No, EFTPOS (Electronic Funds Transfer at Point of Sale) and POS (Point of Sale) are not the same, though they are commonly used together. EFTPOS refers to the payment processing method, while POS is a broader system containing sales tracking, inventory management, and other business functions. People often confuse EFTPOS and POS systems. This is mainly because salespeople try to confuse the issue by claiming that EFTPOS is POS. It is not.

What is EFTPOS

The bank system links the proposed transaction from your shop to the banking system. It usually operates through a terminal that allows customers to use their cards to complete an electronic payment using debit or credit cards.

The main features of EFTPOS terminals are:

• Secure payment processing
• Support for multiple payment methods (debit, credit, contactless)
• Encryption of payment data

What is a POS System?

It is the hardware and software used to run a shop.

Key features of POS systems include:

• Sales management and transaction processing
• Inventory tracking and management
• Customer relationship management (CRM)
• Reporting and analytics

How EFTPOS and POS Work Together

In modern retail POS Systems like ours, the EFTPOS terminals are often integrated into the Point of Sale Software. Here's how they typically work together:

1. The POS system calculates the total sale amount.
2. This amount is automatically sent to the EFTPOS terminal if integrated.
3. The customer completes the payment on the EFTPOS terminal.
4. The POS system gets a response from the EFTPOS terminal that the transaction has gone through.
5. The POS System records the completed transaction.

This integration offers several benefits:

• Reduced manual data entry, minimising errors
• Faster checkout times, improving customer experience
• Simplified end-of-day reconciliation
• Real-time sales data for better business insights

Security Considerations

Both EFTPOS and POS systems must prioritise security to protect sensitive customer data. Integrating them makes them more secure.

Choosing the Right Solution for Your Business

A standalone EFTPOS terminal vs an integrated POS system

Faster

It's much faster, as the information exchange between the EFTPOS unit and the POS System is automatic.

Secure

Integrated systems mean that the merchant has an extra layer of security, as the POS Software and the EFTPOS are linked. The controls that enter the EFTPOS pass through the POS software checks first.

Fewer mistakes

People are in a hurry, and let's face it: almost everyone in retail is busy, so they make mistakes. POS Software makes fewer mistakes. For example, a person often misreads a one and a 7. Instead of $70 into the EFTPOS unit, they punch in $10. The retailer loses $60. Sometimes, this behaviour is not accidental; store attendants give discounts to relatives and friends.

Popular EFTPOS and POS Solutions in Australia

Our users can have various EFTPOS leading providers in the Australian market.

Conclusion

While EFTPOS terminals are for the payment processing only, an integrated POS system offers a comprehensive solution for managing your entire retail operation.

FAQs

Q: Can I use an EFTPOS terminal without a POS system?

A: Standalone EFTPOS terminals can process payments independently but won't offer inventory tracking or sales reporting features.

Q: How much does an integrated EFTPOS extra cost?

A: Costs vary depending on the EFTPOS providers. We do not charge for the integration.

Q: What's the difference between contactless payments via EFTPOS vs credit cards?

A: EFTPOS transactions through savings/cheque accounts usually have lower fees than credit card transactions processed via Visa or Mastercard networks.

Q: Are there any security risks in integrating EFTPOS with POS systems?

A: Overall integration will enhance security by reducing manual data entry; however, some intelligence is still needed to reduce the risks.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

To safeguard your shop from scammers, implement strong security measures, train your staff to recognise scams, monitor online activity, and encourage customers to verify transactions and payment methods. While researching security on the Uber Eats interface, I studied how secure the platform is and discovered several operators had reported security issues here. This one, however, caught my eye. As bad as some bank fraud scams are, it is too easy to forget that as services get linked into your POS System, the chances of fraud increase with other systems.

A typical bank fraud hit many Uber Eats franchises, but because it was not a bank, the owners let it go until it was too late.

The scammers posed online as Uber Eats administrators, claiming urgent account issues. They then requested login credentials to "fix" some supposed problems. Once access was gained, the Uber Eats franchises' banking details were changed to redirect payments. Unlike bank systems, Uber Eats' notification systems often fail to alert merchants about these changes, which is weird as one would assume these are critical.

Real-World Impact

An Uber Eats merchant lost $3,500 after scammers changed their banking details. Another reported losing over $20,000 through a similar scam.

Security Measures to Implement

To safeguard your business from these scams, implement the following security measures:

Enable Multi-Factor Authentication (MFA)

You can add an extra layer of security by requiring multiple verification forms before account access is granted.

Implement Strict Internal Controls

Limit access to your codes to trusted staff only. Change these frequently and immediately when staff members leave your business.

Verify All Communications

Today, few security people request passwords or banking details via phone, text, or email. I would be cautious if they contacted you first. If you must give them passwords, change these passwords ASAP. Here are some tips.

Monitor Your Account Regularly

If possible, check your banking details and payment receipts daily. Your total report should match the bank's records.

Use Strong, Unique Passwords

Create complex passwords specific to your Uber Eats account. I recommend using a reputable password manager to generate and store secure credentials.

What to Do If You've Been Hacked

If you suspect your account has been compromised, immediately change your passwords. Contact the company through official channels, not by replying to an email. Document everything. Report the incident to your bank. Consider freezing payments until security is restored.

Legal Responsibilities and Compliance Australian law clearly states that you are responsible for your financial and customer information.

I had a client, World Square Newsagency, who went to court over fraud committed not by him but by one of his employees. The judge ruled that he had to pay the NSW lottery $574,000 for the employer theft, the NSW lottery legal fees, the NSW lottery investigation costs, and his legal fees of about $200,000 and some other expenses. It added up to over a million dollars.

Details here.

The Bigger Picture for Australian Retailers

While this article focuses on Uber Eats, the security principles apply to all integrated payment systems. Each new integration will create potential security risks, which require vigilant management.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

POS Solutions Retail is a popular free CRM known for its simplicity. It comes with options to provide essential CRM features to enhance customer management. Having worked with numerous Australian retailers on their Point of Sale (POS) systems, I’ve seen how the right POS CRM can boost sales. In today’s retail landscape requires POS software to do more than process transactions; it must also build meaningful customer relationships and efficiently manage business operations. The good news is that our modern POS software includes an integrated CRM solution to help achieve this.

What Exactly Is a POS CRM System, and Why Do Australian Retailers Need One?

Our CRM system is made for retailers. Unlike traditional cash registers, which process sales, ours tracks customer information, purchase history, and preferences while handling transactions. It is commonly used by most businesses in Australia.

It provides our users with a crucial advantage in today's competitive market.

Moving Beyond Spreadsheets and Notebooks

You're limiting your growth potential if you still rely on spreadsheets, email lists, or that dog-eared notebook behind the counter to track customer information. These approaches cannot use the power of the computer.

I remember working with a lotto store in Brisbane that tried managing its customer database traditionally. When they reached about 500 regular customers, the system became utterly unworkable. It just took too much work to connect customers' data, inventory, and analytics in a box of handwritten cards with their regulars' details. The amount of data is now going up. Those days are well and truly behind us.

Yet today's shoppers expect personalised experiences and relevant communications when interacting with your business. That's precisely where integrated POS CRM systems come in – they handle customer management while you focus on running your shop.

What Makes Our Retail POS CRM Different

The key difference between our retail-specific and generic CRM systems is integration. A retail POS CRM isn't a separate system requiring double-handling data—it's in your point of sale. Every transaction automatically updates your customer database, giving you a complete picture of each customer without extra work. It collects data with minimal friction, building comprehensive customer profiles that include Contact details and demographics, Complete purchase history across all locations, Shopping preferences and favourite products, Average spending and shopping frequency, and Special notes (birthdays, anniversaries, etc.) Actionable Analytics and Reporting Data is only valuable if you can understand and use it. Our strong reporting features provide clear, actionable information about your customers: Identify your most valuable customers and what they buy. Spot trends in product popularity across different customer segments. Analyse the effectiveness of your loyalty program and promotions. Track customer retention and acquisition rates. Forecast inventory needs. Based on purchasing patterns.

It is a very flexible platform that you can set up for either points-based or discount vouchers. The system automatically Track each customer's loyalty status and points balance. Apply earned discounts at checkout, Identify opportunities for rewards, notify customers about special offers, and analyse program effectiveness to help you optimise. Your staff won't need to calculate points manually or remember special offers—the system handles everything automatically during checkout. Targeted Marketing Tools Knowing your customers is just the first step—you must also engage them effectively. This POS CRM Software includes marketing tools that help you turn customer insights into action: What works well is creating customer segments based on purchase history, location, or spending patterns. Develop targeted campaigns for specific customer groups Personalise promotions based on individual shopping behaviour Automate marketing workflows for consistent communication Track campaign performance to refine your approach I worked with a bookshop in Hobart that used these tools to segment its customer base by previous purchases. When the author released a new book, we promptly notified the customers who had brought the last book, driving additional sales. Real Benefits for Your Shop 1) Increased Customer Retention 2) Higher Average Transaction Values 3) Improved Operational Efficiency 4) Enhanced Customer Experiences

Practical Tips I've Learned from Working with Australian Retailers

Start with Clear Objectives

I recommend that you look at increasing repeat business, boosting average transaction value, or reducing customer churn.

It will help you prioritise where to begin. You can continuously improve as you get going.

Meaningful Data

Check what data you have now. As you become more sophisticated, you might add fields like birthdays for special offers.

Roll It Out Gradually

Consider a phased rollout of the CRM. This approach gives your team time to get used to a new way of working while also seeing the benefits of the implementation. Successful implementations typically follow these stages: initial program setup and testing, Installation and troubleshooting on the day of installation, and a follow-up review after a few weeks to ensure you get the most out of your new system.

Get your Team involved.

Your staff is the front line of customer engagement, and they need to understand how you want your system to work. Ensure everyone can capture customer information, access customer profiles, and use insights to provide better service.

I worked with a shop in Newcastle, where they created a simple laminated instruction card that stayed at each register. This simple tool dramatically improved staff adoption of the new system.

Taking the Next Step for Your Australian Retail Business

Ready to revolutionise customer relationships? Start now.

Frequently Asked Questions (FAQ)

Q: What is POS CRM for retail?

A POS CRM for retail is a customer relationship management system in a POS System designed for retail businesses. Key features of retail CRM systems include:

• Customer data management
• Sales and inventory forecasting
• Loyalty program management
• Personalised marketing capabilities
• Point-of-sale (POS) integration
• Omnichannel customer support

Q: Is there a cost for this POS CRM?

A: No

Q: How long does it typically take for our POS CRM system to get going?

A: Our users typically start using it within a week.

Q: How much training will my staff need?

A: Our user-friendly systems require little training. The big plus is that your staff is used to the POS System.

Q: What return on investment can I expect?

A: Results vary, but improvements in customer retention, transaction value, and efficiency are expected. Here are some typical figures quoted.

Q: How can I measure the success of my POS CRM implementation?

A: Your POS system will provide KPIs. I would look at customer retention rate, transaction value, visit frequency, and revenue growth.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Smartpay is one of several Zero-Cost EFTPOS solutions that shift transaction fees from retailers to customers. Many of my customers use it.

I confess we have been wary of these systems.  So have others, as you can read here.

Some issues

Government regulatory challenges

The Reserve Bank of Australia (RBA) has discussed restricting such fee payment providers. That could significantly impact Smartpay's revenue model.

Fees

Their fees seemed high compared to other EFTPOS suppliers, and we were dubious of the claim that customers would not care about these higher fees. Your customers are not silly.

Ransomware attack

They were affected quite dramatically; this is no minor issue if you deal with EFTPOS.

However, the immediate issue with them has been some recent market developments.

Market Position and Financial Performance

It is not just us who have been wary. Despite Smartpay's strong financial performance, its share price has dropped from $1.42 about a year ago to about $0.55 recently. This decline reflects the market's uncertainty about the company's prospects.

Well, now Smartpay has received a takeover bid from Tyro Payments. Tyro has offered to buy 100% of Smartpay's shares for 91 cents a share, subject to due diligence, promptly driving the share price up to 78 cents. The difference between 78 cents and 91 cents is telling, probably due to the uncertainty of due diligence.

Then, another international buyer appeared to make an offer, and what is stunning is that, with this news, Smart Pay's share price fell. Figure that out!

Implications for Retailers

If Smartpay is acquired, retailers might face changes in their EFTPOS services. While existing contracts may be initially honoured, new terms or conditions will be introduced. These changes could include adjustments to fees, surcharging policies, or even the functionality of the EFTPOS terminals. Tyro systems are very different from SmartPay.

Actionable Recommendations for Retailers

1. Stay informed about Smartpay's developments and industry news.
2. If changes occur, you must review your contracts.
3. Prepare for potential fee structure changes by assessing their impact on your business.
4. I would wait until we know what is happening.
    

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

To effectively cull products, you must analyze sales data to identify underperforming items, conduct market research to grasp customer preferences, and account for factors such as shelf space, product lifecycle, and profitability. Make informed decisions based on these crucial insights. Others and I have seen how reports boost shop profits. Today, we'll explore how our modern point-of-sale (POS) software can do that.

The Power of POS Software

POS software can give you a competitive edge by allowing you to make informed decisions about your POS system.

The 80/20 Rule: A Cornerstone of Retail Strategy

Consider the 80/20 rule, the Pareto Principle, as a cornerstone of retail strategy. It asserts that approximately 80% of revenue is generated by just 20% of your product range. Understanding this principle is crucial for optimising your inventory and concentrating on high-performing products.

Here is a graph of sales in a lottery shop. Take a look at it please.

This fascinating example illustrates the Pareto Principle, I confess I was struck by how closely it followed. I used one year of a lottery shop's sales data, which reveals. I'm sharing below how to make a graph for your shop. The essential point here is that:

- 20% of product lines generated 80% of sales
- Remarkably, just 9% of items accounted for 60% of sales (see red arrow).

This distribution closely reflects the Pareto Principle and has key implications for retailers. While this example supports the principle, remember that exact percentages may vary. The principle is a guideline rather than a fixed law. This lottery shop data shows the 80/20 rule's relevance in retail, especially for our customer base.

Simplifying Product Management

Most majors, such as supermarkets, simplify their operations by reducing the number of items in each category.

Why Fewer Products Can Mean More Profit

Space Optimisation

Eliminating low-performing products has many advantages, eg freeing up valuable shelf space for stuff that does sell.

Reduced Inventory Costs

Fewer products mean less capital in stock.

Simplified Operations

With fewer items to manage, your staff can focus on providing better customer service.

Clearer Customer Choice

Too many options overwhelm customers.

Leveraging POS Software for Smart Analytics

Our POS software offers a range of features that can help retailers interested in culling their stock in real-time and user-friendly:

Go to the Register reports.

Now pick "Top N Stock Sales for a Given Period."

Now, in the form, put in the last four weeks. Pick a category. Run, and this will result in a report with your champs on top.

Putting Analytics into Action

Here's a practical example of how to use these analytics to optimise your inventory:

Run Regular Reports

Use your POS software to generate "Top N Stock Sales" reports for the past four weeks.

Analyse by Category

It is easier to work by category or department, so try looking at the performance within each product group.

Identify Winners and Losers

Your top performers will be seen on the top, while the washouts will be on the bottom.

For top performers,

Please make sure you're always well-stocked on these items.

For poor performers

Could you consider clearing out of these items to remove them from your inventory?

Other considerations

While sales volume is crucial, don't forget about other important metrics:

Profit Margins

Sometimes, lower-volume products have higher profit margins.

Seasonal Trends

These items are challenging as many products might perform poorly overall but have strong seasonal sales.

Customer Loyalty

Certain products might not be top sellers but could be crucial for retaining loyal customers.

Key Benefits of POS Analytics

Implementing POS analytics can provide significant advantages to retailers:

Improved Decision-Making

Instant real-time data enables retailers to make better decisions.

Enhanced Customer Experience

Understanding customer behavior allows retailers to personalise interactions.

Optimised Inventory Management

POS analytics helps retailers minimise stockouts and overstock. It reduces costs and so increases profitability.

Increased Sales and Revenue

POS analytics drives sales growth by identifying cross-selling opportunities.

Competitive Advantage

Data insights help retailers spot trends and adapt strategies.

Conclusion

Effective inventory management is essential, and your POS software can help.

Your profits will benefit!

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Imagine looking at a shop and seeing a vibrant rainbow of colours. These colours are immediately visually stunning, and your shop stands out. This has been found to be a clever retail strategy that can boost customer engagement and sales. Let's explore how this unconventional approach can brighten your shop.

What is Colour Coding?

It is a display idea that colour coding involves arranging goods by their colours. Please create a striking rainbow effect. Unlike traditional sorting methods, this approach prioritises visual appeal over conventional categorisation. Consider making it part of your retail merchandising strategy.

Now that we've explored colour coding let's examine its exciting benefits for your shop.

The Benefits of Colour-Coded Shelves

Enhanced Visual Appeal

Colour-coded shelves create an instant aesthetic that draws customers in. According to a 2024 study by the Retail Design Institute, stores with visually appealing displays saw a 27% increase in foot traffic.

This visual appeal is not just about aesthetics; it also taps into the psychological impact of colour on consumer behaviour. Research shows that strategic use of colour can increase brand recognition by up to 80%. That is a significant increase.

Increased Browsing Time

The treasure hunt atmosphere encourages customers to explore. A survey by the National Retail Federation found that customers spend 18% more time browsing in stores with unique visual merchandising. Increasing the time in your shop will lead to higher sales.

Social Media Exposure

Vibrant displays are highly shareable. Research from Hootsuite shows that user-generated content featuring colourful retail displays receives 4.5 times more engagement than standard store photos. It can lead to free promotion and increased brand visibility.

Implementing Colour Coding in Your Store

Step-by-Step Guide

Let us start with a few small dedicated shelves near each other or a stand to test customer response. We are going to run a hybrid system in which your items are also where they usually are.

Inventory Assessment

Conduct a thorough inventory to determine the colour distribution of goods in your shop. Then, those suitable products are put aside.

Update your POS System

You will need to find these products in your POS System, so put this area as a secondary location.

Colour Code them

Make a nice rainbow colour effect with the items. Work out a layout. The colours will be red, orange, yellow, green, blue, indigo, and violet. There is nothing wrong with making a stand, say all green products, but if you have many different colours, that is how to display them.

Addressing Potential Drawbacks

While visually appealing, colour coding can present challenges:

Accessibility Concerns

Customers may find it difficult to find specific items. That is why you need a hybrid system in your traditional layout.

Inventory Management

Restocking can be more time-consuming. That is why you need a secondary location in your POS System.

The Psychology of Colour in Retail

Colour psychology does shape our perceptions. Warm colours like red create excitement, while blue is very professional. Green promotes relaxation.

Conclusion

Colour-coded shelves provide a fresh, visually appealing strategy that does work in retail.

Let me know how it turned out for you if you give it a go.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Over the years, I have been involved in many natural disasters throughout Australia, so I understand the challenges Cyclone Alfred has created for affected retailers. If your business has been impacted, here are some practical steps to take after Cyclone Alfred retail impact.

Financial Hardship Assistance

Please get in touch with your lender right away if you're having financial difficulties. Major banks, e.g. NAB bank. There are dedicated hardship teams trained to assist customers affected by natural disasters, but you need to act ASAP, as most of these programs end next month. These teams have quite a lot of power and can offer you temporary financial arrangements such as reduced payments, payment deferrals, or alternative payment plans. Inquire if these arrangements can be backdated to protect your credit score.

Many lenders offer additional assistance, such as deferring loan payments, waiving fees, consolidating debts, or deferring credit card payments.

In my experience, they want some token repayment level to demonstrate your commitment to recovery.

Government Support

The Australian and state governments have several disaster recovery programs for Cyclone Alfred, such as NSW. Check eligibility for support for these schemes. These programs offer grants and low-interest loans to aid small businesses' recovery.

Supply Chain Management

Cyclone Alfred has disrupted many regular supply chains, making it difficult to get products. If your current suppliers have not contacted you yet to find out the score, contact them. Reach out about any changes in your business operations.

Staff Support

Your employees are the backbone of your business. Please be sure to provide flexibility and understanding as we navigate this situation. Many have a considerable emotional toll.

Community Engagement

Your customers' needs will change in the immediate time frame. You need to check on this.

People are telling me that the public is now hot buying damaged goods. If you have damaged goods, it's a good time to clear them out.

Customer Communication

Could you update your website and social media, like Facebook and Instagram, to reflect business changes? Share images and messages about changes to your shop? Share updates about your recovery progress especially damage, and your hours. It keeps customers engaged, and it's something they can relate to.

Also, if you have a customer database, could you consider making email newsletters? These direct communication channels ensure that critical information reaches loyal customers quickly. If you want any help with this, we can set you up with a free email newsletter service.

Insurance Claims

If your business has been damaged, please go ahead and review your insurance coverage immediately. You must document everything thoroughly—take photos and videos of any damage before clean-up efforts. This evidence will be essential when lodging claims with your insurer. The Insurance Council of Australia has declared Cyclone Alfred an Insurance Catastrophe, meaning your claims will be prioritised.

Utility Providers

Please let your utility providers know about your situation. Many of these also have hardship programs for businesses affected by disasters. Request payment extensions or deferrals to ease cash flow. Question any late fees, reconnection costs, or other cyclone-related charges. After all, it's not your fault the cyclone happened.

Protecting Your Equipment

After Cyclone Alfred, electricity supply remained unstable in some places. A UPS (Uninterruptible Power Supply) can help as it protects your POS systems and other electrical tools.

Communicating with Your Landlord

If you lease, contact your landlord about any cyclone damage affecting operations. If you ask they may help with temporary rent reductions or delay payments.

Determine who is responsible for what. Also, these repairs must be done now.

Documentation is Key

Keep detailed records of communications with lenders, insurers, utility providers, and landlords. Save copies of emails, letters, agreements, and receipts; too much documentation is better than insufficient.

Contact your state's Ombudsman for support if you have issues with specific organisations. They can intervene for SMB retailers in disputes with utilities, financial institutions, or landlords.

Disaster recovery for businesses

Recovering from a disaster like Cyclone Alfred can be challenging for SMB retailers, but taking proactive measures can make a significant difference.

Disclaimer

While this article provides general advice on managing the aftermath of Cyclone Alfred, you should consult local authorities or disaster management experts for specific guidance tailored to your business needs.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Cyclone Alfred recently tested Australian businesses' disaster preparedness, including our customers' POS Systems and point-of-sale equipment. Here, we will examine the lessons learned. Plus provide some actionable strategies to protect your retail technology during future extreme weather events.

Cyclone Alfred's Impact on Retail Technology Infrastructure

Fortunately, although Cyclone Alfred caused considerable damage, it was less damaging than many said it would be.

"I am prepared for the worst but hope for the best," said Benjamin Disraeli.

However, despite this, the risk to business continuity was real so emergency preparedness was necessary.

The Knowledge Gap

The most concerning revelation from Cyclone Alfred was the significant knowledge gap many retailers have regarding their computer systems and POS infrastructure. We had some worrying calls that showed this:

• "How do we do a backup?"

• "What's the correct way to turn everything off?"

• "We've switched everything back on, but nothing's working!" (The server wasn't turned on first)

Clearly, with all the tension, people did not think straight.

Success Stories and Effective Practices

While we encountered these concerns, we also saw excellent examples of preparedness. Many of our customers who had previously invested time in understanding their systems demonstrated remarkable resilience:

• Unlike other cyclones with vulnerable equipment, our customers listened to our advice and turned all the electrical systems off.

• People moved their equipment to higher ground

• People wrapped their equipment in waterproof plastic to prevent water damage.

These simple acts of preparedness worked.

Essential POS Disaster Recovery Procedures

Based on our experience during Cyclone Alfred, here are some fundamental procedures every retailer should know about their POS system to help disaster recovery:

Data Protection Protocols

• Ensure you know how to make a backup for the store outside the shop.

• Consider using our free cloud backup procedures.

Know how to do a complete safe shutdown

• Close your system as you do at the end of the day.

-Take a backup

• Power down hardware in the correct sequence with terminals first and server last.

-Then turn off all your electrical equipment.

Proper Startup Sequence

• Power up servers first

• Allow servers to fully boot before starting terminals

• Verify network connectivity

• Test a sample transaction before opening

Wrapping Up

Cyclone Alfred may have passed, but it's left us all with valuable lessons.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Denmark's PostNord's decision to completely cease letter deliveries by 2025 is today's critical warning for Australian Licensed Post Office (LPO) operators. They also face a worldwide trend of declining letter volumes. What is left of the post there will be done by private companies. If the Danes follow the pattern that Australian media companies did with newsagents, I would not expect much help to their agents when the system privatises.

It's a preview of what lies ahead for our postal system.

Current Australian Postal Trends

Australia Post's letters business has been experiencing an unstoppable decline for many years. I know personally as many of my customers are LPOs.

In the 2023-24 financial year, letter volumes in Australia fell to levels not seen since the 1950s. In 1950 we had only a third of the population!

The statistics are getting worse:

- Domestic addressed letter volume has decreased by 72% from 2006/07 to 2023/24
- Typically households now receive approximately two letters per week, this is estimated to drop in five years to less than one letter per week 
- Letter volume decline has reached 72% from 2006/07,
- Letter volumes are expected to fall by about 10% a year.
- Letter costs are up as there are more delivery points.

"Ask yourself this: When did you last get a personal letter? I cannot remember. I know it was a long time ago."

For LPO operators, these declining letter volumes translate to reduced revenue streams.

Australia Post's Modernisation Response

Since April 15, 2024, Australia Post delivers non-urgent letters every other day rather than daily. These operational changes directly impact LPO operators through altered delivery schedules.

The organisation has now fully implemented its New Delivery Model:
- Posties deliver priority mail, express letters, and parcels every day
- Standard letters and unaddressed mail are delivered every second day
- Australia Post is increasing its postage charges.

Finding Opportunity in Disruption

Despite these challenges, LPO operators have a significant opportunity as there is a growing parcel delivery business driven by e-commerce. When ever I go to my local LPO, I can see a lot of traffic.

Strategic Adaptation for LPO Survival

To thrive in this changing landscape, Australian LPO operators must consider the following strategies: Like newsagents, they must offer other goods and services. What works well in LPOs are complementary business lines that sell more to existing customers, such as greeting cards, packing supplies, office supplies, and printing services.

Looking at the business for sale figures, you can see that many LPOs are doing well. 

Looking Ahead

The future of postal services in Australia will look very different. LPO operators must embrace change.

About the Author

As founding Director of POS Solutions, I've spent over four decades providing point-of-sale software solutions to retail businesses across Australia, including numerous Licensed Post Offices. My company has been a major supplier of POS systems to newsagencies, pharmacies, and specialty retailers, giving me firsthand insight into the operational and financial challenges these businesses face.

Throughout my career, I've witnessed the digital transformation of retail and postal services and helped hundreds of business owners adapt their operations to changing market conditions. My experience working directly with LPO operators has provided me with unique insights into their revenue streams, operational challenges, and adaptation strategies.

Much of the statistics cited in this article come directly from Australia Post's Annual Reports (2023-24) and industry briefings I've attended as a service provider to the postal retail sector. 

We all need to reconcile payments regularly. For many retailers, matching POS reconciliation data with bank statements becomes time-consuming.

Our innovative Payment Type Breakdown Report offers a powerful solution to streamline this essential process.

Understanding the Payment Reconciliation Challenge

Accurate payment reconciliation ensures your financial records match actual transactions and that you see what is happening and what you think is happening.

The biggest problems besides the work, and its a lot of work

-Figuring out how the payment processing fees work when accepting card payments

-Dealing with delayed payments and settlement issues

-Businesses Doing third-party payment processors face time

Simplifying the Payment Reconciliation Process for Retailers

Our Payment Type Breakup Report is explicitly designed to address your reconciliation challenges. It provides retailers with a comprehensive breakdown of payment data organised intuitively.

Where to Find the Report

You will find it here.

See Reports> Sales - Register > Payment Type Breakup.

This report summarises payments for the bank's particular period broken up by days. The totals by payment type are listed on the report, with a Grand Total at the bottom. The report can be produced for any period on a daily, weekly, monthly, or even yearly basis.

Key Features and Benefits

The Payment Type Breakup Report offers several advantages that streamline your financial management:

-Daily payment summaries broken down by payment method

-Flexible reporting periods (daily, weekly, monthly, or yearly)

-Comprehensive payment type categorisation for detailed analysis

-Total calculations for quick reference

-Easy comparison with bank deposit records

How the Payment Type Breakup Report Works

Report Structure

The Payment Type Breakup Report presents a clear, organised view of your payment data with the following elements:

Column Headings and Organisation

The report includes these essential columns:

-Date: Transaction date

-Total Amount: Sum of all payments received

-Payment Type Columns: Individual columns for each payment method (Cash, Credit Card, EFTPOS, etc.)

I find this daily breakdown particularly valuable. Banking systems often split deposits across different days. With organised data, you can easily match your POS records with bank deposits despite timing differences. 

The Reconciliation Process Made Simple

The Payment Type Breakup Report makes reconciling your sales with bank deposits significantly more efficient.

Here's a step-by-step approach:

Generate Your Report

Select your desired date range to view payment activities during that period comprehensively.

Compare with Bank Statements

Match the payment type totals from your report with the corresponding deposits in your bank statement.

Pay special attention to:

-Credit card batch totals

-Cash deposit amounts

-EFTPOS settlements

-Third-party processor deposits

Identify and Investigate Discrepancies

When differences appear between your report and bank statement:

-Look at transaction fees deducted by payment processors. They often do not match what you think they should be.

-Verify all refunds and chargebacks

-Ensure all sales are in your POS system. It is a worry if they do not.

Check for timing differences in deposits.

The most important thing is that payment providers have held up in their settlements. After being processed through your POS system, it can sometimes take up to 3 business days for the money to settle in your bank account. This is particularly problematic if you or your customer are not in the major banks. 

Public holidays can be a problem.

I hate this one. Different systems close at different times. For example, some payment providers batch out at 11:00 PM, and transactions after will be counted on the next day.

Manual payment processing: Sometimes, a transaction is flagged, and then it needs to be processed manually rather than automatically. If so, you will see a delay.

It is for these reasons most professions do not perform daily reconciliations. 

Leveraging POS Reconciliation Data for Business Growth

Leveraging Data for Business Growth

The Payment Type Breakup Report delivers value beyond essential reconciliation by providing actionable business intelligence.

Tracking Payment Trends

By analysing your payment data over time, you can identify valuable trends in customer payment preferences. This information helps you:

-Adjust your payment acceptance methods based on the charges levied.

-Forecast cash flow more accurately

Implementing Your Payment Reconciliation Strategy

To maximise the benefits of the Payment Type Breakup Report, consider these implementation steps:

Establish a Regular Reconciliation Schedule

Set a consistent schedule for reconciliation activities. I suggest daily or weekly. You do not want to leave it too far away. It gets hard to find out what someone did three weeks ago on Tuesday.

Integrate with Your Financial Systems

Connect your POS data with the bank records when possible for maximum efficiency.

Ready to Transform Your Financial Management?

Our clients use our Payment Type Breakup Report to save time and report discrepancies in their financial records.

Industry Insights

The Payment Times Reporting Scheme started in January 2021 and offers valuable insights into payment practices across Australian industries. According to the official Australian government source here, while primarily focusing on how large businesses pay small suppliers, the data reveals ssential trends relevant to retailers:

-Standard payment terms average around 30 days across most industries -Education and training businesses pay approximately 65% of invoices within their standard payment period -Long payment times (over 30 days) significantly impact small business cash flow and growth potential

Conclusion

This tool is handy for effectively managing and reconciling your POS Software with the bank.

Just another example of how our POS System gives you something you can use.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

GNS Import File Update

We've just released an urgent update to our POS system to address the recent GNS import file format change. GNS wholesale made this change without warning, and as a result, many of our clients suddenly couldn't process GNS invoices.

To address this issue, we engaged in urgent discussions with GNS. We agreed that the fastest solution was to update our system to accommodate their new file format. We did this and started to distribute this update yesterday.

Action Items:

1. Update your POS system immediately
2. Test a GNS invoice import to verify functionality
3. Contact us if:
   • You encounter any issues during the update or testing
   • You're not currently processing invoices

Cyclone Alfred: Shops being closed down 

We've sent detailed help sheets to all our customers in NSW and Queensland who may be affected by Cyclone Alfred.

The cyclone's path is unpredictable, with some saying it could affect regions as far south as Newcastle.

Today, we're getting many calls from retailers worried about how to respond as authorities close down shops. Our support team is ready to help you prepare your retail operations.

Critical Preparedness Steps:

Your store may experience disruptions from power surges and electrical problems, even if it's not in the direct impact zone. To minimise risks:

1. Back up all POS data immediately
2. Secure vulnerable hardware with a UPS or surge protector.
3. Prepare a manual sales recording system

Ongoing Support

Our support team is available 24/7 during this weather event. On Saturday morning, we will have extra staff on hand to manage the expected increased call volume on our 24/7 support line.

Stay safe.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

This is gonna get scary, if you're in the path of Cyclone Alfred or nearby, it's crucial to protect your shop's computer equipment. Here's what you need to do:

Remember the Risks

Even if you're not directly in Alfred's path, the electrical system can still spike and cause problems. It's better to be overprepared than caught off guard.

Backup Your System

First things first, could you completely back up your system now? This is your lifeline if the worst happens.

Store this backup in a safe, waterproof location - preferably off-site. With this data, we can rebuild your system if needed.

Disconnect Everything

From previous experience, power surges caused the worst damage; they can affect people nearby, who are close but not in the cyclone's path.

Unplug all your computer equipment from:
- Electrical outlets
- Telephone lines
- Internet connections
- Any other connected cables

This step is vital to protect against power surges that fry your electronics. 

Waterproof Your Equipment

Once all devices are unplugged, it's time to protect them from potential water damage. Wrap all your computer equipment in waterproof plastic, rubbish bins have proven effective. Be thorough as even a tiny amount of water can significantly damage your equipment.

Elevate Your Equipment

You can move all your wrapped equipment to the highest possible position in your shop. This could be:
- On top of shelves
- On counters
- In a loft or attic space, if available

No amount of wrapping will stop the water if the equipment is under water.

Stay safe guys.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Dear Valued Customers,

Many of you now have had problems from GNS Wholesale invoices. 

What Occurred?

Last weekend, GNS Wholesale launched a new computer system, which changed their invoicing process without prior notice to us or our customers. As a result, many users cannot electronically process their GNS Wholesale invoices.

How This Impacts You

If you've recently bought products from GNS Wholesale, some have encountered problems while attempting to process these invoices electronically. 

What We're Doing

We've been actively working with GNS Wholesale and want to resolve this issue immediately. We've pinpointed the problem and are discussing the best solution with GNS. If GNS can't implement a fix soon, we'll make the necessary adjustments to ensure the smooth processing of their invoices.

What You Should Do

1. If you experience issues processing GNS Wholesale invoices electronically, be sure to contact GNS immediately so they know who is affected.
2. Keep records of affected transactions for easy resolution once the issue settles.
3. You must go manual if you are affected until it's resolved.

Your business is important to us, and we're committed to resolving this situation quickly and efficiently. Contact our customer support team immediately if you have any questions or concerns.

Best regards,

Bernard Zimmermann
Director, POS Solutions

FAQ

Q: Can I still process GNS Wholesale invoices manually?
A: Yes, manual processing of invoices is still possible and unaffected by this issue.

Q: Will this affect my ability to place new orders with GNS Wholesale?
A: No, this issue only affects invoice processing and does not impact order placement.

Update 6/Mar/25 : The quickest way to fix the GNS problem we decided was to update our software. Yesterday we updated our system and now it works.It should now work properly.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Identifying peak sales hours is crucial for proper staff scheduling. Yet, typical point-of-sale reports often miss important details. By doing this, it can significantly impact your retail operation and profitability.

Here we will discuss 

- Retail staff scheduling best practices

- Data-driven employee scheduling

- Sales forecasting for retail scheduling

- Optimising retail schedules with POS data

- Hourly sales analysis for staffing

The 50/20 Rule

When you measure shop sales by hours, which we have done, you may like us be surprised how closely most of our customers' shops followed the 50/20 rule. If you examine your shop, you will find that approximately 50% of its total and traffic sales occur during the 20 busiest hours in a week. This seems true of all shops, no matter what they do or how big or small. What we did find was that different shops recorded different peak segments. Adequately staffing these peak 20 hours is considered the most effective way to drive sales, and knowing your peak hours informs critical business decisions about staffing, inventory, and marketing.

This is why knowing them is so important. If you have not identified them, you can click here.

Our research demonstrates that our clients who increased their staffing coverage during peak hours experienced an improvement in sales. What this means for your business is compelling: without increasing your overall labor budget, you can potentially boost sales simply by addressing your peak hour coverage.

Some forward-thinking retailers leverage this data strategically by running targeted promotions during traditionally quieter periods. If you are doing loyalty marketing, it's great.

The Complexity of Retail Staffing

Retail operations encounter complex staffing challenges as each department sees distinct customer traffic patterns. Your stationery department may thrive on weekends, while the book section experiences its peak during weekday evenings. Additionally, these patterns change with the seasons—holiday shopping generates significantly different demands compared to back-to-school periods.

You need department-specific sales data broken down by hour to optimise staffing across your entire operation. The good news? Your POS system already captures this valuable information, and accessing it is simpler than you think.

Harnessing the Power of Your POS Data

Here's how to unlock this game-changing information in just 10 seconds:

1. Navigate to your POS reporting dashboard
2. Select "Cash Register Reports" from the main menu
3. Click on "Sales - Register" in the dropdown menu
4. Choose "Dissection Sales by Hour" from the available report options
5. Set your date parameters to match the equivalent period from last year (e.g., if planning for March 2026, analyse March 2025)
6. Generate the report to view department-specific hourly sales data

This report is your secret weapon for data-driven scheduling. It provides a detailed breakdown of sales by department and hour, allowing you to identify peak times for each section of your shop.

Transforming Data into Action

With this powerful report in hand, you're now equipped to:

• Identify which departments need additional staffing during specific hours
• Schedule your top performers during department-specific peak periods
• Adjust staffing levels seasonally based on historical patterns
• Reduce labour costs during consistently slow periods across departments

One of our customers told me, "The most successful retailers today are those who analyse their sales data at the department level. This scheduling report ensures you have the right people in the right place at the right time". It directly improves customer satisfaction.

The Impact on Your Bottom Line

The benefits of implementing department-specific scheduling based on hourly sales data are substantial. Retailers who adopt this strategy typically see a reduction in labour costs while maintaining or improving sales performance.

One study here found that staff schedules using POS data like here by implementing more stable scheduling practices increased sales by up to 7%. It also ensures adequate coverage during department-specific peak hours.

Putting It All Together

Would you be ready to change your scheduling approach? Here's your action plan:

1. Generate your first department-specific hourly sales report today
2. Identify at least three opportunities to optimise your staffing
3. Schedule a 15-minute team meeting to implement these insights for next week's roster
4. Monitor the impact on sales and customer satisfaction over the next month
5. Refine your approach based on the results

We want the right staff in the right place at the right time.

The Payoff

Don't let valuable insights from your POS system go to waste. You can start leveraging your sales-by-hour data today and watch as your shop turns into a model of retail efficiency. Your staff will appreciate the well-thought-out schedules, your customers will enjoy better service, and your bottom line will thank you.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to 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.

Whether you want it or not, you have an online presence today. Many individuals and organisations search for you and your business on Google. Now when someone searches for you or your business name on Google, what do they come across? If the results are poor, this may raise concerns.

With Google's recent privacy updates for 2025, we now have more control over the information in our search results. It allows you to manage your Google digital footprint more effectively.

The new "Results About You" Hub

Google has overhauled its "Results about you" tool to make it easier for you to protect your personal information online. It represents a significant improvement in functionality that can benefit you.

It actively scans search results for personal information and alerts you when it discovers details such as your phone number, email address, or physical location.

Setting up the tool is easy.

Click here.

Setting up this privacy tool is straightforward and worth the minute it takes:

1. Visit the Results About You page through your Google account. Yes, you need a Google account.
2. Click "Get started" to enable the tool
3. Enter your full name and any other names you use professionally. A woman, for example, might put in her married and maiden name.
4. Add your personal contact information, including home address, phone number, and email addresses
5. Verify your information is correct and set up notification preferences
6. Confirm and save your settings

Once configured, Google will continuously monitor its search results for the personal information you've specified; soon, you will receive notifications when something is found.

Google will place the information in your hub for review. It also maintains a comprehensive overview of all your current and previously approved removal requests in one convenient location to monitor.

New Removal Process

I like the improvement to the removal process, which makes it significantly easier to request the removal of personal information directly from search results.

Next to each listing are three dots. Clicking on these dots will give you three clear options.

1. "It shows my info"—Use this to remove sensitive information like phone numbers, email addresses, home addresses, credit card details, and login credentials. It's a nightmare if your credit card details are online.
2. "I have a legal removal request" - For content that violates Google's policies.
3. "It's outdated, and I want to request a refresh"—This is to update outdated information.

Refreshing Outdated Content

For many retailers, outdated information can be as problematic. You may have moved locations, changed your business hours, or updated your contact information. Now, Google's new refresh option addresses this issue quickly.

What I also like about it is that previously, we had to wait for Google's regular crawling schedule, which could take weeks. Now, by clicking the three dots next to an outdated search result and selecting the refresh option, you can immediately prompt Google's systems to recrawl the page and retrieve the most current information.

This feature is particularly valuable for retailers who have recently:

• Relocated their shop
• Updated their business hours
• Changed contact information
• Refreshed their product offerings
• Rebranded their business

Why This Matters for Australian Retailers

For retailers in Australia, maintaining accurate online information is essential for customer trust and business operations. Outdated store locations, incorrect opening hours, or exposed personal contact details can lead to customer frustration and lost sales.

Beyond Google: Comprehensive Online Privacy

While Google's new tools are powerful, remember that they only affect Google Search results. The original content still exists on websites unless you contact those owners directly. For comprehensive online privacy management, consider these additional steps:

1. Regularly audit your business listings across all platforms (Google Business Profile, Yelp, TripAdvisor, etc.)
2. Contact directories and websites directly to update or remove outdated information
3. Consider using a professional reputation management service for ongoing monitoring. I have never used these services, but I am told that Incogni is a good service for a person, costing about $8 US/per month. If there is enough interest, I will track down another group deal.

The Future of Online Privacy

As privacy concerns grow worldwide, search engines and online platforms will likely offer more advanced tools for managing personal information. In this context, Google's 2025 privacy updates mark a significant step towards empowering users to control their online presence better.

Often forgotten is that failing to remove discounts silently drains your profits every day. Your point-of-sale system continues applying expired discounts, and each transaction chips away at your margins. Let's try to plug them permanently.

The Hidden Cost of Retail Pricing Errors

Studies show that, on average, 3-4% of items scanned at registers ring up at incorrect prices. This error rate has real financial consequences.

For every $500,000 in annual sales, these mistakes can cost you a lot in profit. Even a few significant mistaken markdowns per day compound quickly over time.

Beyond financial losses, these pricing errors can create legal compliance issues with consumer protection regulations.

I had a customer who, after checking, discovered that 37 expired promotions were still active in his system. These items sold at an average discount of 22% below their intended prices.

Many retailers depend on makeshift processes to update prices once promotions conclude. This method inevitably results in human error, particularly in stores with thousands of items and numerous concurrent promotions. A systematic strategy is essential to identify these pricing discrepancies before they affect the bottom line.

Implementing Effective POS System Audits

To avoid missing out on profits due to incorrect pricing, retailers should:

1. Set expiration dates on all sales and promotions. This guarantees that your point-of-sale system halts discounts promptly when a sale ends.
2. Do an audit to identify pricing discrepancies.

Step-by-Step Guide to Finding Expired Promotions

Here's a quick way to identify items that may still be incorrectly marked as on sale in your POS system:

How to Identify Expired Promotions in Your System

1. Access your stock system
2. Navigate to the Sales Promotion section
3. Generate a report for a specific date range

Step-by-Step Process to Generate an Expired Promotion Report

1. In your stock system, select "Sales Promotion"
2. Click on "Reports" (usually marked with a green button)
3. Enter the date range you want to investigate (e.g., last month)
4. Run the report to see all items affected by promotions during that period

A Few Mistakes Can Cost Thousands

Studies show that, on average, 3-4% of items scanned at registers are wrong. Every $500,000 annual sales translates to $15,000-20,000 in possible lost sales. A handful of significant mistaken markdowns per day can easily total thousands of dollars in losses over a year. It can also cause legal problems.

Solutions to Stop Erroneous Sales

Set expiration dates on all sales and promotions. This ensures your point-of-sale system stops discounts promptly once a sale ends. However, as sale labels may remain on shelves and products after promotions expire, this can cause problems with labels showing incorrectly an expired discounted price.

Staying vigilant to end sales on time and audit pricing often can help retailers stop losing profits to erroneous discounts. Just a little prevention goes a long way to bolstering margins.

Here is a quick way of finding many of these items. You can do this.

Go to the stock system.

Select Sales Promotion here.

Which pops up a screen like this.

Which pops up a screen like this.

Select reports (marked with Green)

Now, put the dates marked with a black arrow. In this case, I selected January, and out pops a report of all affected items in this period. Now, you can investigate.

Taking Action on Identified Items
Review the report for any promotions that should have ended
Check these items in your POS system to ensure prices have been updated
Correct any discrepancies immediately

By following this process regularly, you can catch and correct pricing errors before they significantly impact your bottom line.

Protect Your Profits: Next Steps

It will only take you a minute to run this expired promotion report.

Then verify and correct identified pricing errors.

If you have time, please let me know if you got any savings from this simple process.

Remember

Every expired promotion you catch recovers real dollars that would otherwise be lost. Start your first audit today and see immediate results.

These strategies will safeguard your margins, maintain pricing compliance, and boost customer trust. Don't let expired promotions quietly chip away at your profits—seize control of your pricing today.

Staying on top of removing old sales and auditing pricing is often the best way to stop losing profits from products ringing up wrong after promotions end. A little vigilance goes a long way.

If you want to compare your current EFTPOS/Credit Card providers with others, there are a few simple steps to do:

Before you begin

I suggest you ask the following:

Speed of Fund Transfers

How quickly does the provider transfer funds to your bank account? This is very important if your main account isn't with one of the big banks. Delays can disrupt cash flow, especially during busy periods. It's aggravating to collect out-of-fund messages from the bank if you have the funds in another bank and are getting them into the required bank.

Service Quality

Poor service from a payment provider can cause unnecessary stress. You can always do an online search on customer reviews for the provider you are looking at. How many stars do they have? I have seen people pull out EFTPOS systems because of bad quality.

Contact terms

You can get better rates if you are willing to commit for a decent period.

Also, as you know, a contract does not lock the provider into terms. I have often seen my clients get a letter from the providers using the rate after a year in a three-year contract, and they are switching my customers to a different rate.

Transparency in Quotes

Please always ask for the total cost in writing for provider quotes. Some providers present attractive rates but do not or underestimate items that add up over time. Could you make sure this is in writing? If you get into a dispute, arguing over one figure in a total cost is much easier than a rate sheet.

Once you get this total cost, you still need to check. It's easy after you have done a few, like me.

Key Information You'll Need to Calculate EFTPOS Costs

To calculate your EFTPOS costs accurately, gather the following details:

Card Mix

You should get this from your existing EFTPOS statements or your total reports. You need a breakdown of transactions by card type: debit, credit (generally VISA and MasterCard), and international cards, e.g. AMEX.

• Monthly transaction volume (number of sales)
• Average transaction value

What the EFTPOS/Credit provider wants is

• Monthly transaction total by type
• Average transaction value

If this data isn't readily available, estimate based on past sales and your experience.

Fee Structure

• Transaction fees: Fixed (e.g., 25¢ per transaction) or percentage-based (e.g., 1% of the transaction value)
• Terminal rental fees: Monthly charges (e.g., $30/month) or upfront purchase cost
• Other fixed fees, account fees, gateway fees, etc.

Additional Costs

• Setup fees for new EFTPOS machines
• Chargeback fees (typically $15–$35 per dispute)
• Stationery costs (e.g., receipt rolls)
• Equipment replacement or repair fees. Stolen EFTPOS units were a problem for our clients a short time ago.

Step-by-Step Calculation

Once you've gathered the necessary information, follow these steps:

Calculate Debit Card Fees

Debit card fees are often lower than credit card fees. Use one of these formulas:

• Fixed fee: {Monthly Transactions} x {Debit Rate}
• Percentage fee: Monthly Transactions} x {Average Transaction Value} x {Debit Rate}

Example:

• 1,000 debit transactions/month
• Average transaction value = $50
• Debit rate = .8%

Calculation: 1,000 x $50 x .8%

Calculate Credit Card Fees

Use the same formula as above but with the credit card rate, which is usually more.

Example:

• 300 credit transactions/month
• Average transaction value = $50
• Credit rate = 1.2%

Calculation: 300 x $50 x 1.2%

Calculate International Card Fees

International cards incur higher rates due to additional interchange and scheme fees, but the above formula is the same.

Add Fixed Costs

Include monthly terminal rentals and other fixed expenses like stationery or compliance fees.

Example:

• Terminal rental = $27.50/month
• Receipt rolls = $26/month

Total fixed costs: 27.50 + 26

Factor in Variable Costs

Some costs, like chargebacks, are unpredictable; I use a yearly estimate and calculate a monthly average. One point that helps here is having a camera recording the EFTPOS unit.

Example:
If I go about one chargeback a month on average, it might be
Chargeback fee estimate = $30/month

Here is a sample EFTPOS sheet, I made up.

It adds up.

Tips for Managing EFTPOS Costs

Negotiate Rates

Many providers will offer better rates if you commit to a longer-term contract or demonstrate high transaction volumes.

Check Rates

For some reason, and I do not know why, different suppliers quoting the same rate somehow get different figures. When I was analysing some figures for a customer, I found that 1% from CBA and 1% from TYRO gave different results. If this happens to you, I suggest you make some enquiries. 

Push the payment methods with cheaper fees.

Do not forget that Cash has many advantages here.

Integration is great

But it does often cost extra

Use Least-Cost Routing

If it's not in effect, please put it on immediately. Check here for details.

Review Statements Regularly

Check for hidden charges or errors in billing.

Final Thoughts

Understanding your EFTPOS/Credit costs is needed to run an efficient business.

Yesterday, I met with a bank representative about securing better EFTPOS rates for our clients. The subject of least cost routing (LCR) came up after I pointed out that our analysis of EFTPOS fees showed a big difference in fees between banks even though they had similar rates. I discovered that many merchants lost thousands of dollars a year last year in fees because of ignorance.

To understand why these unnecessary costs occur and how to avoid them, we must first understand the mechanics behind payment processing and the critical role of least-cost routing.

Least Cost Routing (LCR)

Least Cost Routing (LCR) is a payment processing feature that can significantly reduce your fees when processing debit/credit card payments.

When a customer taps their card, the payment can go in as an EFTPOS or credit card.

Now, some banks will often do a deal that both go through as 1%. Generally, this costs you more. So it's no wonder they offer it.

What is smarter is to have EFTPOS charged as a flat fee per transaction, say, $0.15-$0.30. Let us work here with 20 cents for this blog post. Visa/Mastercard generally go in as percentage-based fees, e.g., 0.8%-2% of the transaction value, say 1.2%

The exact charges will vary but generally depend on your average transaction value and the amount you send through the system.

Payment processing costs

Let's say I come into your shop, buy a $10 item, and tap. Your cost if it is EPTPOS is 20 cents. Your cost if it's Visa/Mastercard is 12 cents. It is better for you that it goes through as a Visa/Mastercard.

Now, if I brought a $50 item, your cost if it is EPTPOS is 20 cents. Your cost if it's Visa/Mastercard is 60 cents. It is better for you that it goes through as an EFTPOS here.

The EFTPOS flat fee model is usually cheaper for transactions, typically above $30-$40.

Without Least Cost Routing enabled, your payment terminal automatically processes contactless "tap-and-go" payments through Visa or Mastercard networks. If you have it enabled, you can direct them to the cheapest system.

Now, here's the kicker: There are two different types of Least-Cost routing, LCR and MCR, and although banks tend to call them the same, they are not.

LCR vs. MCR: The Critical Distinction

Let's start by untangling the often misunderstood terms.

With LCR enabled

• Each transaction in real-time is analysed
• Fees are automatically calculated for each route.
• The payment is routed through the network that will cost you the least

The key advantage? There's no manual intervention required.

Merchant Choice Routing (MCR)

With MCR, you, as the merchant, have the choice of which payment network to route a transaction. You must understand the costs and select the route manually each time.

Reasons for the Financial Impact

Ignorance

Many merchants remain utterly unaware that LCR/MCR exists. Banks do not automatically set them up; you need to ask.

Misleading Marketing

Some payment providers market the MCR solutions as LCR, leading merchants to believe they automatically get the best rates when they do not.

The Complexity Conundrum

It's another thing to remember in retail when doing a transaction.

Set It and Forget It Fallacy

Merchants often assume that everything is fine once MCR is enabled. They don't realise that they must monitor and train their staff.

The Staff Apathy Factor

This is huge. Even if the owner understands the importance of the payment, if the staff member processing the payment doesn't understand or care about the difference, they will route the transaction through the most convenient (often most expensive) network.

The Hidden Cost of Inaction

The cumulative impact of improper routing is staggering:

• A cafe processing 200 daily transactions could lose $15-20 per day, or over $5,000 annually.
• A retail store with an average transaction of $80 could save up to 1% on each sale through proper routing—potentially thousands of dollars per year.
• For a business with tight margins, these "invisible" costs can be the difference between profitability and loss.

Taking Control: How to Really Optimize Your Payment Processing

Become an Informed Consumer

If you have the least-cost routing, activate it and then find out how it works. If possible, demand LCR.

Work out the best system for a transaction to go through as debt or credit card.

Prioritise Staff Training

Provide your staff with clear, concise training on how to use the EFTPOS system correctly.

Monitor

Go through your statements that your instructions are happening.

Save on transaction fees

You can make substantial savings with a little effort and work.

As Australia's number one newsagency software provider, I believe we found while recently updating our marketing list that we were shocked to discover how many Australian newsagents hadn't claimed their free Google Business Profile (GBP). Out of an estimated 3,000 newsagencies nationwide, we estimate that less than half have one. That is a horrible statistic.

Now, I have spoken about this many times.

This gap represents a significant missed opportunity for most newsagents, considering the sheer volume of online newsagent searches to find their location, almost all by customers looking to purchase something from a newsagency.

Although the figure is not released by Google, looking at our SEO package, it estimates that Australians perform over 55,000 searches every month for "newsagent near me" and "newsagency near me". As I stated, most of these searches customers use to direct them to a newsagency to buy something. Yet, approximately 1,500 newsagents are missing out as their potential customers will never find their business. What these customers will see are other newsagents. 

Why go to all the trouble of making your shop the best if no customers come?

What Is a Google Business Profile?

A Google Business Profile is a free tool that puts your newsagency on Google Search and Maps. It displays essentials like your location, hours and phone number.

Why It's a Game-Changer for Newsagents

Boosted Visibility

Show up at the top when someone searches for a newsagent nearby. Look at the image above.

Trust Factor

A polished profile with photos and reviews makes customers more likely to choose you.

Local SEO Edge

Climb higher in local search rankings with a well-managed profile.

Smart Insights

Access data on how customers find and interact with your listing.

It is free and low-effort. You can set it up in under 30 minutes.

Turning Losses Into Gains or The Real Cost of Inaction

If you do not have one, with 55,300 monthly searches for newsagents and only half of them visible online, each newsagency gets around 40 monthly searches on average.

Now consider this.

Lost Revenue Impact

No Google Business Profile means missed foot traffic. Say an average sale is $25. If half of those people were coming to buy, that is, 20 customers a month, they should have picked up. In dollars, that would be $500 a month; those newsagents have lost $6,000/year plus possibly much repeat business from those 20 people.

How to Set Up Your Google Business Profile in 5 Simple Steps

Claim Your Spot

Head to Google Business Profile

1. Search for your business.
2. If not, create a new listing.
3. If it is there, check that you have claimed it; if not, claim it.

Add Your Details

Enter your business name, address, phone number, and hours.

Pick categories like "Newsagent" or "Lottery" to match customers' searches.

Show Off with Photos

Use your smart camera to take a few clear shots of your storefront and products. Add them to your profile; this is important as profiles with photos get 42% more direction requests.

Stay Active

At least once a quarter, go into your profile and update it.

Claim Your $6,000: How You Can Win with Google Profiles

With 55,000 monthly searches up for grabs and half of Australia's newsagents missing out, the time to act is now.

Claim Your Profile Today, its free!

Loyalty programs are a fantastic way for SMB retailers to boost customer sales. You'll need to let your customers know their value. Adding a charitable giving component to your loyalty program would work well. It will appeal to socially conscious customers and provide instant gratification a key element in any loyalty program.

Here, we will discuss crafting a loyalty program that drives sales.

The key metric used here for this loyalty program is 5 points for every dollar spent in the shop, $1.50 off for every 100 points, or $10 off for every 500 points. The customer can instantly convert any number of points to your nominated charity at $10 for every 500 points, so it says they have 12 points. So you will donate 12/500 x $10 = 24 cents. Remember, you are getting the tax deduction here. Plus, donations are non-refundable.

Now, your nominated charity must be a strictly non-political charity that no one would complain about, e.g. the Heart Foundation.

Setting the Stage, the message

These messages introduce your loyalty program and ensure customers understand its benefits while highlighting any charitable options.

Your message should grab attention and clearly explain how your loyalty program works, including any charity options.

Subject line: Big News! [Your Store Name] Rewards are Here!

Body: We're thrilled to introduce our new loyalty program designed to reward you, our valued customer! Earn 5 points for every $1 you spend and DOUBLE points on selected items. Redeem points for discounts: 100 points = $1.50 off 500 points = $10 off! Or donate your points to [Heart Foundation] instantly! Join now and enjoy exclusive perks, savings, and the chance to make a difference. [Sign up today →]"

Part of the sign-up is their email address. Remember, you can send emails for nothing.

Why It Works

• Combines excitement with precise program details.
• The charity options upfront, appealing to socially conscious people.
• You need a strong call-to-action (CTA) to encourage immediate sign-ups.

Welcome Email: Make a Great First Impression

Once someone joins your program, follow up with a warm welcome email that makes them feel appreciated and highlights personal rewards and donation opportunities.

Subject Line: Welcome to [Your Store Name] Rewards!
Body: Thank you for joining our loyalty program! You'll earn 5 points for every $1 spent as a member. Would you prefer to give back? Transform your points for [Heart Foundation] instantly! Redeem your points for fantastic rewards now: You get $1.50 off for every 100 points or $10 off for every 500 points!

Why It Works

• Personalised tone strengthens connection with customers.
• Introduces donation mechanics clearly and early.

Social Impact Strategy: Loyalty Programs That Give Back

I confess it's not the reason why my company donates to charity, but I certainly let people know about it.

Adding charitable giving options to your loyalty program drives customer engagement and builds goodwill for your business. Here's how to position this effectively in your emails:

Why instant Charity Options work.

Customers who buy from you irregularly will think they will never get enough points, so they do not bother; now, they know they get something if they buy. Many customers like businesses to support social causes. A study showed Australian consumers are more likely to buy from companies that support charities.

Incorporating charity into your loyalty program can enhance emotional connections with customers and encourage contributions by showing the direct impact of their actions on others.

Email Example: Promote Charitable Giving

Subject Line: We Make a Difference with Your Points
Body: Your rewards can do more than save you money—they can save lives! Donating your points to [Heart Foundation] at checkout. Together, we can fund lifesaving research and support those in need."

Highlight the impact with progress bars: *"Thanks to members like you, we've donated $2,340 to the Heart Foundation → Goal: $5,000!

Do not forget to celebrate a goal. For instance:

"We hit our goal! Thanks to you, we raised $5,000 for the Heart Foundation."

Keeping Customers Interested

Once customers are in your program, you need to send emails so they remember you. You can also keep them engaged with enticing offers to encourage repeat purchases.

Lotto is great for this as it has regular super draws. Also, do not forget holidays. For example, it was just Valentine's Day; you could have sent out an email stating that you have great gifts for Valentine's Day and maybe added a note of double points on these gifts.

Limited-Time Offers with a Social Twist

Time-sensitive promotions combined with charity appeals are highly effective at driving action.

Subject Line: Double Points + Double Donations This Week Only!
Body: Earn DOUBLE points on selected items this week AND double the impact of your donations —this week only!"

Relationship Builders

Every email nurtures long-term relationships

Final Thoughts

A well-designed loyalty strategy can transform an occasional shoppers into loyal customers. Use clear communication Urgency-driven offers Personalised touches

Include the current donation amount and milestone.