How to configure your epos system with products and prices

Before you make your first sale, you must enter all your product details into your Electronic Point of Sale (EPOS) system. This means methodically adding every product name, barcode, price, and supplier. Getting this right from the start is one of the most important setup tasks you’ll do, as it ensures every sale is accurate and your stock is tracked correctly from day one.

So, what exactly is an EPOS system?

Think of it as the brain of your business, not just a modern till. It’s a combination of hardware (like a touchscreen, card reader, and barcode scanner) and software that processes sales, tracks inventory, and provides you with valuable data about what’s selling and when.

Why this task is a game-changer

Taking the time to configure your EPOS system properly pays off immediately. It allows you to:

• Speed up checkouts: Scan a barcode and the correct price appears instantly. No more manual entry, which means fewer errors and happier customers.
• Track stock automatically: Every time you sell an item, the system deducts it from your inventory. This tells you exactly what you have in stock at any moment.
• Make reordering simple: Knowing what’s selling and what’s running low helps you make smart decisions about what to order from suppliers, preventing you from running out of best-sellers.
• Understand your business better: Your EPOS system will generate reports showing your most profitable items, busiest sales periods, and overall performance, helping you make data-driven decisions.

Your step-by-step guide to getting it done

1. Gather all your product information: Before you even log in to your EPOS system, get all your data organised in one place. A spreadsheet is perfect for this. Create columns for: Product Name, Barcode (also known as an EAN), Selling Price (including VAT), Cost Price (what you pay for it), and Supplier Name.
2. Find your system’s import function: Most EPOS systems offer two ways to add products: one-by-one manually, or all at once using a bulk upload. For more than a handful of products, the bulk upload is your best friend. Look for a section in your EPOS software called ‘Products’, ‘Inventory’, or ‘Stock Management’, and find the ‘Import’ or ‘Add Products’ button.
3. Prepare your data file: Your EPOS provider will have a specific template (usually a CSV file) that you need to use for the bulk upload. Download this template and carefully copy and paste your data from your own spreadsheet into the correct columns. This is the most crucial step – the column headers must match the template exactly.
4. Upload and spot-check: Upload the completed CSV file to your EPOS system. Once it’s processed, don’t just assume it worked. Go into your product list and check 5-10 random items to make sure the name, price, and barcode have all appeared correctly.
5. Run a test sale: The final check is to pretend you’re a customer. Scan a few different items with your barcode scanner. Does the correct product and price appear on the screen? If so, you’re ready to go!

Top tips for a smooth setup

• Consistency is key: Decide on a consistent format for product names (e.g., Brand Name - Product Name - Size) and stick to it. This makes your reports much easier to read later on.
• Use SKUs for everything: An SKU (Stock Keeping Unit) is a unique code you create for a product. If an item doesn’t have a barcode (like a locally made cake or a craft item), create your own simple SKU (e.g., CHOC-CAKE-01) so you can still track it properly.
• Don't skip the cost price: It can be tempting to only enter the selling price, but entering the cost price is vital. Without it, your EPOS system can’t calculate your gross profit, which is one of the most useful reports it can generate.