The optimal functioning Point-of-Sale (POS) system is the backbone of any business, specifically in the laundry and dry-cleaning niche. Whenever this system malfunctions, it disrupts daily operations, delays transactions & disappoints customers. It is thus important to understand how to address POS problems and find reliable solutions for tackling such instances tactfully.

In this blog, we are discussing the common point-of-sale system issues, how to troubleshoot them & when to seek expert support from Axcess IT EPOS.

What are the signs of POS system malfunction?

Catching those early warning signs of system malfunction can help prevent major disruptions later.

Here are the most common POS issues:

1. Lagged Performance/Unresponsiveness

It is one of the most common POS problems and solutions require updating outdated software. Often, insufficient system resources or excessive background apps slow down performance. When the transaction volume is large and the system is not optimized well, it can lead to unresponsiveness too.

2. System Crashes/Software Errors

Care to read the messages appearing on the system. Frequent error messages indicating software corruption, bugs, or incompatibility issues are signs it needs help. Consult an expert if unexpected crashes are happening more frequently, particularly when running outdated software or using conflicting apps together.

3. Hardware Malfunctions

Routine operations could be disrupted due to faulty barcode scanners, card readers, or receipt printers. Such peripheral failures could happen because of loose connections, physical damage, or incompatible hardware configurations.

4. Network Connectivity Issues

POS system functions optimally when connected to the internet. If not, it can malfunction whenever the internet is slow or unstable. The system can’t sync properly during such instances. Frequent disconnection is also possible due to router concerns, firewall settings, or Wi-Fi interferences.

5. Payment Failures

Sometimes, payment failures could disrupt POS system performance and lead to card transaction decline or payment processing failures. Reasons like connectivity errors or expired merchant
accounts could be responsible. Ensure the payment system is configured right and updated timely for minimise such instances.

6. Incorrect Inventory Levels

As POS systems like Clean Touch EPOS are capable of efficient stocks and inventory management, if you can’t view stock levels correctly in yours, it might be some software glitches/improper barcode scanning. Inaccurate inventory data often leads to stock discrepancies.

7. System Lockups

The POS system could freeze or get non-responsive because of memory overload too. Possibilities of security conflicts or system errors could also cause system lockups/hang-ups. The baseline issue can be identified by running a system diagnostic or restarting the system.

8. Data Loss or Corruption

If you find some records missing or transaction records altered, the system indicates potential data corruption. It can happen due to system malware, power failures, or improper shutdowns.

What is POS troubleshooting and when it is done?

POS system troubleshooting is the process of detecting and resolving errors within a point-of-sale system. Troubleshooting is necessary whenever:

➡ The transactions are failing to process
➡ The POS system is running slower than usual
➡ Hardware components are unresponsive
➡ Instances of inventory discrepancies are spotted
➡ Frequent software crashes happen

Ensuring regular maintenance of your POS system and timely troubleshooting attempts can prevent major crashes and downtime, leading to smooth business operations.

How to troubleshoot Point of Sale (POS) system Malfunctions?

Here are the common troubleshooting steps for POS system malfunctions:

Step 1: Reboot the System

Simply restart the system. It can resolve minor software glitches, memory leaks, and system lags.

Make sure to reboot all the connected devices like printers, scanners, and card readers too.

Step 2: Check Network Connections

Verify the stability of your internet connection. If required, restart your router and check the connectivity of your POS device with the right network.

Step 3: Update Software

Mostly, running outdated software increases security vulnerabilities and exposure to bugs. Keep the POS software and firmware up-to-date.

Step 4: Run Built-in Diagnostics

The advanced POS systems available these days, including Clean Touch EPOS, have built-in diagnostics tools for detecting and fixing common issues. All you need to do is run these tools to highlight hardware and software malfunctions.

Step 5: Check Peripheral Devices

Ensure connectivity and optimal performance of the barcode scanners, card readers, and receipt printers. If the cables are damaged, replace them or try testing the devices on another terminal.

Step 6: Consult the User Manual

The POS service providers often document a user manual guide to be reviewed later for fixing common errors. Review yours to find out the simplest steps.

Step 7: Check Internet Speed

Many times, slow internet connectivity delays transactions. It is more common among cloud-based POS systems. Try using high-speed internet connectivity and optimize network settings to avoid payment-related issues.

Step 8: Log Files Analysis

The POS system maintains a log file. Check the system log to find out the recurring errors. If any particular error is showing up frequently, note the error code and search for the solutions online.

Alternatively, you can contact your POS system provider for help by reporting the error or code.

Step 9: Manual Software Rollback

In rare cases, a recent software update can cause the system to malfunction. Rolling back to the previous version could be the easiest fix. Keep the backups before system updates to make rollbacks possible.

Step 10: Database Integrity Checks

Corrupted data can deliver incorrect reports or miss transactions. Run database integrity checks to ensure accuracy.

Step 11: Consult with EPOS Providers Technical Support Team

If troubleshooting at your end is not resolving the issue, the vendor is always there to help. Contact your vendor to seek the necessary support. For instance, our technical support team is readily available for help if you are using Clean Touch, Axcess IT EPOS. Contact us anytime you need assistance.

Preventive Measures & Troubleshooting when System Malfunction occurs

➡ Regularly update software and firmware to fix bugs and security risks.
➡ Use surge protectors to prevent power fluctuations from damaging hardware.
➡ Keep the POS system clean and free from dust to avoid overheating.
➡ Avoid placing POS terminals near heat sources to maintain system stability.
➡ Back up data regularly to prevent data loss in case of system failure.

Troubleshooting System Malfunction with Clean Touch EPOS

If your Clean Touch EPOS system encounters persistent issues, our dedicated support team at Axcess IT is ready to assist:

➡ Remote Support: Our technicians can access your system remotely to diagnose and fix issues.

➡ On-Site Support: For complex problems, we offer in-person troubleshooting.

➡ Comprehensive Knowledge Base: Access manuals, training videos, and guides for quick solutions.

➡ Personalized Customer Service: Our team ensures you get tailored support for your business needs.

The Bottom Line

A malfunctioning POS system can lead to lost revenue and operational setbacks. By learning to identify and troubleshoot POS issues, businesses can minimize downtime and maintain efficiency. Following preventive measures, conducting routine maintenance, and partnering with a reliable POS provider like Axcess IT ensures smooth operations. If you’re experiencing ongoing troubleshooting POS systems challenges, don’t hesitate to contact our expert support team for assistance.

FAQs

1. Will a POS system malfunction resolve on its own?

Not always. Ignoring system malfunctions can worsen the issue. It’s best to troubleshoot immediately or seek EPOS Technical support Team.

2. Does Clean Touch EPOS experience malfunctions?

Clean Touch EPOS is designed for high reliability, but like any system, occasional issues may arise. Our support team is at your assistance, always.

3. Is troubleshooting a malfunctioning POS system a chargeable service?

Basic troubleshooting may be included in your service package, but extensive repairs or on-site visits may incur additional costs. Contact Axcess IT EPOS for details.