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User interface

Basic concepts

  • Departments
  • Terminals
  • Users & user roles
  • Work periods
  • Tickets & orders
  • The POS menu
    • Products & product categories
    • Menus
    • Recipes
    • Product modifiers

Quick-start: setting up a (very basic) POS configuration

Advanced concepts

Customizing your POS system


Mobile Client

SambaPOS License



Hardware and Setup Recommendations

Choosing the hardware for your needs

PC computer

You need at least one PC computer to host the SambaPOS database. This computer normally also has the SambaPOS software installed, but this is not necessary. You can have just one computer, or more than one in different locations. For example:

  • One computer for the cashier which hosts the database and has SambaPOS installed, with a touchscreen monitor attached to input orders etc.
  • One computer in the kitchen, with a touchscreen monitor attached to see the food orders that haven’t been finished yet.
  • One computer in the bar, with a touchscreen monitor attached to see the drink orders that haven’t been finished yet.

Except for the main server computer, these computers will need either SambaPOS installed (and configured to use the main computer's database)or an RDP client installed on them to login to SambaPOS on the main computer.


You can use multiple tablets or smartphones to login to the POS concurrently. This way waiters/waitresses can take orders at the tables without having to go to the main computer to input them afterwards. Your tablets and smartphones need an RDP client installed on them to access the POS system on the main server computer.


You can use touch-screen monitors for easier use of the POS.

Ticket printer(s)

You can have multiple ticket printers in different locations. For example:

  • One for the cashier to print the bills
  • One in the bar to print drink orders
  • One in the kitchen to print food orders

Your printer(s) have to either

  • Be attached to one of the computers in the network
  • Be an Ethernet printer connected to the network
  • Be connected to a printer server

Cash drawer

Cash drawers can be used and attached to the POS server system either directly or via the ticket printer. The SambaPOS system can be setup to send print signals to the cash drawer to open the drawer automatically whenever is needed.

Magnetic or chip card reader

A card reader can be used for identification of customers (student cards, VIP cards, membership cards, loyalty program, etc). The card reader has to be set up so that a card swipe will automatically input a number in Windows.

Credit card reader

You can use a separate credit card reader for processing credit card payments, although you will still have to manually input the payment in the SambaPOS system (SambaPOS does not yet have integration features for credit card processing).

Barcode scanner

Barcode scanners can be used for many purposes (scanning inventory, products, tickets that need to be refunded, etc)


A UPS can be setup to protect against power surges and to minimize downtime during power blackouts.

Network hardware

Using a wireless connection to connect computers and printers is not recommended. It’s better to use network cables to avoid connection problems at critical times.

Restricting user access

There are several ways to restrict users from closing/minimizing SambaPOS and accessing other programs or data on the computer:

  • using parental control software
  • setting up group policies (a more robust way which offers very tight restrictions)

Additional considerations:

1. Never buy used kitchen printer or server.

2. Setup POS software/hardware and test before production.

3. If you have multiple computers print to a printer, it must be Ethernet IP printer.

a. I do not like USB/Ethernet Print Server devices.

b. Do not share printers using Windows clients.

c. This works good for home when you don’t care if something did not print.

4. Buy pre-made network cables, unless you are an expert on network wiring.

5. Always use UPS batteries.

6. Do not run POS on Wireless network unless no other options are available. If you must run on Wireless network, buy enterprise WIFI network. (I personally would never run on wireless).

7. Try not to mix Windows versions (Not critical if you do).

8. Try to buy brand name and new equipment. It saves a lots of headaches in the long run.

More information & sources

POS Setup Guide and Hardware Recommendations

POS Setup Overview

1. Install Windows

2. When installing Windows 8, create local account. Do not create Microsoft online account.

3. Remove un-needed Windows features using Turn Windows features on or off.

4. Remove All Programs that are not needed to run SambaPOS.

5. Disable Windows Services that are not needed, if you are not sure, skip this setup and leave it alone.

6. Install all Windows updates.

7. Install Antivirus of your choice.

8. Add exceptions to your Antivirus to not scan SambaPOS folders and MS SQL Express folders.

9. Disable any Firewalls(Use a router with build-in Firewall).

10.Set static IP addresses for all Network Devices.

11.Modify local DNS file on all POS computers. Add all Network Devices IP and Name.

12.Create Windows Workgroup. Join all computers to workgroup.

13.Install Switch and Network Cables (I prefer a switch as supposed to Router).

14.Disable Power Management for Network Adapter. option.html

15.Disable Power Management for USB Hub.

16.Change Power Settings–>Always ON for everything. Hard Disk should not go to sleep.

17.Disable messages in Action Center (Bottom right messages).

18.Install StartMenu 8 program if running Windows 8.1.

19.Install Printers (Change Paper Size to Receipt. Some printers default to Letter).

20.Install Dropbox and setup SambaPOS nightly backups to save to Dropbox.

21.Install SambaPOS.

22.Add SambaPOS to Windows Startup Folder.

23.Configure Wake up Timers in BIOS. (Wake SQL Server first, five minutes later wake clients).

24.Setup Shutdown Timers as a Windows Task. Shutdown all clients, five minutes later shutdown SQL Server. Create Shutdown.bat on every client. Shutdown.bat should have have “shutdown /s” command. Create a task to run Shutdown.bat on each client. I do not recommend shutting down every night. Once or twice a week is good.

25.Install and Configure UPS batteries for devices. Setup UPS Software to shutdown clients first and server last.

setting_up_the_hardware_and_windows_system_for_your_pos_system.txt · Last modified: 2019/04/19 03:20 by