Before Buying POS Hardware, Write a Checkout Requirements List

Before buying POS hardware, list what each checkout station must do, measure the space and verify the exact equipment combination. Agree on a test before you order. The purchase list should include equipment that fits the work, has current compatibility evidence and passes the agreed checks.

Start with the main counter, returns desk or pickup point, then work through the worksheet below. The right equipment depends on your software, payment arrangement, location and how your staff work.

Describe the checkout stations before choosing devices

Give each station a name and watch how work moves through it. At the main counter, a cashier may scan merchandise, take payment and hand over a receipt while another employee packs the purchase. At a returns desk, finding the original sale and getting a manager’s authorization may matter more than scanning speed.

Describe each task by its result: “Scan the item and confirm the correct variant,” or “Find the original transaction and issue an authorized refund.” A request for a scanner alone leaves the supplier guessing about the work it needs to do.

• Staff: Who enters items, handles cash, approves exceptions and closes the station? Which actions need separate permissions?
• Customer: Where will the customer read the amount, present payment and collect a receipt? Can they use the intended position without staff reaching across them?
• Handoff: Does an order need to reach a packing area, pickup desk or another station? Who checks that it arrived?
• Scope: Which tasks are essential at opening, which can wait, and which existing devices are candidates for reuse?

Record peak staffing and the tasks that happen at the same time. If one counter handles payment and packing, mark both work areas on the plan. Each screen and printer should have a clear purpose.

Measure space, power and every connection

Measure usable counter width and depth, then allow room for the stand, customer access, cables and service work. Check the space a cash drawer needs when open and the clearance needed to replace receipt paper. Include glare, spills, cleaning and the route staff use behind the counter.

Sketch where each device gets power and how it connects to the POS. A networked printer may still need its own power supply. Shopify’s Epson TM-m30III setup guide covers the power and POS connections separately; account for both in your plan.

For each device, record the adapter, outlet, cable ends, cable route and connection method. Specify who supplies and installs them. Check whether the tablet can stay charged with its accessories attached. For battery equipment, set the working period and charging routine you need, then verify both with the proposed setup.

Find out who manages the checkout network, where wired ports are available and how wireless coverage performs at the station. Put the outage procedure on the test list. Offline card acceptance needs separate confirmation for your product and account.

Verify the complete combination

Record the manufacturer, exact model and revision, host device, operating system, POS app, country, connection method and required hub or adapter. Save the official compatibility URL and the date checked. Matching plugs and brand names do not establish that equipment will work together.

Shopify’s supported hardware catalog organizes supported equipment by category and links to model and regional details. Its receipt-printer list also distinguishes supported models from availability in its hardware store. Being available from a seller and being supported are separate checks.

Connection details can change the answer. For the Epson TM-m30III with Shopify POS, the requirements page limits Wi-Fi support to Android and describes USB support on Android or compatible iOS devices with Shopify POS Hub. Check those conditions for that specific printer and POS combination.

For a Square configuration, check both device compatibility and accessory compatibility. Square states that hardware options depend on the POS device and provides supported models and connection types by accessory category. A supported phone does not establish that every printer or scanner will work with it. Roots Payments is an independent Square Reseller; Square’s documentation remains the source for Square product compatibility.

Before ordering, recheck operating-system requirements, announced support changes and the regional product. Ask the supplier to resolve gaps in writing. For equipment you own, read the model label on the device; an abbreviated invoice description may leave out the detail you need.

Use one worksheet row for each checkout task

Fill in the tasks, device details and source links for your stations. These rows set out buying criteria; the checks still need to be performed.

At the main counter, check scanning, customer access and the receipt path. At the cash station, check drawer clearance and access. At the returns desk, check permissions and the refund record. Keep the pickup printer on hold until the supplier identifies it, confirms support and completes the receipt test.

Test a complete sale, refund and recovery

Agree on the test method with the merchant account owner and provider. Use the provider’s supported training or test environment where available. Only use a live transaction if the provider permits that method and the account owner explicitly authorizes the transactions, amounts and refunds. Never enter test card numbers into live checkout. A training sale does not prove live processing works. For example, Shopify’s POS test procedure uses cash; its card reader cannot process credit-card transactions while Shopify Payments is in test mode.

1. Complete the sale: sign in with the intended staff role, add or scan an item, confirm the total and use the authorized payment method. Check the final transaction status and matching sale record.
2. Finish the handoff: produce the required receipt, check any order destination and verify the cash drawer behavior where applicable. A pairing message alone does not pass the station.
3. Test the refund: follow the provider’s documented procedure with the correct permission. Confirm the original transaction, refunded amount, resulting record and receipt where supported. Shopify’s POS refund guide shows the permissions and order checks for that product.
4. Practice exceptions: use a supported simulation or a supervised non-payment exercise for a cancellation, unavailable printer or lost connection. Document when staff must stop and who resolves an uncertain payment status before another attempt.
5. Recover and repeat: restore the supported connection, check the transaction record and repeat the affected acceptance check. Record failed or untested items openly.

Keep test evidence limited to the date, equipment/software versions, authorized method, non-sensitive reference and pass/fail result. Do not copy card numbers, security codes, PINs or customer details into this worksheet, photographs or support messages. The PCI Security Standards Council’s merchant resources address people, process and technology together; a hardware purchase does not settle your security responsibilities. Ask your acquirer about applicable validation requirements.

Turn the worksheet into a purchase scope

Approve the equipment combination and quantity for each station. Include stands, power supplies, cables, hubs, consumables, installation and staff handover where needed. Mark equipment you already own and anything excluded. Get warranty and return terms, subscription requirements and separate service charges in writing before committing.

Assign an owner to every remaining action: the merchant defines tasks and approves spending; the supplier confirms supported combinations and purchase terms; the network owner prepares connectivity; the payment provider confirms account and payment requirements. If Roots is involved, confirm its specific role in the written scope rather than assuming installation, integration or ongoing support is included.

Keep open questions beside the order, with someone responsible for each answer. “Supplier to confirm printer model and interface before approval” gives the next step. Once the evidence and tests are complete, retain the worksheet for checking future replacements.

Use your list to review merchant payment solutions or the Roots POS service page. Bring the station tasks, proposed equipment and open questions. Confirm compatibility, service responsibilities and payment eligibility for the arrangement you choose.

Related products and services

Merchant payment solutions

Explore processing, merchant accounts, gateways and payment workflows for your business.

Roots POS

Explore a point-of-sale implementation around your business requirements.