plan for reliable POS and kitchen dockets

Stability beats speed during service.

• Ethernet first: wire POS, receipt printers and kitchen printers (Cat6).
• Wi‑Fi: make a POS‑only SSID with a strong password; hide it if you like.
• Channels: set 2.4 GHz to 1/6/11; use 5 GHz for staff tablets.
• Switching: use a quality switch; PoE helps for ceiling Wi‑Fi.
• Static IPs: reserve printer IPs to stop “docket lost” issues.
• Segmentation: separate guest Wi‑Fi from POS gear; no guest access to printers.
• NBN: place the modem and NBN box high and dry; avoid fridges and metal.

For long runs to kitchens or bars, add a small switch at the pass and label ports clearly.

EFTPOS, surcharging and payment routing setup in Australia

Link your POS and card readers the right way for Aussie cards and rules.

• Integration: pair via your POS (Linkly/direct) so totals send automatically.
• Surcharging: only pass on the cost of acceptance; show the fee before payment and on receipts.
• Least‑cost routing: route tap‑and‑go debit to eftpos where it’s cheaper; leave credit on scheme rails.
• Fallback: enable 4G on terminals; set offline limits if supported and safe for your risk.
• Settlement: set cut‑over times to match your trading hours and reports.
• Chargebacks: use tip adjustment and refund permissions with manager PINs.

Test a small sale, a refund and a surcharge case. Print both merchant and customer copies.

Software configuration: GST, products, users and receipt templates

Clean data makes fast, accurate sales.

• GST: set tax‑inclusive pricing for retail; confirm 10% on eligible items.
• Products: load categories and modifiers (e.g., milk types, sizes, add‑ons).
• Docket routing: map food to kitchen, drinks to bar, coffee to pass.
• Users: staff PINs, roles and void/refund permissions locked down.
• Receipt template: add your trading name, ABN, contact and refund policy.
• Promos: set happy hour or weekday deals with start/end times.
• Backups: export product lists and customers before go‑live.

Do a quick walk‑through with staff so the buttons match how they talk and sell.

Testing checklist and go‑live day plan

A 30‑minute test now can save hours during the lunch rush.

• Printers: test receipts and all kitchen/bump stations; pull a cable to confirm offline behaviour.
• EFTPOS: $1 sale, refund and tip; test a surcharge; test 4G fallback.
• Scanning: scan five items with different GST and discounts.
• Reports: run Z‑read/closure; match EFTPOS settlement totals.
• Run sheet: who to call, device list, IPs, passwords and a rollback plan.
• Spare kit: extra printer, paper, cables and a surge board on hand.

Go‑live: stagger staff training, open one lane first, then bring the rest online after a clean hour.

Ongoing maintenance, backups and support options

Keep it tidy and up to date so service stays snappy.

• Updates: apply POS and OS updates after hours with a snapshot/backup.
• Backups: daily cloud backup of POS data; export key lists weekly.
• Hardware care: dust fans, replace worn cables and test UPS batteries twice a year.
• Wi‑Fi health: monthly channel check; review logs for dropouts.
• Compliance: rotate passwords, review user roles and void/refund activity.
• Support: set an SLA for urgent fixes, especially weekends and nights.

Most installs take half a day per lane; add time for new cabling or kitchen printers.

Common problems in Brisbane

Weather and infrastructure

• Heat and humidity: thermal printers fade; keep paper sealed and printers away from ovens and sun.
• Storms: power flickers cause router reboots; use surge protection and a UPS for modem/router/switch.
• NBN quirks: FTTN/FTTC dropouts in older areas like Red Hill and Woolloongabba; plan 4G backup.
• Old buildings: thick walls in the CBD and Fortitude Valley kill Wi‑Fi; add extra access points.
• Mall centres: shared comms cupboards (Chermside, Carindale); label your gear and power.

Troubleshooting and quick checks

Short answer

If dockets don’t print or tap‑and‑go fails, check power and cables first, then network lights, printer paper and IP addresses. Reboot modem, router, switch, then POS and EFTPOS in that order. If only one device fails, swap its cable and port to isolate the fault.

Quick checks

• Check printer paper is thermal side up and lid clicks shut.
• Print a self‑test from the printer; note its IP address.
• Ping the printer from the POS; if no reply, check VLAN/SSID.
• Swap Ethernet cables and ports; watch for link lights.
• Re‑pair the EFTPOS to the POS; test $1 and void it.
• Turn off guest Wi‑Fi to see if POS speeds up.
• Move terminals 1–2 metres from fridges or metal.

Safety notes and when to call a pro

Red flags

Stop and get help if you see burnt plugs, exposed copper, water near power, constant NBN dropouts after rain, or repeated declines across all terminals. For new data runs, ceiling work, switch config, VLANs, or payment routing, call a licensed tech to avoid outages and compliance headaches.

Local insights and examples

Brisbane/SEQ examples

Valley bars often run two counters, kitchen impact printers and a POS‑only Wi‑Fi for iPads. West End cafes prefer one wired till, a mobile tablet and kitchen dockets at the pass. Chermside retailers lean on Ethernet for scanners and label printers. Bayside venues in Wynnum/Manly add 4G fallback for storm days.

We also see North Lakes and Springfield stores in new builds needing extra data points, while older shops in Paddington and Ipswich need heat‑proof printer spots and extra access points to punch through brick walls.

FAQs

Q1: How long does a POS installation take?

Most single‑lane installs take 2–6 hours if power and data points are ready. Add time for new cabling, multiple printers, payment integration, or product imports. For multi‑lane venues, plan after‑hours staging and a shorter go‑live window with a rollback plan.

Q2: Do I need Ethernet or will Wi‑Fi do?

Use Ethernet for anything fixed: tills, receipt printers and kitchen printers. Wi‑Fi is fine for staff tablets. Keep a separate POS SSID and avoid congested channels. EFTPOS can use Ethernet or 4G; wired is fast and stable, 4G is great as a fallback.

Q3: Can I add card surcharging legally?

Yes, but only up to your cost of acceptance. Set rates per card type in your POS/EFTPOS, display the fee before payment and print it on receipts. Train staff to explain it simply and avoid adding surcharges to cash or non‑card payments.

Sources and further reading

Useful concepts for Aussie venues include surcharge rules under consumer law, least‑cost routing for debit, PCI DSS basics for handling card data, NBN access types and failover options, and receipt content requirements. Align POS roles, refunds and settlement times with your accounting and banking processes.

Wrap-up and next steps

A tidy POS build pays off: faster service, fewer errors and less stress when it’s busy. Use this checklist, book a quiet install window, and test every path before opening. For onsite help across Brisbane and SEQ, Service:
Point of Sale Setup