Amex was not covered by the RBA's NO Surcharge rule after 1 October. The RBA now gave non-designated card schemes like Amex, Discover and China UnionPay a temporary green light to apply a “no surcharge” rule from 1 October.

After 1 October, you will not be allowed to charge a surcharge on Amex. Many of your payment providers intend to enforce this.

American Express has also stated that it will enforce this ban and is asking your customers to report you if you try to apply it.

This will be a problem as Amex fees are very expensive. 

If you run a lottery outlet, you know that the lottery brings in a lot of foot traffic. Like most agency work, it has pros and cons. On the one hand, it gives you a lot of business, but on the other hand, they have you on the short end of the stick. Today, a shopper who buys a Powerball ticket often grabs a card, a magazine, or a cold drink at the same time.

As it is very important to many of my clients, I listened to the Lottery Corporation Investor Day talk on YouTube , and while listening, I read the INVESTOR DAY PRESENTATION. This presentation filled many of the gaps in the talk.

The talk was a bit vague, but the presentation was good. If you are interested, I suggest looking through the presentation and missing the talk.

Here are my thoughts on what was said.

The most important point was that the lottery recognises the importance of retail (54% of draw lottery sales in 2025), but they also want to use your shop to attract new digital customers. The clear long-term plan strongly favours digital over retail. The company says digital is its main growth engine and will own the customer relationship going forward. For example, a customer might buy their first ticket at your counter, but the lottery wants them to buy all future tickets through its app. If the lottery app is used, your shop loses that sale and, more importantly, the extra impulse sales that go with it.

Also, the profit gap between digital and retail is massive. The lottery's digital operator margin is 20.5 percent, while the retail margin is only 8.2 percent. Clearly, the lottery has a strong financial incentive to move players online, where it can make more profit.

There is little there about industry consultation. The lotto agents will be told what to do and expected to do it. Again, this is a common problem with agency work.

Key Takeaways

• The lottery's 2026 strategy turns retail into a tool to attract new digital customers.
• The lottery says registered customers are worth about 2 times as much as unregistered customers.
• The lottery's digital profit margin is 20.5 percent, while the retail margin is only 8.2 percent.
• The lottery estimates that about 4.3 million unregistered retail lottery customers remain available to convert as of FY25.
• Each 1 percent lift in digital share is worth about $6 million in profit for the lottery.
• Lottery retailer pay is expected to change, but talks with industry groups will take six to twelve months.
• Australian retailers with strong POS data can measure the true basket value of lottery traffic to prepare for new pay talks.

Points

What I did was list the points as they went through it, identify the ones relevant to retailers, and put them in the following order.

Pros

Why the lottery Still Needs Retailers

The lottery still needs the retail network to succeed. The company says retailers remain long-term partners because digital-only rivals cannot copy a massive physical network. For example, a pure online app cannot give customers the friendly face and local trust that your lottery outlet provides every day.

The money is still very real for them from shops today. Retailers and venues earned about $0.7 billion in Australian newsagent lottery commissions in FY25. Those commission payments are paying the rent for many SMB businesses across the country.

Moreover, the lottery's license base is much stronger now. The Victorian lottery license was recently extended to 2068, providing long-term safety across the whole network. A longer license means you can safely spend more money on lotto.

They see the lottery brands build deep trust in the community. The lottery calls its games "permission assets" because they give the company and its retailers the social trust to operate safely. For example, customers trust your shop more because you sell familiar, safe games like Saturday Lotto.

Importantly, retail remains the primary starting point for players. The lottery admits that physical shops provide a highly visible presence in towns and suburbs. A customer driving past your big lottery sign is often reminded to walk in and buy a ticket.

New Tools and Future Plans

The new digital tools will actually help your staff work faster. In-store tools like digital prize claiming and ticket scanning reduce the cash you have to handle. For example, a customer claiming a prize digitally means your staff does not have to count out large amounts of cash from the till.

The lottery admits that the old pay model must evolve. Management openly stated that as retail becomes a place to find new digital customers, the remuneration for lottery retailers needs to change. They know the old pay model does not fit the new job they want you to do. I am dubious here, as this was promised before, and I did not see much progress from that proposal.

The lottery promises to consult with retailers before making major pay changes. The company says the next six to twelve months will involve deep talks with retailer groups. This means you have time to look at your newsagent POS data before the final rules are set.

They promise that highly productive shops could win big in the future. The lottery emphasised "quality over quantity," meaning top shops could become brand ambassadors. For example, if your shop signs up lots of digital players, you might receive special rewards or extra terminal support.

The lottery is still investing in physical games to keep them exciting. The company is planning a Set for Life refresh for September 2026. Fresh games give your regular customers a fun reason to keep coming back to your counter. By refreshing the Everyday Fun games, the lottery hopes to keep sales strong even when jackpots are small. For instance, better instant scratch games can keep your daily traffic steady year-round.

Cons

How Digital Changes Your Shop's Role

The role of your shop they want completely changed. The lottery is explicitly shifting retail from a sales channel to a tool for finding digital customers. They see your job as slowly changing from simply selling tickets to finding new app users for the lottery. This is actually what other online lotteries, such as Lottery Office, once offered retailers. This is now the main engine for the company's future. The lottery says digital is its primary growth engine, meaning the long-term focus is no longer on growing over-the-counter sales. For example, the lottery will spend more money improving its app than it will on improving your terminal.

Once digital, the lottery will own the long-term customer relationship. The lottery says digital will handle customer retention and keep players loyal between draws. If a customer buys their first ticket from you, the lottery will use email and in-app alerts to encourage them to buy their next ticket online.

Finally, registered players are worth more money. Registered lottery customers are worth about 2 times as much as unregistered customers. This is exactly why simple counter sales are no longer the lottery's main goal.

New Tools Push Players Away From the Counter

QR codes can easily shift the relationship away from your shop. QR codes on paper tickets make it very easy for players to register for the lottery. However, scanning that code creates a direct link that lets the customer play on their phone next time, without visiting you.

Digital wallets bypass the shop completely. Digital prize claiming reduces your cash handling, but it also helps customers build online wallets. For example, many customers who claim a $50 prize in their app wallet will likely spend that $50 in the app, not in your shop.

Sign-up rewards are designed to accelerate this digital shift. The lottery is considering retailer rewards to encourage your staff to collect customer details. This effectively asks you to help move your own regular shoppers online.

Greater use of dynamic digital signage takes control away from the retailer. Digital screens aim to reduce the need for printed posters and to clean up the shop. However, this gives the lottery central control over exactly what gets promoted in your shop at any given time.

Your terminal is not guaranteed anymore. The lottery says that having more outlets does not always translate into higher sales, so they are reviewing low-yield shops. If your shop only sells a few tickets a week, you might lose your lottery terminal similarly if you do not drive enough digital sign-ups.

Talks about how retailers get paid are still months away from finishing, yet you are being asked to do the conversion work right now without a final, fair pay deal in place.

The App Replaces the Shop Visit

The digital roadmap is built to keep players in the app. Upgrades like "The Reveal" make checking results on a phone much more fun and exciting. This pulls the habit of checking tickets away from your physical shop scanner.

The Auto Play feature is concerning; it is designed as a recurring revenue engine. This means a player's ticket is automatically purchased each week, so the customer never needs to walk into your shop again to buy one.

Social Play will allow the lottery to run syndicates completely through the mobile app. This pulls large office groups and social play away from the traditional physical counter.

What they are aiming for in the app is the 18- to 34-year-old demographic. This is how the lottery sees these people want to play. It will be a full entertainment destination.

Discussion

The lottery strategy 2026 is not an attack on retail. They see the shop is creating trust, reach, and easy access. At the same time, the lottery desperately wants to own the registered identity and the digital repeat revenue.

If lotteries get twice as much money, then registration is no longer just a harmless administrative task at the till. It is a commercial negotiation about who gets paid for creating long-term value.

Importantly, do not simply reject every new digital tool out of fear. Many of these digital upgrades will genuinely reduce friction and speed up the line during a busy jackpot draw.

Think I missed something important. Have anything to discuss, let me know

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.

If your business currently adds a surcharge to card payments, your window to prepare is closing fast. From 1 October 2026, the Reserve Bank of Australia's ban on surcharging across EFTPOS, Mastercard, and Visa networks will take effect. You will be affected by the government ban, and many of your payment providers will be affected. Some payment providers intend to extend the surcharge ban to include American Express, China UnionPay, and Discover, which goes beyond the official RBA mandate.

Key Takeaways

• The RBA's surcharge ban on EFTPOS, Mastercard, and Visa networks takes effect on 1 October 2026, making surcharging on debit, prepaid, and credit cards illegal.
• EFTPOS providers control terminal settings and merchant agreements so that enforcement will be practical and immediate.
• Every merchant should ask their provider two direct questions now: which cards are covered, whether any surcharging remains, and what the timeline for system changes is.

What Is the RBA Surcharge Ban?

The surcharge ban is a regulatory change, effective 1 October 2026, that prohibits Australian merchants from adding a separate fee to customer transactions made by EFTPOS, Mastercard, or Visa debit and credit cards, as mandated by the Reserve Bank of Australia. Historically, retailers added this surcharge to cover the cost of card acceptance in Australia. After 1 October, the cost of card acceptance for Visa and Credit cards will be paid by you.

How Can EFTPOS Providers Enforce the Surcharge Ban?

They control merchant terms, terminal settings, and payment workflows. It is very much in their interest to enforce this ban. From my discussions with some of them, I have been told that they intend to do this. I would be shocked if any of them do not.

Which Cards Does the Surcharge Ban Actually Cover?

The official RBA surcharge ban applies to domestic EFTPOS, Mastercard, and Visa transactions. However, while the RBA's official surcharge ban covers these networks, some payment providers are extending this internal ban to American Express, China UnionPay, and Discover cards, meaning merchants using their services will lose the ability to surcharge on these cards through their platform, regardless of the law.

What Should Retailers Do Before 1 October 2026?

Ask your payment provider these direct questions before 1 October 2026:

• Which cards will be covered by the surcharge ban on your platform, including those you do handle, such as American Express, China UnionPay, and Discover?
• What changes will be made to my terminal or POS system, and when will you be notified?

I bet you will not get a direct answer, but I do recommend you ask by email so you get a written response.

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've seen how helpful a good planogram can be for SMB stores. Since I've gotten questions about them, I want to share some practical tips on making a planogram.

This can:

• Optimise your shop layout.
• Boost sales.

A planogram shows:

• What products go on the shelves.
• How to arrange your products on shelves.

It makes shopping easier and, hopefully, drives more sales.

Why Planograms Matter for Retail Shops

Planograms are visual representations of your shop's layout, showing where products are placed and how they are arranged. For most of us in retail, nothing beats a planogram for visually showing what's happening in the shop.

A Cautionary Tale

Let me share a quick story. A client of mine wanted a shop fit-out. She told me that as her partner was a carpenter, he made what she wanted. He built it all right. Then she looked at the finished fit-out and said, “This is what I asked for, but not what I wanted.” A planogram could have saved her a lot of disappointment.

Uses of Planograms

• Maximising sales by product placement.
• Improving customer flow.
• Optimising shelf space.
• Enhancing visual merchandising.
• Tracking profit.
• Identifying shoplifting hotspots.
• Analysing the number of sales per area.

I've had clients whose sales have jumped by tweaking their store layout based on a well-crafted planogram.

The Great Debate on Professional Planogram Software

When I started discussing planograms, our competitors all suggested that people use professional packages. Now you can use professional software, and it's pretty reasonable. However, they did not notice that these planograms look nice and are not straightforward to make or use.

Pros and Cons of Professional Software

Professional planograms: you need to learn a lot before using them effectively. In my experience, if you're considering purchasing professional planogram software, I suggest opting for a monthly subscription. These costs are relatively reasonable; you have lost little if the package fails. Here is a decent discussion on this.

Most of us would be better off hiring someone who knows what they are doing rather than buying or renting such software.

Here would be a typical result from a professional planogram.

Here is a manual one.

A diagram of your shop with your best sellers listed as:

• Blue = Good
• Yellow = Moderate to bad
• Red = Very bad
• Blank = Zero

It visually shows the shop's sales, but there is no denying that the professional one looks better. However, I think the manual one is clearer and more useful to most SMB retailers.

Step-by-Step Guide to Making a Planogram

When making a planogram, keep it practical. You do not need to show every minor detail in the shop. What matters is including the information that helps you make decisions. A good question to ask yourself before adding any details is whether this extra information is important to you.

Step 1: Gather Your Tools

You'll need:

• A couple of large sheets of paper.
• Some grid paper.
• Pencil and eraser. A pencil's big advantage is that, unlike a pen, it's easy to rub out mistakes.
• Ruler.
• Triangle right-angle ruler.
• Ruler with shapes (circles, triangles, squares), if possible.
• Tape measure or laser distance meter, or just pace it out.

Pro tip: I prefer a laser distance meter. They're relatively cheap now, and one person can do all the measurements quickly.

Step 2: Measure Your Shop

At a minimum, your planogram should show:

• The front door and counter.
• All walls.
• All fixtures and shelves.
• Aisles and open walkways.
• Power points, pillars, or anything fixed that affects the layout.
• The main product areas or departments.

Now:

1. On grid paper, draw a rough outline of your shop.
2. Measure the largest dimension of your shop.
3. Write down this measurement on the grid paper.
4. Start at the rear of the shop and go around, measuring the outer parts. Write down every measurement.
5. Start at the rear left of the shop and measure key details from left to right.
6. Work your way to the front.
7. Double-check by measuring from front to back.

Step 3: Draw Your Layout

Start with the rough sketch to get a grip on the situation. I find it useful to draft the initial version on scrap paper, work out many of the kinks, and only then start on my actual planogram.

• Check that the measurements make sense.
• Do not kid yourself that it's all correct; assume there is something you have done wrong.

Step 4: Draw Your Final Draft

• Grab the larger paper to draw your shop layout.
• Get the larger measurement, generally the shop length first.
• Use this measurement to make a scale on your paper. Use a decent scale, for example, 1 cm = 1 metre or 2 cm = 1 metre. If you use something like 1.7 cm per metre, you are just asking for a calculation headache; use 2 cm.
• Draw the other measurements.

Pro tip: In my experience, even experts take a few attempts. If you're not doing it a lot, you may need more, and that's perfectly normal.

Step 5: Copy Your Planogram

You now have a floor plan; make many copies. Later, you'll use these for different objectives, and it will save time because all you will need to do next quarter is use this floor plan.

Step 6: Use Your Planogram

Mark on your planogram what you want to measure: dollar sales, unit sales, profit, shoplifting rates, and so on.

Select the appropriate report from your POS software, and divide the products into four groups:

• Blue = Good
• Yellow = Moderate to bad
• Red = Very bad
• Blank = Zero

Then mark the items on the planogram.

Step 7: Review and Refresh Your Planogram

A planogram is not a set-and-forget document. Once it is in use, review it. I know retailers who review it weekly, but I would suggest reviewing it quarterly. This keeps your shelf layout reflecting what customers are buying and how your range is changing.

A practical method is to review it at the start of each quarter: look at the quarter just finished, then look at the coming quarter from last year. This gives you a balanced view of recent and expected performance.

For example, at the start of Q2, run a Q1 report and compare it with last year's Q2. You may need to adjust for your future plans. That makes it easier to see which products need more or less space, and whether your current layout aligns with how customers shop.

What you will find is that you will catch issues that are easy to miss in day-to-day trading, such as slow sellers taking up too much room, fast sellers being underspaced, or seasonal lines staying on display longer than they should. A useful planogram helps you evolve as your shop does.

Conclusion

Your planogram does not have to be perfect. It does not even have to look professional. It simply has to help you see the shop more clearly and make better layout decisions. The worst hand-drawn planogram that you use is better than a polished one that sits ignored.

By taking the time to create a planogram, you're investing in your shop's future.

Happy planogramming!

FAQ

Q: What is the difference between a floor plan and a planogram?
A: A floor plan shows the physical shape of the shop, while a planogram shows how products or categories are arranged in that floor plan.

Q: What is a planogram?
A: A planogram visually represents some of your shop's features.

Q: Why do planograms matter for retail shops?
A: Planograms help people visualise what is happening in the shop. They assist in optimising space, improving customer flow, and maximising sales.

Q: Do I need professional planogram software?
A: Not necessarily.

Q: How do I start creating a planogram?
A: Start with the most significant dimension, usually the shop's length.

Q: What's the best way to measure my shop?
A: A laser distance meter is recommended because it's quick, accurate, and can be operated by one person.

Q: What should I include in the floor plan?
A: The entrance, the counters, walls, fixtures, shelves, aisles, and any fixed features that affect how the space works. I suggest adding the power points too.

Q: Where should best sellers go?
A: It depends. What is very important is that the customer notices them.

Q: How do I tell which parts of the shop are performing well?
A: A simple way is to mark areas by performance, for example, using colours to show strong, average, and weak parts of the shop.

Q: How often should I review my planograms?
A: I find in practice that for most shops, a quarterly review is a practical rhythm because it is frequent enough to catch problems without becoming a burden. In practice, what you find is that your customers do not want frequent changes.

Q: How do I know if the change was good?
A: Use your POS reports.

Q: How many attempts does it usually take to create one?
A: Even experts typically need three attempts: a rough sketch, a detailed version, and a final draft.

Q: What scale should I use when drawing one?
A: Use something that is easy to calculate.

Q: Why should I make many copies?
A: Multiple copies allow you to use the planogram for different objectives and planning purposes.

Q: Can a planogram help prevent layout mistakes?
A: A planogram can help visualise the layout before implementation, potentially avoiding costly mistakes in shop fit-outs.

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.

We all rely on the Point of Sale (POS) system for essential ordering, staffing, and seasonal planning. Part of what we are looking for in AI is advice that may lead to ideas of what to do next, missed stock opportunities and hidden risks. What we did was benchmark several commonly used free and paid AI to see how they performed for such use. The results quite stunned us.

What Are POS System Reports Reviewed By AI?

We decided to print a sales report from our POS system and asked for an AI review. We use several newsagencies and have a sales report listing over 2 years' worth of about 100,000 items that have sold. A shop selling $500,000 a year at an average unit price of $10 per item sells 50,000 items; this is hardly what one would call a big shop. In retail, you need about 2 years of seasonal figures to compare, say, Feb this year with Feb last year. Doing that requires a lot of data; it's not just the items, but also sales quantities, prices paid, discounts given, GST, etc., and we discovered that many AI systems couldn't handle this workload.

Which AI Tool Reviews POS System Reports Best?

Going over the reports, it was found.

Meta AI, a free service, produced the most useful answer. It easily processed the massive amount of information, built useful monthly tables, and provided good stock recommendations. I was shocked that the free one did the best job.

Conversely, the remaining AI tools demonstrated common ways in which AI will underperform when faced with shop data. For instance, Gemini, which is so highly regarded, typically analyses about 50% of the information we supplied and then stops.

How Did Each AI Tool Perform?

Below is our breakdown of how the different AI tools handled the data loads from fairly small retail shops, from best to worst.

• Meta AI: This AI tool effortlessly handled massive data and provided free, actionable advice, making it the best option for major stock decisions despite missing complex margin analysis. Sample report, we got on the top.
• Claude: This model produced sensible category assignments, but its answers were too vague for ordering, so it is best used for spotting broad seasonal trends.
• Local AI: This AI excels in data security and privacy, but its analytical depth is average.
• Gemini: Nice formatting, looked nice, but broke down under the data load.
• ChatGPT: This famous AI tool figures were correct, but its reporting was pretty useless.

Note that data security is most important to you; only local AI can do that, but that is another issue for another post.

What Are the Next Steps for Retailers?

The next steps for retailers involve starting with one specific report and running it through your chosen AI tool to test its true data capacity. For example, export your heavy monthly category performance data and explicitly ask the AI to suggest three immediate merchandising changes for the shop floor.

Always verify the totals against your original Point of Sale (POS) system export before taking any physical action. We were shocked to see how badly Gemini performed here.

Conclusion

Clearly, pairing your POS system with an AI report can provide you with better information, but you need to check the results.

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.

What is much easier and quicker for retailers than sifting through a POS report to understand their data is looking at a simple visual screen. Here I will show you how to convert a standard PosBrowser report into a simple AI-generated dashboard. It is not only easier to review but also to share with others.

And it only takes minutes to do.

What Is a PosBrowser AI Dashboard?

A PosBrowser AI dashboard is a visual summary generated from an exported report that automatically turns raw figures into charts and graphs and highlights them.

Here is the basic process.

1. Run your usual report in PosBrowser and save it as a PDF. Remember the name you saved the report under.
2. Click on meta.ai.
3. Please type the + in the box and upload your PDF into an AI assistant.
4. Now ask the AI to produce a dashboard that shows the exact metrics you want, for example, if I printed out a report on stock sales by category, I might ask for a dashboard that shows the exact measures you need.

 

Create a stock valuation dashboard by department, top 20 categories, ageing stock, and sales trends over time.
 

Note: For this example, I specifically used Meta AI because it is currently free. Since most of my clients do not have paid AI accounts, I wanted to select a tool that is highly accessible to everyone. While you can use other AI platforms, Meta AI is a great starting point if you want to test this process without any extra cost.

How Do You Check an AI Dashboard Against the Original PosBrowser Report?

The AI can turn a text-heavy report into a cleaner visual summary within seconds or minutes, depending on the platform and file size. However, you must review the visual output against the original report before sharing it with staff or using it for decisions. AI does make mistakes.

Below, you can see a sample stock valuation report beside the dashboard generated from the same data. The example below shows how a standard POS report became an AI dashboard.The green arrow is where you can add departments to examine.

How to Proceed

I suggest starting off with a few reports you know well, such as a total report. Test how it goes and use this example to improve your requests.

Enjoy.

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, many prefer to use AI rather than hand-enter supplier invoices into their POS System. If you are ready to scan these invoices, let us know.

Many people have questions about doing this, so here are some questions I have received over the past few months.

What is AI supplier invoice processing?

AI supplier invoice processing is when your POS Software reads supplier bills that are sent to you. It uses AI to extract information from the invoice and enter it into your POS system, so you don't have to type everything manually. AI processed supplier invoices, reducing manual entry and speeding up data entry. People do report saving hours. Its accuracy is equivalent to manual data entry. Since you get a check at the end, the accuracy is rarely a significant problem.

Speed and Accuracy of a typist vs AI?

Here are some observations that I worked out for a single-page invoice, admittedly on a run of invoices.

When humans process an invoice, they do not just read words; they must scan, find specific fields, verify totals, and manually key data into the POS software. Humans take about 12 minutes per invoice. This includes locating vendor details, invoice numbers, and line items, and manually retyping them into the POS System. Interestingly, when I tested a trained typist, she took 4 minutes to type an invoice, mainly because she did not have to look at the keyboard as often, and she typed much faster.

An AI OCR invoice processing took 2 seconds per invoice, as it reads the whole document and then extracts the figures.

So the AI OCR processes invoices 60-360 times faster than a human, depending on your training. Its accuracy was much higher.

Where humans will win is with handwritten or complex invoices, like what we sometimes see coming from places like India.

Here are some questions people have asked me about these AI invoices.

Frequently Asked Questions

Q: Will the ATO accept digital copies of receipts and invoices?

A: Well, now you are getting the invoices electronically and entering them manually. As for the invoice, you still have the digital version sent by email or the paper one sent with the goods.

Q: How do OCR tools handle multi-currency invoices from AliExpress or eBay?

A: Double-check it, as I have seen it confuse US and Australian dollars and go wild with the invoice in Indian rupees.

Q: Do AI tools understand line items?

A: It understands line items; with line credit notes, people have reported mixed success.

Q: How do you stop ABN errors?

A: It's not doing any checks on the ABN number. Again, you need to do it manually.

Q: How does it handle duplicate invoices?

A: It is a very real problem with AI. The supplier sends an invoice by email, so people enter it in. When the goods arrive, they OCR the invoice and use AI to process it. Because it is so much faster than manual typing, it happens much more often with AI.

Q: Why does your AI tool say VAT instead of GST?

A: People are importing British invoices that have VAT.

Q: Can AI handle all suppliers' invoices with OCR?

A: Almost all, but I have seen some problem ones. Most suppliers today use accounting software to issue invoices, and they can send them to you electronically. At first, you'll need to monitor each supplier to see how it goes.

Q: Does it have a cost?

A: AI is not free; it's very cheap, but it's not free.

Q: What is the break-even point for switching to AI processing invoices?

A: I have asked several people that question with mixed results; one of my clients can type at 65 words a minute, I assume her answer would be very different to mine. It depends on how many invoices you process, how quickly your typist works, and the condition of the invoices.

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.

We lock the shop door every night, secure the till, and run a stocktake. However, if a laptop goes missing or someone copies your files, your confidential information could be completely exposed. To keep your POS system and back office running, you probably have many staff members and occasionally repair technicians accessing it. This shared access creates a problem for your sensitive information.

Everyday Risks in Retail

While sharing system access with staff keeps the shop floor moving, it does create security problems.

• Employees snooping through documents on back-office PCs.
• Unattended computers left unlocked while you help customers browse greeting cards or magazines.
• Stolen devices from your shop, car, or home.

These risks can expose confidential information, so we recommend a simple tool like VeraCrypt to protect your information even when your computers are out of your control.

How VeraCrypt Works

POS Solutions has been recommending VeraCrypt for years.

It is one of the simplest and most effective tools for securing confidential retail data. It is a free, open-source program. It acts like a digital safe on your device. You can use it as usual, or drag your private files into it. Without your password, no one can open or read anything inside it.

How secure is VeraCrypt

In 2008, in the Brazilian Banker Case. Police seized five hard drives from a suspect that were fully encrypted using a predecessor to VeraCrypt. The Brazilian National Institute of Criminology failed to crack them for five months, so they went to the FBI. The FBI spent 12 months attempting to break the encryption but ultimately failed.

In a 2015 U.S. case involving a former police sergeant, the U.S. government was unable to access the data.

Based on this, I can say that VeraCrypt is exceptionally secure.

Getting Started

You can easily set up this level of security for your own files without any special IT skills.

1. Download VeraCrypt for free from its official website.
2. Install and run it.
3. Create a new volume and select a size. I suggest 4GB for your files.
4. Select the default AES encryption and set a strong, unique password of at least 12 characters that includes letters, numbers, and symbols.

Mount the volume so it appears as a new drive letter, say I:

• Move your sensitive files to I: and work as usual with the files on I:
• Dismount the volume when finished to safely lock everything away.

You still need to back up the encrypted file just like any other information. People tend to forget that computers are mechanical devices and they can fail like any other machine.

Mistakes to Avoid

Even simple tools work best with good daily habits to ensure your data stays secure.

1. Simple passwords: Avoid "password123". This is the first thing a hacker will try. Pick something memorable but unique that only you know, like your wedding song, the singer and year.
2. Suspicious filenames: Prevent suspicion by giving your vault an obscure video file name rather than "Private Payroll", say something like "Zootopia_2"
3. Leaving volumes mounted: Always dismount your volume when stepping away from the computer; this only takes seconds.

VeraCrypt vs BitLocker

A common question is why we prefer VeraCrypt to Microsoft's built-in BitLocker, which is heavily pushed by one of our competitors. Here is why VeraCrypt provides a much better solution.

The Functional Differences:

BitLocker is designed to lock the entire computer; this is not required in most shops. Plus, BitLocker automatically unlocks at startup, meaning any staff member using the till has access to all the data on that machine. VeraCrypt requires a password, giving you control over who can see your private files.

The Technical Problems with BitLocker:

Recently, BitLocker has suffered from major technical issues that can severely disrupt a business. In both October 2025 and April 2026, routine Windows security updates contained bugs that caused PCs to enter an "infinite BitLocker recovery loop". We have seen people locked out of their own computers as a result. Not good for a retailer to be locked out of their POS system at the start of the day.

The YellowKey Exploit:

Even worse than the bugs is a newly discovered vulnerability, "YellowKey. If what is said is correct, then someone can bypass BitLocker protection without a password. It is now being debated whether Microsoft built a backdoor into BitLocker after reading the information. I think they did.

The Trust Factor:

VeraCrypt is open-source and audited by independent experts. Its code is fully visible, meaning it is unlikely to have a hidden backdoor. BitLocker is closed, meaning you must trust Microsoft.

Conclusion

VeraCrypt is one hell of a good cyber protection.

FAQ

Q: I caught staff snooping on the back-office PC through the network. Can VeraCrypt help?

A: Yes, even if someone snoops on your computer, no one can read, or even detect, what is inside a VeraCrypt volume, unless they know the password.

Q: I forgot the password to my locked folder. How do I recover my files?

A: You cannot retrieve the information unless you can remember the password. This is one of the biggest problems we have with VeraCrypt, and there is nothing anyone can do about it.

Q: Is VeraCrypt hard to set up?

A: Not at all. I have set up many VeraCrypts and never had a problem. You need about 4GB of space on the computer, and choose a strong password (I suggest at least 12 characters). You do not need any special tech skills to get started.

Q: If I leave the computer to serve customers, are my files safe?

A: On your computer, your files are only safe if you dismount (lock) the volume before stepping away from the computer to the shop floor.

Q: Is VeraCrypt actually secure against hackers?

A: VeraCrypt is incredible. Real-world cases involving the FBI and international police forces have shown that without the password, even government agencies cannot crack the AES encryption.

Hackers will typically program your name, dates of family births, etc., and search for passwords, so avoid weak, easily guessable ones.

Q: Will VeraCrypt slow down my POS system?

A: A little. In practice, the files that need this level of security rarely require super-speed operation.

Q: What should I name my locked folder so it doesn't attract attention?

A: Avoid suspicious or obvious names like "Private Payroll" or "Confidential Data". I suggest using an obscure video file title, e.g., "The Shawshank Redemption (1994).AVI".

Q: Do I still need antivirus software if I encrypt my files?

A: Absolutely.

Update notes: I wrote an article on this a few months ago, but recently, YellowKey changed a lot here, so I totally rewrote the article 

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 suppliers and business partners often look you up online before they meet with you. It's how business is done today. The main source is LinkedIn. A bad LinkedIn profile will hurt your business. It will make you look less credible. I have a fix for this here that takes at most 20 minutes.

What happened recently is that after a career change, I updated my own LinkedIn profile. Did not think much about it until a week later, when I checked LinkedIn before a meeting with a bank official about some upcoming changes. It told me what sort of a guy he was and what he was in the bank. Then, almost immediately, I had a meeting with a retailer, and just before I talked, I automatically checked him up on LinkedIn too. That profile told me almost nothing. He did not look very credible.

Ultimately, that contrast exposed a gap. So I checked some more and found many of my clients also had poor LinkedIn accounts, so I decided to make a tool to fix them.

Key Takeaways

• LinkedIn profile quality shapes first impressions before meetings, supplier calls, finance discussions, and store visits.
• Specific retail detail makes a business easier to trust than vague labels such as 'Owner' or 'Self-Employed.'
• Personal credibility helps readers understand the experience, systems knowledge, and operational skill behind the shop.
• Retail context explains what you sell, who you serve, and why your business is worth contacting.
• AI assistance improves wording best after accurate facts about the business are already in place.
• Twenty-minute updates are enough to improve a headline, About section, Experience section, and Skills list.

Core Definitions

• LinkedIn profile is a public professional summary that explains who you are, what your business does, and why someone should trust your business.
• Retail LinkedIn optimisation involves updating your headline, About section, Experience section, and Skills so readers can understand your business quickly.
• LinkedIn headline is the first short description most people see, so it should state your role, shop type, and product focus.
• Business credibility on LinkedIn involves specific facts about your store, your customers, and the experience behind the business.
• AI rewriting involves improving clarity after accurate facts about your products, location, role, and strengths are already in place.

What Is a LinkedIn Profile for a Shop Owner?

It is a professional page that explains the business and emphasises your role.

Why Does LinkedIn Matter for Independent Retailers?

LinkedIn matters for independent retailers because they deal with a complex network of stakeholders who verify credibility online. You also deal with suppliers, banks,

Consequently, a weak profile creates uncertainty and leaves the other person guessing what you actually do. A label such as 'Owner at Self-Employed' says almost nothing about the business, the products, or the experience behind it. For example, leaving your skills section blank deprives a prospective landlord of knowing your strong background in retail operations.

Conversely, a strong profile makes that easier. what sort of person you are, and what experience you bring to the table. Someone should be able to see in seconds what you are skilled at, what sort of operational, technical, or commercial experience you have. If LinkedIn shapes their thoughts about you before the first conversation.

How Can Shop Owners Improve a LinkedIn Profile in 20 Minutes?

Improving a LinkedIn profile in 20 minutes requires focusing only on the core sections that drive immediate credibility. Simply follow these six structured steps.

Step 1: Research other people's profiles similar to yours

What you are looking for are strong LinkedIn profiles from people like you. Pay attention to their headline, About section, Experience section, and the way they explain their business.

Step 2: Starting

If you don’t have a LinkedIn account, create one; if you have one, log into it.

Now check your existing email, phone number, and location are completely up to date. Verify that carefully. It will do you damage if these details are wrong.

Step 3: What Business Details Should You Add First?

Then, fill out your profile with the basics. Do not worry about perfect wording, spelling, grammar, etc., yet; get the facts down first so the profile accurately reflects what you did.

Make you your present position shows what the business you are in does, not just what you do in the business for example, not just I am responsible for buying, merchandising, customer service, supplier relationships, and day-to-day store operations in Johnson's Pet shop but add to this that Johnson's Pet shop which sells pet foods, toys.... in the Morrabbin area for over 30 years."

When you are happy with it, save it. Then print out your LinkedIn profile to PDF, see the green arrow below

Step 4: AI prompt

Now run the AI prompt below on that PDF. You can use any AI for this prompt. I tested it on ChatGPT, Grok and Claude.

It can turn rough facts into clearer, more professional wording without changing the real meaning, as business people want to read. Many of you will be surprised by how you sound after the prompt does its magic.

Now review it. One of the good points of AI is that you can ask it to add, change, or delete parts. A common change, in my experience, is dates.

Step 5: Updating LinkedIn

This tends to be the messy part. What you have to do is paste the newly generated text into your LinkedIn page. While doing this, make any last-minute changes you feel are appropriate.

Step 6: Review Your Profile

I find reading it aloud helps ensure it sounds like a real person and feels natural.

Make sure the facts are accurate and demonstrate your competence.

Conclusion

You have probably now spent a very profitable 20 minutes. Many people update their profiles every 3 to 12 months.

Conclusion

I do believe strongly that today we all must be as professional as possible, and a strong LinkedIn profile acts as a silent ambassador for your retail business. All it takes is just 20 minutes.

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.

Using 'was/now' specials to drive foot traffic in some form is one of the most common sales promotions today. Now, the federal court has ruled against Coles, which ran such a promotion, and the resulting penalty will likely be expensive. The decision has fundamentally changed the rules for every retailer in Australia. Here I will tell you where we stand now.

Key Takeaways

• The Federal Court ruled that Coles' "Down Down" pricing misled consumers by using short-term price spikes as the "was" reference price in discount claims.
• Retailers can legally raise prices and then discount them, but the higher "was" price must have been charged for a genuine, reasonable period before advertising a saving.
• The court indicated that approximately 12 weeks is a practical benchmark for a stable "regular price" and four weeks was ruled insufficient.
• Any "was/now", "save $X", or "X% off" claim must be backed by a documented price history showing when that higher price was actually charged.
• Small retailers face the same Australian Consumer Law obligations as major supermarkets, and a single customer complaint can trigger ACCC scrutiny.

Was/Now promotion

These promotions are when you state the price was $X, but it is now $Y.

Say, for example, an item was $10, and you advertise it "Was $10 Now $6."

ACCC v Coles court case

The ACCC sued Coles, claiming its "Down Down" campaign was deceptive. Coles raised prices for about four weeks, then lowered them and put a large red "Down Down" sticker on the shelf, creating the illusion of a big bargain.

For example, Coles raised the price of a popular breakfast cereal from $5 to $7 for just one month, then dropped it to $6 with a "Down Down!" sign reading "Was $7, Now $6".

Coles argued that all these prices were legitimate. The court accepted that Coles was correct on this point. The courts accepted that supplier pressure had caused the price rise and that the lower price was a discount.

So what was considered wrong?

The court felt that a price for only four weeks was far too short to count as a normal price and that "ordinary shoppers would wrongly believe they were getting a genuine discount off the usual regular price, rather than just a slight drop from a temporary spike." The case came down to not on why Coles raised prices, but rather whether the later promotions created a misleading impression about the savings.

The court suggested that 12 weeks should be the measure. Now that 12 weeks are yet to be tested, and even the court stated it may depend on the product. Right now, no one knows. What we do know is that four weeks is not enough for these products.

But this landmark ruling means all Aussie businesses must completely rethink how they advertise their sales.

I would state now in your shop that if you increase the price of an item in May, you need to wait until September before you can safely run a "Save 20%" sale based on that May price.*

Can the ACCC now fine retailers for 'Was/Now' Pricing?

Now, yes, the ACCC can fine retail businesses for such discounting tactics as the same rules that apply to Coles apply to all shops. You do not have to accept the fine and take your chances in court. I would not suggest it.

It's not hard for a single confused shopper to give you such a massive regulatory headache. Imagine a customer spots your "Special: $10 off!" sign on a premium stationery set, checks their receipt from last month, and reports your shop to the ACCC because this "was" price never actually existed.

Stop Risky Short-Term Spike Discounts

Start by reviewing every price ticket or sign that uses phrases like "Was $X, now $Y", "Save $X", or "Down from $X." Ask yourself if that higher price was charged for a substantial, genuine period. Your POS Software can help you there, as it shows prices from 12 weeks ago.

Use Safer Ways to Describe Promotions

You can still run highly effective specials without relying on fragile "was" price comparisons. Instead, read up on how to set up multi-buy promotions in your POS system to run deals such as "2 for $X" or "Buy one, get one half price". You can also advertise an item as $X without reference to an older price.

Keep Basic Records of Prices and Promotions

In any ACCC investigation, the retailer must prove its price history. Here, your computer will be a lifesaver. It maintains a price log for each product, showing the date each price took effect and when it changed.

Also keep dated copies of all your promotional materials, and record the exact start and end dates of every promotion you run.

Conclusion

The Aussie retail landscape has fundamentally shifted, and we need to be more careful with our advertising.

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.

Most Australian retailers know Armaguard has faced serious financial pressure. Still, fewer realise that new pricing changes are likely to increase cash-handling costs and affect how reliably cash can be accessed.

Key Takeaways

• Armaguard pricing changes are intended to support Australia's cash distribution network.
• Cash-in-transit services move physical currency between banks, retailers and ATMs.
• Armaguard needed major financial support to stay operating.
• Lower cash usage is increasing the cost of handling cash for small retailers.
• Reliable cash access depends on a financially sustainable cash-in-transit network.
• POS cash reporting helps retailers measure true cash handling costs and profitability.
• Regional retailers face greater exposure because banking and ATM access are thinner.
• The ACCC has allowed collaboration, but pricing outcomes may still evolve.
• Retailers need to balance cash resilience against rising operating costs.

Why Armaguard Matters to Australia's Cash System

Since the merger of Armaguard and Prosegur, Armaguard has become central to Australia's cash system, handling about 90% of the physical currency moving between banks, retailers and ATMs. That makes it a key part of keeping cash available across the country.

How Close Was Armaguard to Trouble?

Armaguard was under severe financial pressure, and major banks plus large retailers stepped in with about $50 million in support to keep it operating for 12 months. That support was designed to prevent default and give Australia time to build a more sustainable long-term pricing model.

This shows how important Armaguard is to the cash system. If the company is under stress, the entire cash distribution network feels it.

So the Armaguard new pricing model is part of a broader effort to keep cash distribution alive. As the main cash-in-transit provider in Australia, any pricing change affects the wider cash distribution network.

Price of Cash

For most small and medium retailers, the price of cash is not just one visible fee. This Armaguard fee is often hidden in banking fees, while other costs are more visible, such as cash handling time, reconciliation work and security.

These costs are likely to rise, making cash more expensive to support. Some clients are already asking for electronic payment only, although in practice many will still accept cash if needed.

Problems with Cash Distribution

Getting cash has become harder because bank branches and ATMs have been closing in many areas. That makes a stable cash distribution model more important.

Although this plan aims to improve distribution, the benefits will likely be shared unevenly because high-volume retail areas are easier and cheaper to serve. Lower-volume and more remote locations may continue to face the same access problems.

Effect on Retailers

Small and medium retailers are affected more than larger ones. Bigger retailers are usually in high-volume areas and often have more bargaining power over EFTPOS and card rates, making it easier for them to lean away from cash.

Smaller shops also often do not generate enough cash to offset cash-handling costs. More retail trade is now happening online through electronic payments, which further reduces the role of cash for many businesses.

What Should Retailers Do Next?

Your POS system can show how much cash your store actually handles through sales reports and end-of-day reports. You can then calculate what cash really costs your business, including banking, reconciliation and staff time.

Review your sales history to see which transactions are still being paid in cash. That gives you a clearer view of whether cash is still worth the handling cost in your shop.

Conclusion

Armaguard pricing changes are not just a fee story. They are about whether Australia can keep its cash infrastructure functioning sustainably.

For SMB retailers, the smartest move is to measure cash handling costs in your POS system and decide whether your current cash process still makes sense. If cash is still valuable to your business, manage it better. If it is becoming too expensive, make adjustments based on real data rather than guesswork.

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.

In retail today, we need to make heaps of pricing decisions every week, and discounting is one of the hardest to get right. A well-timed markdown can save a sale, but what is less visible is how repeated, uncontrolled discounting drains profit. Often, worse, it can devalue your shop.

Key Takeaways

• Excessive discounting reduces prices.
• Strategic discounting supports a clear goal.
• A 10% discount on a product with 40% gross margin requires a 33.3% increase in unit sales to recover the lost gross profit.
• Stacked discounts are dangerous because multiple offers on one sale can remove much of the profit.
• The Discounted Items Sales Summary report in your POS system is great at revealing markdown patterns.
• Repeated markdowns in one category or supplier can point to a buying problem.
• Clear discount approval policy controls support better retail price management.

Excessive Discounting

The problem is not generally the discounting itself. Often, we need markdowns to clear aged stock or rescue a sale. For example, a Christmas item often needs an emergency clearance while it is still marketable.

Excessive discounting often begins when these markdowns become a habit. For example, if your staff automatically gives 10% off when a customer asks.

Excessive Discounting Matters

Excessive discounting matters because every markdown comes straight off your profit.

Discounting can create an illusion of improvement in the shop by increasing sales.

From personal experience, I can tell you that heavy discounting will train your customers to treat your prices as negotiable.

How Much More must be Sold to Cover a Discount?

It is surprising how even a small price cut can remove a larger share of the profit on that item.

An item with a 10% price discount that costs $11.00 and has a retail price of $18.00 reduces your gross profit by 25.7%, from $7.00 to $5.20.

Info: You make the same profit by selling 100 units at full price as 135 units at this discounted price

Here is the table for this sample item showing the price margin drop and break-even requirements.
 

Moreover, retailers often want the quick break-even version by margin. With a 40% gross margin:

• A 5% discount needs 14.3% more sales.
• A 10% discount needs 33.3% more sales.
• A 15% discount needs 60.0% more sales to recover the lost profit.

That is why "just take 10% off" is rarely a small decision.

Stacked Discounts

Stacked discounts are two or more discounts on the same item. It dramatically increases the discount.

Info: A typical example would be a clearance markdown and a loyalty reward.

What Happens When Customers Expect a Discount?

Customers learn from repeated pricing behaviour. If your shop discounts too often, many shoppers start to see full-price items as something to negotiate or wait out. It devalues the shop too.

For example, if customers know your lifestyle range is always discounted at the end of the month, many will delay the purchase. That makes it harder to sell on value.

How Do You Control Discounting in a Retail Store?

Staff discounting needs clear rules.

You should have a discount approval policy in your shop. It needs to specify who can discount and by how much.

Most shops say that only a manager can approve a discount, and ban all discounting on certain products.

Your POS system should enforce that policy. Make sure that it is also set to activate an audit trail to log every discount.

Discounted Items Sales Summary Report

In our POS System, there is a Discounted Items Sales Summary report that shows discounted sales activity to help you identify your discount patterns. This is evidence that is much better than relying on gut feeling.

In the reports,> Go to Discounted Items Sales Summary 

It is shown below, marked with a green arrow.

Fill in the appropriate responses, and here is the basic report that appears.

What it shows is sales and, most importantly for this question, the discounting by product type.

Note the large discount that had to be given to the Clemens Bears here to sell them. 

Using the Discounted Items Sales Summary Report

Treat it as part of regular management reporting.

Run the report over a date range, I suggest once a month. What you need to do is look for reasons why products are being discounted. Generally, a discount shows something is wrong.

Excessive Discounting Affects Cards, Stationery, and Giftware

The first question to ask yourself is does a product need a discount?

A greeting card's sales are often made on a need basis.

Info: A shopper who needs a sympathy card today usually buys one, even if the price isn't discounted.

Stationery needs a more selective markdown strategy. Invoice books, for example, are often purchased when someone needs them now.

Giftware is often a problem item; it's so hard to know what will work and what won't. A plush gift line, all too often, looks exciting at a trade fair but struggles in-store. Sometimes we have to be ruthless.

Frequently Asked Questions About Excessive Discounting

Q: Which products or suppliers are actually causing the problem?
A: Look for repeat markdowns by item, department, and supplier in the Discounted Items Sales Summary report. When one supplier range keeps appearing with high discount values, that often points to a buying issue rather than a pricing issue.

Q: How often should I check discounting in the POS?
A: Check it routinely. A weekly review suits many independent retailers. I suggest a monthly review, which gives you the range to spot patterns.

Q: Do I match a competitor's price or hold firm?
A: Treat that as a margin decision first. Check whether the lower price still leaves enough profit and whether the likely sales gain actually justifies the cut. See if you can make a value-based response.

Q: How do I stop customers waiting for the next sale?
A: Be less predictable. If your markdown pattern becomes too predictable, customers are more likely to delay buying.

Next Steps

The goal is not to stop all discounting. The goal is to use markdowns intentionally so they support sell-through, protect gross profit, and strengthen retail price management.

The next step is to turn discounting into a managed process. Review your current practices, enforce staff permissions, and use your POS System.

Then identify the main problem areas, e.g., items, suppliers, or staff.

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

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.