What does a POS system do in a US restaurant?
POS stands for point of sale. In a US restaurant the term usually covers the terminal or software where a check is closed and paid. It is a separate job from the software that books tables, takes orders and tracks stock, and the two are often sold apart.
Short answer
- A restaurant point-of-sale system is the terminal or software where a check is opened, rung up and paid.
- Payments are usually taken at the POS, by card, cash or both, depending on how the restaurant is set up.
- Many restaurants run a POS for checks and payments, and a separate application for the floor plan, the menu, table orders and stock.
- Kitchen and table-order tools can be separate products, so check how they pass data to the POS before you buy.
- Sales tax and payment rules depend on your state, and your processor and accountant can advise on them.
What a restaurant POS is made of
The parts of a POS setup in a restaurant with a kitchen
| Component | What it does | Where it sits |
|---|---|---|
| Table order | Records the dishes at the table and sends the order to the kitchen | On the floor, on the device your team uses |
| Kitchen | Receives the orders sent from the tables | In the kitchen |
| Cash register | Takes the payment and prints the guest check | At the front counter or host stand, as a separate device |
| Stock levels | Shows ingredient stock levels | In a separate inventory tool, or in the same application as the menu, depending on the product |
What US rules mean for a POS
- Receipts and checks are governed by state and local rules and by your payment processor's terms. Confirm which rules apply with your accountant or processor.
- Sales tax on a check is set by state and locality, so set up tax on the POS with your accountant's guidance.
- Businesses that take card payments must follow the PCI Data Security Standard, which your processor can explain.
- A company invoice is a separate document from the guest check. Ask your accountant how your POS and your invoicing handle each one.
Practical example
Example: table 12 orders two pasta dishes and a glass of wine. The server sends the order, and the kitchen receives the dishes with the order time.
At payment, the POS closes the check for the table. The daily report shows sales by dish and by server, and you check the stock levels separately.
Common mistakes
- Choosing a system that does not share data with your order and kitchen tools, so checks are keyed in twice, with errors.
- Not noting each order clearly with its table and time, so you cannot tell what has left the kitchen.
- Leaving dishes without a recipe card, so you do not know which ingredients each sale uses.
How 4restaurants.net helps
- Table orders taken on the floor are sent to the kitchen from the same application.
- 4restaurants.net is not a POS and does not take payments. It does not connect to a register, so settle checks through your existing payment setup.
- Ingredient stock levels sit in the same application as the orders, so you can check them in time.
- Reports by day, by dish and by server show the sales of the service.