I have had some ask whether they should turn off their current POS auto-ordering and switch to an online AI tool. My answer is no. We tested an online AI for stock ordering, but it wasn't as good as the built-in AI ordering in our POS software.

Now I am going to put aside the immediate question of costs. Your POS System AI is free, but the online AI costs; we will discuss this in another article.

Key Takeaways

• Your current POS auto-ordering is already a form of AI.
• It is built for one job: working out what stock to order.
• Online AI needs prompts, setup, and checking before it becomes useful.
• If your stock data is wrong, any ordering system will give bad advice.
• Online AI can also get local context wrong unless you guide it carefully.
• The best way to test online AI is to run it beside your current system and compare the results.

Why Is a Purpose-Built POS Ordering System Better Than Online AI?

The automatic ordering in POS software is AI. We were the first in our market space to introduce AI. It uses your sales history, supplier details, pack quantities, and seasonal patterns to calculate stock orders. That matters a lot because it is built for one specific job, not a hundred different jobs. An online AI tool can write emails, answer questions, and write software. Our ordering AI does one thing: it determines which stock your shop should order. That narrow focus is a huge strength.

What Does It Take to Set Up Online AI Ordering?

This question is often overlooked: the setup time. You do not just turn on an online AI and get perfect purchase orders. You have to spend hours writing prompts, explaining your specific shop rules, and checking the results. If you want to try something like this, let me know, and I will give you some prompts to test out for your shop. You will need to write suitable prompts that explain your business rules, and keep checking the output until you get it right. If the prompts are weak, the answers will be weak too. Unlike your current ordering system, it does not already know your business rules unless you provide them; they must be in your prompt.

Here, what I hate is that AI sounds confident when it is wrong. It is programmed to please you and will try to please you even if it has to lie. I am currently writing a blog post on this point, which will be released soon with examples from retail, drawn from actual examples our clients have shown us. Suffice to say, any AI today gives somewhere between 0.6% and 2% hallucinations on top of errors. The difference here is that, unlike your current AI automatic ordering system, the online AI does not have business rules to catch these errors. This means that the online AI system, as it is unsupervised, gives you a significant operational risk for your retail stock management.

We also found that online AI can miss local context. In one test, it returned results based on North American holiday timing rather than Melbourne, Australia. We had to change the prompt to force the right local context.

You Test Online AI Against Your Current System?

If you want to test it, do exactly this. Grab a historical weekly sales report with some history behind it, run it through an online AI tool, and compare those results with your current automatic ordering.

Do not switch first and hope for the best. Test both side by side and compare the order quantities, the time required, and the number of changes you need to make by hand. No one ever got in trouble by testing AI too much before using it.

What is the Real Question here?

The real question is not whether you should use AI. The real question is whether you should replace a specialised ordering AI already built into your POS System with a generic online AI tool that needs setup, prompting, and careful checking.

Conclusion

We all know no system gets it right 100% of the time. Sudden weather changes, local footy finals, or supplier delays will always throw a spanner in the works. That is why the best approach is to still use a human being to review the orders.

For most retailers, I would not recommend that change without a very good reason. If your current system is working, be careful about turning it off just because something newer is available.

If your current ordering is not giving you reliable results, or you are not sure your reorder settings are correct, book a free consultation so we can review your setup properly. Details on setting up your automatic orders can be found here.

Written by:

Bernard Zimmermann is the founding director of POS Solutions, a leading point-of-sale system company with 45 years of industry experience, now retired and seeking new opportunities. He consults with various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

Your website may have unseen digital errors pushing shoppers away. We now give a free professional audit to find most of these errors for our clients.

Website audits find errors, lowering search rankings as Google penalises bad sites. Broken links and missing pages harm trust and SEO. Page speed and uptime impact sales and user experience. Technical SEO boosts Google's rankings. Automated tools save time. Regular audits prevent traffic loss and revenue misses.

What Is a Website Audit?

It is a detailed audit of your site that includes speed, SEO, and user experience to determine how they impact your rankings. It sees how well search engines read your pages. Ultimately, it's a health check for your online presence.

As retail systems specialists, we've invested in professional website auditing software to help SMB websites perform better in search and convert more customers. For example, this tool instantly scans your product listings to verify they work. It produces an actionable list of what needs to be fixed immediately.

Why Website Audits Matter for Retailers

Website audits help a retail site load quickly, work flawlessly, and rank highly in search results to attract customers. For example, if your homepage takes 10 seconds to load on a smartphone, many will leave. Even worse, Google will penalise you.

Furthermore, modern shoppers expect instantaneous access to product information, inventory levels, and store locations. If your site drags, you are effectively locking the front door to your digital shop and turning away eager buyers. For example, a customer checking your opening hours from their mobile phone while parked nearby will go to another site if it is too slow.

Conclusion

We now provide professional website audits that identify broken links, missing pages, SEO errors, and performance issues affecting your online presence.

Contact us today to schedule your audit.

Written by:

Bernard Zimmermann is the founding director of POS Solutions, a leading point-of-sale system company with 45 years of industry experience, now retired and seeking new opportunities. He consults with various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

I can also if you need, help you with the analysis.

Now, many are starting to agree with me that XChangeIT should be free for the users of this product. I said it for years and have not changed my mind. We are pleased to have been involved with XChangeIT from the start, even before it began processing Gordon and Gotch invoices in newsagencies electronically. Over the years, we have seen it deliver real value to the magazine channel, but that was years ago. The current charging model no longer stacks up, and the industry should review how this essential service is priced. The system that I have studied the most is the Ariba used by Coles, and I doubt the magazine companies charge Coles for their electronic invoices. Ariba is free to use.

Key Takeaways

• XChangeIT is an essential data exchange service
• Electronic invoicing is now standard practice across retail
• Newsagents fund a system that also benefits distributors and suppliers through cleaner data and lower admin costs.
• Fairness becomes a bigger issue when a retailer has no practical alternative to the service.
• Value-based pricing is easier to defend when a platform offers premium analytics, benchmarking, or decision tools.
• Industry review is warranted when essential infrastructure operates as a monopoly.
• Newsagents should push for transparent pricing, clearer value delivery, and independent review of access arrangements.

What Is XChangeIT and How Does It Work?

XChangeIT is the data exchange platform widely used in the Australian magazine supply chain to send invoices, return information, and other supply-related data between publishers, distributors, and retailers. First, it reduces manual data entry and supports faster, more consistent administration. For example, instead of a store owner manually entering 50 magazine titles into their inventory, they can use our POS System to populate the delivery data automatically.

Moreover, that operational role is real and worth acknowledging. The issue here is not whether XChangeIT is worth it, but whether retailers should still pay for access to a service that is now a standard business practice.

The first question many will ask is whether the charging is legal. The answer, I think, is YES, but that is not the point here. I am talking of fairness.
https://www.possolutions.com.au/blog/xchangeit-is-it-a-fair-and-reasona…

Why Are Newsagents Charged for XChangeIT Access?

Newsagents are charged for access because the platform was historically introduced as a specialised, premium technology solution for a complex problem. Then it was premium technology that was unusual, complex, and commercially distinctive.

Today, electronic invoicing and automated data exchange are standard operating tools across retail. Anyone with a simple accounting program, say like MYOB, for about eleven dollars a month can send invoices electronically. Our POS Systems allows our users to send electronic invoices free.

Is XChangeIT Now Essential Industry Infrastructure?

As an essential industry infrastructure, all market participants must use it to trade efficiently. Across the many retail sectors I have worked in, I have not seen suppliers routinely charge stores for receiving a standard invoice. Do you charge your customers to receive your invoices electronically? 

Then there is another issue. Magazine sellers are not just receiving data through XChangeIT; they are also sending information to the suppliers and distributors. Distributors benefit from cleaner returns, fewer processing errors, and more efficient administration. Yet the smallest business in the chain, the magazine seller, is being asked to bear the cost.

When Is a Separate Platform Fee Justified?

This separate platform fee would now be justified if XChangeIT delivered what it was originally promising to do: measurable, premium capabilities that go beyond standard transaction processing, say if XChangeIT delivered advanced analytics, stronger reporting, benchmarking, and practical marketing tools beyond basic transaction processing. I do not see anything happening here. Years ago, they started these projects. I can remember them collecting that data for mathematical studies, but nothing came of it despite some interesting results. 

The Fair Position for Newsagents

XChangeIT is playing an essential role in the magazine channel, and that contribution should be recognised. Newsagents should be asking for transparent pricing, clearer value delivery, and an independent review. You can read more here on the fairiness of XChangeIT.  I am glad now others are agreeing with me now.

Written by:

Bernard Zimmermann is the founding director of POS Solutions, a leading point-of-sale system company with 45 years of industry experience, now retired and seeking new opportunities. He consults with various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

List the top 4 markets or products your business services:

1. ………

2. ………

3. ………

4. ………

Now do a Google search and check the AI Overview,

Ask it for each of these markets or products
“Who are the best [markets/products] in [My Suburb]?”

Sample questions might be:

“Who are the best greeting card companies in Keysborough?”

“Who are the best pet food suppliers in Dingley Village?”

If your business isn't showing up in those answers, you’re quietly missing out on customers. Today probably about 20%.

Also check:

Is your shop’s name and address easy to see (or clearly linked to the product)?

Are your competitors more visible in the answer?

Try this today (it’s free and easy).

What Free Tools can you use now to help improve your score? 

These online systems pull from the exact same places. The main ones being 

Google Business Profile – your digital shopfront in searches and maps. This tells them where you are and what you sell.

Facebook Page – where people check hours, photos, and reviews.

Check the links to see what you can do now for free.

Click here for some ideas to talk about online
 

Many are missing out on a simple, high-margin product category that your customers already buy elsewhere. Why not put in a clothing range to boost your shop?

Key Takeaways

• Profit margins in utility clothing
• Strategic placement of weather-ready apparel near checkout zones drives high-value impulse purchases.
• Inventory testing involves launching just 6-12 apparel units
• Point of Sale (POS) analytics required.
• Staff training focuses on practical, weather-related conversation starters to encourage add-on sales.

Clothing Retail Expansion

Everyone needs clothes. It has better sales potential and margins than most products. For example, a $60 jacket with a $30 wholesale cost delivers far more profit than selling several magazines. Ultimately, clothing is a high-margin, everyday category.

Moreover, Australia's apparel market remains a stable investment for local shops.

Select the Right Clothing Category?

What you want is something that increases your average basket size by turning routine, low-spend visits into higher-value transactions. For example, a customer buying a birthday card would notice a lightweight jacket. If it's cold and wet, they will often grab it.

Utility clothing sells best because it solves immediate, everyday needs without requiring a changing room.

Clothes displayed by hanging save shelf space. Choosing the right clothing category involves picking a narrow, practical niche that matches your existing customers. Study similar retailers for proven, low-risk ideas.

How Should You Test a Clothing Range?

Testing a clothing range means starting small and measuring concrete results before committing to a larger order. For example, introducing just two jacket styles in limited quantities drastically reduces your financial risk.

Define a Test Range

Start your test with just 1–2 product types and 2–3 colours, for a total of 6–12 units. For example, order a handful of adult wind-resistant jackets and a matching kids' version. Treat this strictly as a 3-6 month seasonal test.

How Do You Source Clothing Brands for Your Shop?

Sourcing clothing brands involves partnering with wholesalers who can actively support you. For example, local Australian outerwear brands often supply boutique hardware stores or newsagencies without demanding massive minimum orders.

Where to Find Brands

Look for independent labels, outdoor brands, or local suppliers. For example, check a brand's website for "stockist" or "apply to stock" pages. When contacting them, always ask about minimum order quantities, delivery fees, and consignment options. Be careful, as in my experience, many of these suppliers will, if they think you do not know, try to get you to take unsalable stock. Most clothing suppliers are sitting on such stock. Conversely, you can get such stock at a very good deal. If so, they work well in a dump box.

What Pricing Strategy Works Best for Clothing?

Clothing pricing works best when you balance perceived affordability with strong retail margins. For example, a jacket bought for $30 wholesale can comfortably retail for $54–$66.

How Should You Display Clothing in a Store?

Clothing displays should be simple, highly visible, and tied directly to existing customer flow. For example, placing jackets on a small vertical rack near your greeting-card wall captures customers who are already browsing.

First, use folded-stack displays or small racks with clear, benefit-driven signage. For example, use a sign that reads: "Light wind-resistant jacket for school runs and park days." Keep the range feeling like a helpful add-on rather than a demanding fashion section.

Utility Clothing vs. Fast Fashion in Small Retail Stores

Utility clothing focuses on practical, weather-resistant garments designed for everyday use, while fast fashion offers trend-driven apparel with shorter lifespans. When comparing the two, utility clothing offers a longer shelf life, lower inventory risk, and higher, more consistent sell-through for non-fashion retailers.

A POS System Helps Manage Clothing Sales

Your Point of Sale (POS) system is very important here as clothing is such a specialised product with sizes, colours, styles, etc. It does not take much to have many combinations. Five sizes, male and female, five colours, and four styles give you 200 combinations. Automatically analysing sales data, predicting demand, and recommending reorder quantities across 200 combinations is a lot of work for a small department, and in clothing, you need to analyse in real time. You also need to be ruthless here in getting rid of unsellable stock, as it takes up a lot of room.

First, use your system's sales reports by SKU to eliminate guesswork. Our advanced POS systems will identify trends for you.

Conclusion

Clothing can increase revenue. Start small, focus purely on practicality, and let your POS System guide you.

Written by:

Bernard Zimmermann is the founding director of POS Solutions, a leading point-of-sale system company with 45 years of industry experience, now retired and seeking new opportunities. He consults with various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

Today, Australian businesses use AI for tasks such as drafting, reporting, analysis, and administration. You're probably one of them, but have you considered the risk of starting when your business information is outside the store's control? The problem, I am sure, is not foul play by the AI company but the storage of information. This is what many business people miss: where is the information in an AI service?

Key Takeaways

• Data movement risk: Online AI moves prompts and files into third-party systems, creating privacy, confidentiality, and retention risks.
• Control advantage: Local AI keeps prompts and files inside a business-controlled environment, giving retailers stronger control over access, logging, and deletion.
• Privacy obligations: Personal information in AI prompts can trigger Privacy Act duties about collection, use, disclosure, accuracy, and security.
• Commercial exposure: Confidential business information, such as supplier terms, pricing logic, and dispute strategy, can create serious risk even when privacy law does not apply.
• Shared access risk: Shared AI accounts can expose past prompts, uploaded files, and internal thinking to unauthorised parties.
• Tiered policy: The right answer for most retailers is not all-local or all-online.

What Is Local AI vs Online AI for Business?

Local AI is AI stored on your computer, and that runs on it. Right now, it's really hot with a lot of public interest. The two biggest advantages people see are cost and privacy. Today, local AI can deliver about 80% of what online AI companies can give you.

Let us discuss a real user case.

A staff member ask an AI tool to rewrite their reply to a customer complaint, what is being stored on the AI is the angry shopper's name and address.

How Does the Privacy Act Apply When Staff Uses AI?

Under the Privacy Act, which would apply to AI use if it involves personal information.

The government says you must take a careful approach to AI use involving personal information, conduct due diligence on the product, and build human control, privacy governance, and staff procedures around its use.

Where it is actually frightening is that AI hallucinates. In one study I saw, the rate was between 0.6% and 2.6% today. What happens if An AI hallucination incorrectly states a specific staff member was fired for theft. and that information gets out.

The other concern is that an AI can be very good at finding other information on a person, for example For example, a pharmacy collecting a patient's email for a receipt cannot legally dump email addresses into an AI tool to predict their future medical purchases. The Privacy Act restricts businesses from using data for secondary purposes without consent or an exception.

About business Confidential Business Information?

Confidential business information may include pricing policies, supplier terms, internal reports, and other factors that drive your commercial advantage. This data can create a serious risk when it leaves the business. For example, I remember a newsagent who was very upset when he discovered that a report showing his seasonal greeting card markup by supplier was given to another shop nearby.

What about using AI to prepare an email to a supplier, asking for an extension to pay because they do not have the money this week, and then it ends up with another supplier of theirs?

Shadow AI

Most people have one AI account for business. They then share it with everyone to use. We call this a Shadow AI account. In practice, it means everyone can see the information.

It may get worse, as many people today have smartphones and use them, which means your staff member has this confidential information stored on their AI account. I have no idea how to handle that problem.

How Long Do Online AI Providers Keep Your Information?

There are many pluses to storing this information for a long time. For example, in the above example, where a merchant is writing to a supplier for an extra month's credit, the merchant may need to refer to the letter in a few weeks. So you want it to stay as long as possible. Most suppliers claim they can keep it for 60 days, but I read that their internal logs retain it much longer. We do know from a case in the US that even after the user deleted the information, it was still stored officially for training purposes.*

We do know that AI companies do analyse your messages, not just for training purposes but also for some illegal activity such as paedophilia. How deeply they go, I do not know. Still, I remember how, a few years ago, people were complaining that Google Gemini was becoming unusable because it was so politically correct. The AI refused to label a drink by a hot chill dish by its name in a restaurant. What the AI companies do with the information they flag, I am not sure. It would be nice to know.

Can Using AI in a Legal Dispute Damage Confidentiality or Privilege?

Short answer: YES.

The police or courts can demand this information from you or the AI company. If you use an AI company under US law, they will have no problem getting it. If you use, say, a Chinese AI company, it may not be so easy for them to get it.

If you want to know more, check out the Federal Court of Australia, which published its Generative Artificial Intelligence Practice Note, GPN-AI, on 16 April 2026. This document sets clear expectations regarding the responsible use of AI during proceedings.

There is no problem in a judge ordering a retailer to disclose exactly which AI software they used to summarise thousands of pages of contested supplier invoices and to demand a copy.

Why Does Local AI Appeal to Privacy-Conscious Businesspeople?

The first point is that it limits the risk of third-party access to the data. Today, about 80% of all AI requests in large organisations go through their local AI. It gives the organisation direct ownership of its security and usage. It often allows you to know who asked and when.

AI Policy statement

Here is one I wrote; feel free to use it or modify it as you require.

Artificial Intelligence (AI) Acceptable Use Policy

1. Policy Purpose
   This document defines how we may use artificial intelligence tools to improve efficiency while protecting customer privacy and commercial confidentiality. It establishes well-defined guidelines for tool selection, information handling, accuracy verification, and incident reporting. The policy will be reviewed to ensure compliance with current technical progress and regulatory requirements.
2. Scope of Policy
   It applies to all full-time employees, casual staff, contractors, and temporary personnel. It covers AI usage on company-owned devices, shop-floor tablets, cloud workstations, and personal devices used for work.
3. Approved Tools and Account Access
   Staff must exclusively use AI platforms authorised by management. The IT department maintains a register of approved tools with defined security certifications. Single sign-on credentials are required for all licensed accounts. Unapproved public applications need management approval first. Use of tools falling below minimum security thresholds will stop immediately.
4. Protecting Point of Sale Data
   Extreme caution must be exercised when exporting information from our organisation. This includes such things as raw transactional records, customer loyalty databases, and end-of-day financial summaries, which must never be uploaded to unapproved public platforms without prior sanitation. Personally identifiable information should be masked before export.
5. Human Review and Accuracy
   Artificial intelligence models frequently generate plausible but incorrect outputs, a process identified as hallucination. Each employee remains fully accountable for the accuracy of machine-assisted work products before the submission. We ask that if in doubt, you see management before release.
6. Incident Reporting and Consequences
   Any accidental data exposure involving AI platforms are required to be reported to the manager on discovery. Rapid reporting enables immediate containment, including session termination, cloud cache deletion, and customer notification if required.

Regards

Manager

Conclusion

An important AI question for a businessperson is who controls the information after it's entered into an AI. You must ensure your operational data remains secure. I suggest, for both cost and security, that you consider Local AI if possible. I discussed deployment of Local AI here.

Written by:

Bernard Zimmermann is the founding director of POS Solutions, a leading point-of-sale system company with 45 years of industry experience, now retired and seeking new opportunities. He consults with various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

Many customers still want to pay in cash. Many of these are finding that we are seeing shrinking cash access, fewer ATMs, and weaker retail banks slowly destroying our cash infrastructure.

Key Takeaways

• Cash Out Day 2026 takes place this year on Tuesday, 28 April
• It encourages Australians to withdraw physical cash as a public show of support for keeping cash available.
• Cash still matters to many local shoppers.
• A clearer political consensus is forming that keeping cash is important, but politicians will only push for it if voters and businesses visibly support it.
• Supporting cash can help your store signal convenience, reliability, and community values at a time when trust matters more than ever.
• The October 2026 surcharge changes will reshape payment habits, making it even more important to review your cash policy.
• A simple in-store promotion can help you back Cash Out Day

What Is Cash Out Day 2026 and How Does It Work?

Cash Out Day 2026 is an Australian campaign that encourages people to withdraw physical money on that day to show that cash still matters. In practical terms, shoppers are asked to visit an ATM or a bank branch on Tuesday, 28 April, and withdraw some money as a simple public signal that they want cash access protected.

The campaign speaks to a larger concern. Many Australians can see that access to cash is slowly shrinking, with fewer bank branches and fewer ATMs. This is about sending a message to banks, payment providers, and governments that cash still plays a real role in everyday life.

Importantly, there is also a political angle retailers should not ignore. A clearer political consensus is emerging. Politicians can see that many feel that keeping cash is important. They can see voters push back against branch and ATMs closures. But let us face it, politicians respond to visible public pressure. If they do not see shoppers and businesses actively supporting cash, many will move on to other issues. Policy usually follows pressure, not silence. Silence will cause the issue to fade. For example, if a local MP hears complaints from traders and residents about ATM access, that concern stays alive; if nobody speaks up, it drops down the priority list.

Did Cash Out Day Achieve Its Goals?

Cash Out Day 2024 certainly raised awareness, but unfortunately, in 2025, it did not create the level of public momentum the organisers wanted. They thought it was because so much had happened that day, so people were distracted. I think it was partly because the date got mucked up. Moreover, last year’s poor result was likely due to many Australians believing the issue had already been handled. The government was then talking about protections for cash acceptance, so many assumed the problem was solved. Many of these people would be very disappointed now with what the government came up with. Actually, their proposals were considered disappointing, that it was defeated in the Senate.

How Can Your Store Promote Cash Out Day 2026 In Practice?

Promote Cash Out Day 2026 by making cash acceptance visible and normal, reassuring customers of your support for choice without conflict. A small sign, like “Cash welcome here on Cash Out Day, Tuesday 28 April,” can start conversations without overwhelming customers.

If you want to sign a petition that now has over 200,000 signatures, click here.

Conclusion

This year, Cash Out Day 2026 will hopefully be a practical reminder that cash still matters.

Written by:

Bernard Zimmermann is the founding director of POS Solutions, a leading point-of-sale system company with 45 years of industry experience, now retired and seeking new opportunities. He consults with various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.