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ePOS: System Overview and Setup

Updated

The ePOS (Electronic Point of Sale) module enables your business to process in-person transactions at physical retail locations, pop-up shops, and trade shows. Unlike online orders placed through your storefront, ePOS connects your brick-and-mortar sales directly to your Pulse Commerce backend—syncing inventory, customer records, and pricing in real time while supporting retail-specific hardware like cash drawers, receipt printers, and barcode scanners.

Important: This article covers in-store ePOS terminal setup only. For managing online orders placed through your website, see the Orders section of the Knowledge Base.
🏪 What is ePOS and When Should You Use It?

The ePOS module is Pulse Commerce's in-store point-of-sale solution designed for physical retail environments. It allows your team to ring up sales, process returns, accept payments, and print receipts—all while maintaining real-time synchronization with your online product catalog and inventory.

ePOS is ideal for:

  • Brick-and-mortar retail stores with permanent locations
  • Pop-up shops at events, markets, or temporary locations
  • Trade shows and conferences where you sell in person
  • Hybrid retail models that combine physical and online sales

Key differences from online orders:

  • ePOS transactions happen in person at a physical terminal, not through your website
  • ePOS supports cash payments and physical cash drawers
  • ePOS includes register management with opening/closing balances and Z-reports
  • ePOS requires dedicated hardware (receipt printers, barcode scanners, card readers)
  • ePOS taxes are based on store location, not customer shipping address
💻 System Requirements for ePOS Terminals

Each ePOS terminal requires specific hardware and network configuration to function properly.

Workstation Requirements

  • Operating System: Windows-based workstation or tablet
  • Browser: Chrome or Mozilla Firefox (required for silent printing and cash drawer triggers)
  • Network: Stable broadband internet connection
  • IP Address: Static public IP address (must be provided to Pulse Commerce support for security)
  • Display: 1280 x 1024 touchscreen resolution (recommended for optimal touch responsiveness)

Required Browser (Firefox) Configuration

To ensure smooth ePOS operation, configure these Firefox settings:

  • Silent Printing: Set print.always_print_silent to true (prevents print confirmation dialogs)
  • Pop-ups: Allow pop-ups for your store domain
  • Saved Passwords: Disable password saving for security
  • Print Headers/Footers: Remove header and footer text in print preferences for clean receipts
  • Scrollbars: Widen scrollbar settings for better touchscreen usability
🖨️ Required Hardware Setup

ePOS terminals require physical hardware to process in-store sales. Each register should have its own complete hardware setup.

Recommended Hardware

Pulse Commerce recommends the following compatible devices:

Receipt Printer:

  • Star TSP650 II USB Thermal Printer (recommended)
  • Connects via USB to your workstation
  • Prints customer receipts and signature slips

Cash Drawer:

  • APG Series 100 Cash Drawer
  • Connects to the receipt printer using a drawer-to-printer cable
  • Opens automatically when cash payments are processed

Barcode Scanner:

  • Motorola Symbol LS2208 USB Barcode Scanner
  • Plugs in via USB
  • Scans product barcodes to add items to orders

Card Reader:

  • MagTek SureSwipe Card Reader
  • Processes secure card-present transactions
  • Handles credit and debit card payments

Thermal Paper Rolls:

  • 3.125 inches wide, 7/16 inch core, 230 feet long
  • Keep at least 6 rolls on hand per register

Testing Your Hardware

Before going live, test all devices:

  • Printer: Print a test receipt and verify the printer driver is installed correctly
  • Cash Drawer: Open the drawer via a test transaction (verify the drawer-to-printer cable is connected and printer properties include "page bottom" trigger setting)
  • Barcode Scanner: Scan a product barcode and confirm it appears in the SKU field
  • Card Reader: Swipe a card in test mode and verify data capture works
Critical: Test all hardware before your store opens, not during live checkout with customers waiting. If receipts don't print or the drawer doesn't open, double-check your Firefox silent printing settings and printer properties.
⚙️ Configuring ePOS in the Admin Panel

Once your hardware is ready, enable and configure ePOS in your Pulse Commerce admin panel.

1Log into the Pulse Commerce admin panel.

2Navigate to Point of Sale in the top menu.

3Go to ePOS Settings and enable the ePOS module.

4Create a register for your store location (you can create multiple registers if you have multiple terminals).

5Configure payment methods for in-store transactions:

  • Cash (supports change calculation)
  • Credit/Debit Cards (card-present transactions)
  • Split Payments (allows customers to pay with multiple methods)
  • Store Value Cards (gift cards and store credit)

6Verify tax settings for in-store sales:

  • ePOS taxes are typically based on your store's physical address, not the customer's home state
  • Ensure your walk-in customer record reflects your current store location for accurate tax calculation

7Customize receipt templates:

  • Choose whether to print customer and merchant copies
  • Add your store branding and logo
  • Enable signature receipts for card-present transactions

8Test every payment method and device before going live to ensure proper configuration.

Tax Differences: Unlike online orders where tax is based on the customer's shipping address, ePOS in-store sales are taxed based on your retail location's address—even if the customer is from out of state.
👥 Setting Up ePOS Users and Permissions

ePOS user accounts control who can access your in-store terminals and what actions they can perform. Proper user setup ensures accurate audit trails and prevents unauthorized discounts or register access.

1In the admin panel, navigate to Settings > Users.

2Create individual user accounts for each employee who will use ePOS (cashiers, supervisors, managers).

3Assign role-based permissions for each user:

  • Open/Close Register: Manager-only permission for starting and ending the day
  • Process Sales: Standard cashier permission for taking orders
  • Apply Discounts: Permission to adjust prices or apply order-level discounts
  • Process Returns/RMAs: Permission to issue refunds and process returns
  • Create/Refill Value Cards: Permission to sell and reload gift cards
  • Override Pricing: Manager-only permission to change unit prices

4Configure login credentials:

  • Set up either a PIN code or secure password for each user
  • Ensure each user has a unique login (no shared accounts)

5Map users to their specific register or store location if you have multiple terminals.

Security Best Practice: Never share login credentials. Individual user accounts ensure accurate Z-reports and end-of-day summaries, and they create clear audit trails for all transactions.
Manager Permissions: Only managers should have permission to open/close the register and override pricing. This protects your financial controls and prevents unauthorized discounts.
✅ Pre-Launch Testing Checklist

Before using ePOS with live customers, complete this testing checklist to ensure everything works correctly.

Hardware Testing

  • ✅ Receipt printer successfully prints a test receipt
  • ✅ Cash drawer opens automatically when triggered
  • ✅ Barcode scanner reads product barcodes correctly
  • ✅ Card reader captures card data in test mode
  • ✅ Thermal paper is loaded and printer has backup rolls available

Software Configuration Testing

  • ✅ Firefox silent printing is enabled (no print confirmation dialogs)
  • ✅ Pop-ups are allowed for your store domain
  • ✅ Cash drawer trigger setting is configured in printer properties
  • ✅ ePOS module is enabled in admin panel settings
  • ✅ Register is created and configured

Payment Method Testing

  • ✅ Cash payment processes correctly and opens the drawer
  • ✅ Card payment authorizes and prints signature receipt
  • ✅ Split payment accepts multiple tender types
  • ✅ Value card/gift card redemption works

User Access Testing

  • ✅ Each ePOS user can log in with their credentials
  • ✅ Manager can open and close the register
  • ✅ Cashier permissions are properly restricted
  • ✅ Discount/override permissions work as configured

Transaction Testing

  • ✅ Scanning a barcode adds the item to the order
  • ✅ Tax calculates based on store location
  • ✅ Receipt prints automatically after placing order
  • ✅ Inventory updates in real time after sale
  • ✅ Customer account links to the sale (if applicable)
Test Mode Tip: Run several complete test transactions from start to finish, including opening the register, processing a sale, taking payment, and closing the register. This ensures your end-of-day workflow is smooth.
🔄 Daily Register Cycle Overview

ePOS registers follow a daily open-and-close cycle to maintain accurate financial records and cash drawer balances. This is different from online order processing, which operates continuously without daily reconciliation requirements.

Opening the Register (Start of Day)

The ePOS manager must open the register each day before any in-store sales can be processed:

  • Unlock the cash drawer with the physical key
  • Log into the admin panel and navigate to Point of Sale > Open Register
  • Count the starting cash and enter the amount on screen
  • Click Save Starting Drawer Balance
  • Close the drawer and log out
Important: When the register is closed, staff cannot take ePOS orders. Only the manager (or someone with "Open Register" permission) can open it to start the day.

Closing the Register (End of Day - Z-Report)

At the end of each day, the ePOS manager closes the register to reconcile cash and transactions:

  • Unlock the cash drawer with the physical key
  • Log into the admin panel and navigate to Point of Sale > Close Register
  • Count the ending cash and enter the totals on screen
  • Click Save Ending Drawer Balance
  • Print the Z-Report (daily reconciliation report)
  • Verify all cash, card, and value card transactions against receipts
  • Lock the drawer and log out
Z-Report Reconciliation: Always reconcile your Z-Report totals with your payment processor records to ensure accuracy. If you leave tomorrow's starting cash in the drawer, note it manually on the printed Z-Report—the system won't track this offline action.

Cash Drawer Optional

If your business doesn't accept physical cash or use a cash drawer, you can still use ePOS for card-only transactions. Simply skip the drawer-related hardware steps—the system will still track opening and closing balances digitally.

❓ Common Questions About ePOS Setup

Do I need ePOS if I only sell online?

No. If you only accept orders through your website and ship products to customers, you do not need ePOS. ePOS is specifically for in-person, face-to-face transactions at physical retail locations.

Can I use ePOS on a Mac or iPad?

We recommend a Windows-based workstation and Mozilla Firefox for proper hardware integration (silent printing, cash drawer triggers). 

What if my store moves to a new location?

Update your walk-in customer record in the admin panel to reflect your new store address. This ensures tax calculations are based on the correct location. Navigate to Customers Search Customers, find your walk-in customer record, and update the address.

Can I have multiple ePOS terminals?

Yes. You can create multiple registers in the admin panel and assign users to specific terminals. Each register maintains its own cash drawer balance and Z-Reports.

How do ePOS sales sync with my online inventory?

ePOS transactions update your Pulse Commerce inventory in real time. When you sell an item in-store, it's immediately deducted from your available stock across all sales channels.

Can customers use their online account for in-store purchases?

Yes. You can look up existing customer accounts at the ePOS terminal and link in-store purchases to their profile. This tracks purchase history and loyalty points across both online and in-store sales.

What happens if my internet connection drops during a sale?

ePOS requires a stable internet connection to process transactions. If your connection drops, you cannot complete sales until connectivity is restored. This is different from some standalone POS systems that work offline.

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