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Buying POS hardware is one of those jobs that looks simple on paper until you’re mid-trade and something tiny causes chaos: the receipt printer drops off Wi-Fi, the barcode scanner won’t read a glossy label, or the card reader throws an “offline” message at the worst possible moment.
This checklist is written for UK retailers (EPOS environments) and focuses on the kit that actually affects speed, reliability, and compliance at the counter.
“Scanners at the retail point of sale are designed to read EAN-13…”
That single line sums up the goal: hardware should be predictable, standardised, and boringly reliable.
Retail POS Hardware Checklist
1) POS terminal setup (your “checkout brain”)
Countertop terminal (fixed till)
Choose a terminal that matches your workload:
- Touchscreen size: 10–16 inch is typical for counter use (bigger is easier for training and speed).
- Ports: enough USB for scanner, printer, cash drawer, customer display (avoid “USB hub spaghetti”).
- Connectivity: Ethernet preferred for stability; Wi-Fi as backup.
- Storage: SSD (faster boot and less failure-prone than old HDD setups).
- OS/platform: Windows, Android, iPad, or custom retail terminals depending on your EPOS software.
Pro tip: For a busy store, stable wired network (Ethernet) at the checkout is often the simplest way to reduce random disconnects.
Tablet POS (mobile, queue-busting, shop floor)
If you sell on the shop floor or run pop-ups:
- rugged tablet + secure stand
- strong Wi-Fi coverage (or 4G/5G fallback)
- charging strategy (dock stations, spare devices, power banks)
2) Card payment device (chip, PIN, contactless)
Your payment terminal must be built for tamper resistance and modern card security. The PCI Security Standards Council’s PIN Transaction Security (PTS) programme covers testing/approval of payment security devices.
What to check:
- EMV chip and contactless support (baseline expectation in the UK)
- PCI-approved device family (ask your acquirer/provider)
- tip and refund support
- settlement/reconciliation flow (so totals match deposits)
Security habit worth keeping: anti-tamper checks still matter, even with contactless-heavy environments.
3) Receipt printer (the quiet workhorse)
Most UK EPOS setups use thermal receipt printers, commonly 80mm models (widely supported, fast, and low-maintenance). Many retail bundles include an 80mm thermal printer because it suits high-throughput counters.
Checklist:
- 80mm thermal for standard retail receipts
- connectivity: USB or Ethernet (most stable), Wi-Fi/Bluetooth if needed
- auto-cutter (big time saver)
- spare paper strategy (behind-counter stock, easy loading)
UK VAT receipt considerations (don’t let hardware block compliance)
If you’re VAT-registered, your receipt/invoice data matters. HMRC guidance outlines records you must keep for VAT.
HMRC internal guidance also lists typical details expected on VAT retail evidence (retailer name/address/VAT number, date, description, total inc VAT, and VAT rate/gross amounts when different rates apply).
Hardware implication: make sure your receipt printer + EPOS template can print what you need, clearly and consistently.
4) Barcode scanner (match it to your barcodes, labels, and products)
This is where many stores accidentally buy the wrong thing.
Choose scanner type
- 1D laser/linear imager: good for standard retail barcodes (EAN/UPC).
- 2D imager: reads QR codes and 2D symbols (useful for modern labels, vouchers, some supply chain barcodes).
- Presentation scanner: hands-free scanning at the counter (fast for high-volume).
GS1 notes EAN/UPC barcodes are the longest-established and most widely used in retail.
GS1 UK’s guidance also highlights EAN-13/GTIN-13 as the most commonly used retail barcode format.
Real-world checks before you buy:
- Can it read glossy packaging, curved bottles, and small labels?
- Do you need to scan from phone screens (digital vouchers/QR)?
- Is your label size within practical scanning ranges (too small = slow scanning and misreads)?
5) Cash drawer (and why it’s still relevant)
Even with contactless everywhere, many UK retailers still handle cash, returns, and change.
Checklist:
- metal drawer (retail-grade)
- drawer size (fits your counter)
- till insert layout (coins/notes that match your cash handling)
- printer-triggered open (common EPOS setup)
6) Customer-facing display (small thing, big trust)
A customer display helps reduce disputes:
- shows items as they scan
- shows total, discounts, and change
- supports digital receipts or loyalty prompts (depending on EPOS)
Options:
- pole display
- small customer monitor
- tablet “second screen”
7) Label printer (for shelves, back office, and stock rooms)
If you print shelf-edge labels, markdown stickers, or barcode labels:
- thermal label printer (direct thermal is common for short-life labels)
- correct label sizes for your shelves
- integration with your inventory/EPOS system
8) Weighing scales and age-restriction tools (if applicable)
For convenience stores, delis, butchers, greengrocers:
- integrated POS scales (price-by-weight)
- label printing scales (if you pre-pack)
- age verification prompts in EPOS (process + training, not just hardware)
9) Networking and power (the “unsexy” section that prevents outages)
A surprising number of “POS issues” are actually network or power issues.
Minimum setup:
- business-grade router
- managed switch (for multiple tills)
- strong Wi-Fi access points (if you use tablets)
- UPS battery backup for router + POS station (short power blips won’t kill sales)
10) Security and compliance basics (hardware-level)
Practical controls you can implement immediately:
- mount terminals securely (reduce walk-off/tamper risk)
- lock down ports where possible
- restrict admin access on POS devices
- keep devices patched and supported
- anti-tamper inspections for payment devices
And for payment devices specifically, lean on PCI SSC PTS-approved hardware paths through your payment provider.
Quick “buy list” by store type
Small shop (1 till)
- countertop POS terminal
- payment terminal
- 80mm thermal receipt printer
- 2D barcode scanner (future-proof)
- cash drawer (if needed)
Busy convenience/retail (2+ tills)
- 2+ countertop terminals (wired)
- presentation scanners at each till
- backup receipt printer on site
- UPS for network and tills
- customer displays to reduce disputes
Multi-site retailers
- standardise one hardware stack across stores
- keep spare scanners/printers ready (swap in minutes)
- central device management approach (so updates don’t become manual work)
Final thoughts: Choosing POS hardware that works on your busiest day
Retail POS hardware is one of those investments where the “cheapest” option can become the most expensive once you factor in slow checkouts, disconnects, and time spent troubleshooting. The goal is not to buy the most equipment, it’s to build a reliable, standardised setup that keeps scanning, printing, and payments moving smoothly when the shop is at its busiest.
If you take one thing from this checklist, let it be this: choose hardware based on your real trading flow. Your terminals should be stable and fast, your receipt printers should be dependable and easy to reload, and your scanners should match the barcodes you actually use (including QR or digital vouchers if relevant). Standardise wherever possible, keep a small set of spares on hand, and do not ignore the “unsexy” layer like network and power, because many “POS issues” start there.
If you want, share your store type and counter setup (single till or multi-till, barcode volume, label printing, cash usage). I’ll suggest a clean, minimum-viable hardware stack you can roll out with confidence.
