1. Write down the counter journey
List the steps from opening a bill to reconciling the shift. Include who can apply discounts, how staff search or scan products, when a bill can be paused, and what happens when a customer changes an item. For food service, add order modifiers, table or takeaway flow, kitchen tickets and bill splitting where relevant.
Then bring a handful of actual product examples: an item with variants, a bundle, a different unit of measure, a promotion and an item that is commonly returned. A vendor can show the exact flow instead of describing it.
2. Test these five scenarios live
- Normal checkout: scan or search an item, apply the right price and record cash, card or UPI according to your workflow.
- Correction: change quantity, void a line or cancel a bill. Ask which roles can do it and how the reason is recorded.
- Return or exchange: find the original sale, refund or replace the item and check the stock movement.
- Discount and approval: apply a promotion and attempt a restricted discount as a cashier. Confirm the approval trail.
- Shift close: compare the system totals with cash, card and UPI settlement records. Ask how differences are investigated.
3. Check inventory and branch rules
Ask when a sale reduces stock and how a purchase receipt, stock count, damaged item, supplier return and location transfer are recorded. If you operate more than one counter or branch, confirm whether sales and stock are visible centrally, how transfers are approved and what happens when connectivity drops.
Inventory is often where a POS-only setup reaches its limit. If purchasing, multiple godowns, receivables and owner reports matter too, compare a POS with ERP software for Chennai businesses. The systems solve related but different jobs.
4. Match devices before signing
Write down the exact printer, scanner, cash drawer, weighing scale, customer display and payment terminal models you plan to use. Do not rely on “supports all printers.” Ask the vendor to connect your hardware, print a test bill and show how a failure is handled. Confirm whether setup or replacement hardware has separate costs.
If your counter needs to keep selling during an internet outage, test that scenario directly. Ask which item and price data is available offline, how payments are recorded, when records sync, how conflicts are resolved and whether staff can see that sync is pending.
5. Have invoice setup reviewed
Share your current invoice and ask which fields can be configured. A software supplier can explain product capabilities, but your accountant or tax adviser should confirm the invoice setup for your business and transaction types. Check current official CBIC GST invoice rules; do not treat a demo as tax advice.
6. Compare the total cost and the exit
List setup, subscription or build charges, additional locations, payment integrations, hardware, migration, training, support and future changes. Ask whether the price is per register, device, user, branch or module. Find out how you can export products, customers, sales and stock history if you leave.
Request a written scope that states what is included and how changes are approved. Compare the same scenarios across vendors. A low first-month price is hard to compare if it excludes hardware setup, data migration or support hours.
7. Use a simple scorecard
| Check | Your evidence |
|---|---|
| Checkout speed | Staff can complete a normal sale with your product list. |
| Exceptions | Returns, voids, discounts and approvals are shown. |
| Inventory | Sale, receipt, count and transfer update the expected stock record. |
| Devices | Your exact hardware works in a live demonstration. |
| Connectivity | Offline and recovery steps meet your operational requirement. |
| Reports | Shift, payment, product and stock reports answer your daily questions. |
| Support and exit | Response channel, costs, data export and ownership are documented. |
Mark a requirement “unclear” if a salesperson promises it but cannot show it. Put it in the scope and acceptance checklist before paying.
Frequently asked
What should I test before buying POS software?
Test a normal sale, discount, return, split payment and shift close using your products and devices. Check stock updates, invoice setup, permissions, reports, support and data export.
Does every POS system work offline?
No. If offline use matters, test disconnected checkout, available data, sync after reconnection and duplicate prevention.
Should a small Chennai shop choose custom POS software?
A ready-made system is often simpler if it fits your checkout, devices and reports. Consider custom development when a specific workflow creates recurring workarounds or needs connections a ready-made product cannot provide. See POS software planning in Chennai.
Take this checklist to your next demo.
If you are comparing a counter system with inventory or ERP, tell us how a normal sale and shift close work in your business.