Point of Sale Setup Checklist for Australian Retail, Cafés and Hospitality Venues

Avoid costly downtime with this field‑tested checklist used by our onsite techs. If you’re opening or refreshing a Brisbane venue, this point of sale setup guide covers hardware, NBN, EFTPOS, GST, and testing. It’s plain, practical, and built for Aussie shops, cafés, and bars.

Set up your POS right the first time. Aussie checklist covers hardware, NBN, EFTPOS, GST and testing—built by Brisbane techs to prevent downtime and speed up sales.

Key takeaways for point of sale setup

• Map power, data points, and Wi‑Fi before you buy gear. Saves rework and cabling costs.
• Pick hardware that speaks the same “language” as your POS app and EFTPOS terminal.
• Treat NBN for business like a core utility. Failover 4G saves the day during outages.
• Use a POS testing checklist before go‑live to catch printer, scanner, GST, and cash drawer faults.
• Train staff on refunds, outages, and backups, not just sales.

What it is and core concept

Definition

Point of sale setup is the end‑to‑end build of the system that takes payments and records sales. It includes POS installation, EFTPOS integration, receipt printer setup, barcode scanner configuration, cash drawers, and network. Plain talk: it’s the gear and software that lets you take money fast and correctly.

Why it matters

In Brisbane, fast service helps you beat heat, rain bursts, and event rushes. Cafés in West End, retailers in Chermside, and bars in Fortitude Valley all need quick, simple sales flow. Good setup cuts queues, keeps GST right, and stops outages from ruining a busy Saturday.

How point of sale setup works and step-by-step

Process

Use this flow from plan to go‑live:

• Plan your POS layout and mark power and data points on a floor plan.
• Choose compatible hardware: terminals, printers, scanners, cash drawers, tablets.
• Prepare NBN for business, router, VLANs, and business Wi‑Fi with guest isolation.
• Install and cable devices neatly. Label every cable and port.
• Configure POS software, GST, receipts, categories, users, and permissions.
• Integrate EFTPOS and set surcharging rules to match bank and ACCC guidance.
• Run a POS testing checklist: sales, refunds, discounts, tips, split bills, offline mode.
• Train staff, pick a quiet go‑live window, and set support contacts.

Featured answer

The fastest way to set up POS is to map outlets and data points, pick gear that matches your POS app, prepare NBN and 4G backup, install and label hardware, connect printers and scanners, configure GST and receipts, integrate EFTPOS with surcharging, then run test sales, refunds, and backups before opening.

Plan your POS layout and power/network points

Sketch the counter and service areas. Mark where each terminal, tablet stand, and printer sits. Add power GPOs, LAN ports, and cable paths. Keep printers close to the till, not the kitchen door. Avoid placing gear under coffee machines or sinks. Leave airflow behind terminals and routers.

Choose compatible hardware for Australian venues

Match devices to your POS app’s support list. Common combos: thermal receipt printers (USB, LAN, or Bluetooth), 2D barcode scanners, cash drawers with RJ12 kick, and BYOD tablets or all‑in‑one touch PCs. Check Aussie power plugs, paper roll sizes, and spare parts availability in Brisbane.

Prepare NBN, router and business Wi‑Fi

Ask for a stable NBN for business service if uptime matters. Use a business‑grade router with VLANs, QoS for EFTPOS, and 4G failover. Create a staff SSID for POS and a guest SSID with client isolation. Place access points away from fridges and microwaves. Record admin logins safely.

Install and cable: terminals, printers, scanners, cash drawers

Mount terminals on stable stands. Use quality CAT6 cables. Label both ends. For printers, pick LAN over USB when possible for shared printing. Connect the cash drawer to the receipt printer’s kick port. Test a barcode scan into Notes to see if the reader works before mapping it to POS.

Configure POS software, GST and receipt settings

Set tax to 10% GST where needed. Configure categories, PLUs, barcodes, and price modifiers. Add outlet and register names. Format receipts with ABN, EFTPOS merchant details, and return policy. Create users and simple roles: Manager, Staff, Kitchen. Turn on backups or cloud sync.

Integrate EFTPOS and set surcharging rules

Pair your EFTPOS terminal to the POS app via LAN, Bluetooth, or cloud. Match tender types and settlement cut‑off times. If you surcharge, set rates by card type and display the notice at the counter. Test contactless, chip, PIN, tips, split bills, and offline fallback where supported.

Test transactions, backups and failover

Run a POS testing checklist: sale, refund, void, discount, tip, cash in/out, end‑of‑day. Print a receipt and open the drawer. Scan barcodes from best‑sellers. Kill the WAN to test 4G failover and offline sales if your system supports it. Check that data syncs after connectivity returns.

Staff training, go‑live and ongoing support

Train on common flows: sales, refunds, no‑sale drawer open, and reprinting receipts. Give a one‑page “what to do if” sheet with router reboot steps and bank support numbers. Pick a quiet go‑live window, like mid‑week morning. Book a check‑in for the first Saturday rush.

Common problems in Brisbane

Weather and infrastructure

• Storm season power spikes trip POS gear. Use surge boards or a small UPS for the router, switch, POS, and receipt printer.
• Humidity and heat in kitchens and coffee bars cause printer jams and sticky buttons. Keep gear off hot machines and use fans for airflow.
• Older buildings in Woolloongabba and Spring Hill often lack data points. Plan extra cabling or use reliable power‑over‑Ethernet runs.
• NBN types vary by suburb: HFC in parts of Carina, FTTN in parts of Ipswich and Logan. Speeds and latency differ; 4G backup helps.
• Busy RF areas like South Bank and CBD have Wi‑Fi congestion. Use 5 GHz for POS and lock channels to avoid neighbour networks.

Troubleshooting and quick checks

Short answer

If sales won’t flow, check power, cables, and Wi‑Fi first. Reboot the router, switch, and printer in that order. Test a sale without modifiers. Try a direct LAN cable to the printer. If EFTPOS fails, process one sale using the terminal’s standalone mode while you fix pairing.

Quick checks

Try these safe checks:

• Paper roll shiny side facing the print head; lid clicks shut.
• Printer gets an IP address; print a self‑test page via the feed button.
• Swap LAN cables and ports; watch link lights on router/switch.
• Turn off guest Wi‑Fi isolation for POS devices or move them to the staff SSID.
• Barcode scanner types into a text app; if not, set it to keyboard mode.
• EFTPOS pairs on the same network as POS; check Bluetooth or cloud pair status.
• Use your 4G backup internet; confirm POS syncs when the NBN is back.
• Check time and date on POS and printer; wrong clocks break certificates and pairing.

Safety notes and when to call a pro

Red flags

Stop and call a tech if you smell burning, see damaged power cords, or find water near outlets. Repeated dropouts across all devices point to router, switch, or NBN faults. EFTPOS errors related to settlement or surcharging need your bank or gateway. Do not open power supplies or terminals.

Local insights and examples

Brisbane/SEQ examples

We see tight café counters in New Farm with Bluetooth printers that drop out during rush. A cabled LAN printer fixes it. Bars in Fortitude Valley often need two printers: one at the front and one by the pass. Retail in Chermside and Carindale benefits from 2D scanners that read damaged barcodes.

Shops in Capalaba and Redlands on FTTN report evening slowdowns; a router with 4G backup keeps EFTPOS live. Food trucks in North Lakes use iPad POS with a battery printer and a 4G hotspot. Restaurants in Sunnybank set Chinese and English receipts via dual templates. Many Mt Gravatt venues add a tiny UPS for the router and switch to ride out brownouts.

FAQs

Q1: How long does POS installation take?

Most single‑counter setups take 2–4 hours if cabling already exists. Multi‑terminal venues with kitchen printers and scanners can take a day. Add time for NBN/router work, menu builds, and staff training. Book a follow‑up check during the first busy shift to tune settings.

Q2: What internet speed do I need for POS and EFTPOS?

POS and EFTPOS need low latency more than high speed. 25/5 Mbps NBN is fine for most venues if the line is stable. Prioritise EFTPOS traffic on the router and keep a 4G failover. Use cabled Ethernet for printers and fixed terminals when you can.

Q3: Can one receipt printer serve multiple terminals?

Yes, if the printer is on LAN and your POS supports shared printing. Give it a fixed IP or DHCP reservation. Map the printer in each register’s settings. Test print from each terminal. Avoid sharing a USB printer between devices; it causes driver and pairing headaches.

Sources and further reading

This checklist aligns with common POS best practice: map power and data first, use business‑grade networking with QoS, label all cabling, prefer LAN printing, set GST and receipt details early, pair EFTPOS through supported methods, and test failover paths before go‑live.

Wrap-up and next steps

A solid POS starts with planning, clean cabling, stable NBN, and tested EFTPOS. Use this checklist to cut queues, keep GST right, and avoid weekend outages. If you want hands‑on help in Brisbane, book a site visit. Service:
Point of Sale Setup