A point of sale (POS) system is the combination of software and hardware you use to complete a sale: the place where a customer pays and you record what was sold. For many Kenyan shops that used to mean a cash drawer and a notebook. Today a POS system also keeps your stock, customer accounts and sales history up to date as each sale happens.
What a POS system includes
Software runs the checkout, the product catalogue, stock records, customer accounts and reports. Hardware usually means a computer or tablet, a receipt printer, a barcode scanner and a cash drawer. Payment is taken in cash, by M-Pesa or by card, depending on how the system is set up.
What happens when you make a sale
The cashier scans or searches for items, the system applies the price and tax, the customer pays, and a receipt is printed. Behind the scenes the stock level of each item falls, the sale is added to the cashier's shift, and if the customer bought on credit their account balance changes. You did not enter anything twice.
Why it matters for a Kenyan business
- Accurate stock: every sale and delivery changes stock, so counts stay close to reality.
- Cash control: each cashier works in a shift, so cash can be compared with what the system expected.
- Credit management: customer balances are recorded instead of living in a notebook.
- Tax and records: electronic records make it easier to meet tax invoicing requirements such as KRA eTIMS. See our article on POS and eTIMS.
Cloud, local or hybrid
Some POS systems run online from a hosting server and some on a computer in the shop. A web-based system such as BluNext POS runs in a browser, so there is nothing to install on every till. Ask any provider how their system behaves when the internet is slow or down, because it affects your trading.
Which businesses need one
Any business that sells many small items and needs to know what is in stock benefits: retail shops, supermarkets, pharmacies and hardware stores. If you are comparing options, read how to choose the best POS software in Kenya.
See it in practice
BluNext POS is built in Kenya by BluChip Solutions. Request a demo or talk to our team about your business.