5 Common POS System Problems That Can Hurt Your Business In Malaysia
Running a restaurant in Malaysia? Discover how a malfunctioning POS system can disrupt operations, cause frequent POS problems and hinder your growth. Our article reveals five common challenges and offers actionable solutions to boost efficiency!
17 Feb 2025
Zeyno
Contents
- Common POS Problem 1. Hardware Malfunctions
- How to fix
- Common POS Problem 2. Software Glitches
- How to fix
- Common POS Problem 3. Unexpected Stock Shortages
- How to fix
- Common POS Problem 4. Security Risks
- How to fix
- Most Common POS Problems 5. Lack of Training and Support
- How to fix
- Which POS is Right for You? Legacy POS vs. iPad POS
- Upgrade Your Restaurant with a Reliable POS
Running an F&B business in Malaysia is tough enough: managing staff, keeping customers happy, and ensuring everything runs smoothly during peak hours. The last thing you need? A malfunctioning POS system that slows down service, messes up orders, or crashes when you need it the most.
Your POS system should be making life easier, not harder. But if you’re dealing with constant hardware failures, software crashes, or security risks, it’s time to fix the problem before it starts hurting your business.
Here are five common POS problems and solutions for a smooth-sailing business.
Common POS Problem 1. Hardware Malfunctions
Imagine a busy Friday night, orders are piling up, and suddenly, the POS system in your restaurant freezes. Your staff can’t take orders, receipts aren’t printing, and customers are getting impatient. Sound familiar?
Unfortunately, such scenario isn't rare to F&B owners. An outdated or low-quality hardware, lack of maintenance, unstable power inlet or internet connection are common reasons of system downtime in Malaysian businesses.
How to fix?
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A reliable POS system: Invest a system that's built to handle high-traffic operations, work off-line and update later when connection resumes
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Schedule regular POS system maintenance to keep everything running smoothly
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Have backup devices ready like an extra card reader or receipt printer
Common POS Problem 2. Software Glitches
Nothing is more frustrating than a POS system crash in the middle of a busy shift at your restaurant. You’re left scrambling, writing down orders manually, and hoping you don’t mess up the bill. Common causes of this POS problem include:
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Outdated software version: Older software can become unstable, slow, and prone to crashes, especially when handling newer payment methods or integrations.
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Incompatibility with third-party apps or payment gateways: Many restaurants integrate their POS with online ordering platforms, delivery services, and digital wallets. If your system isn’t optimized for seamless integration, conflicts can cause processing delays or system crashes.
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Overloaded system due to high transaction volume: During peak hours, an underpowered POS system can struggle to process multiple transactions at once, leading to lags, freezing, or even shutdowns. Choosing a scalable POS solution ensures smooth operations, even in high-traffic environments.
How to fix?
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Keep your POS system software up to date to prevent bugs and crashes.
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Choose a top POS for restaurants that integrates seamlessly with accounting, inventory, and QR ordering system features.
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Work with a POS provider that offers 24/7 support
Common POS Problem 3. Unexpected Stock Shortages
You’ve got a full house, and then you suddenly realize: you just ran out of your best-selling dish! Now you have to explain to customers why their favorite meal isn’t available. That’s a surefire way to lose repeat business.
Why it happens? It's very probably that your POS system doesn't sync inventory in real-time or has no low-stock alerts. Without real-time stock tracking and alerts, you won’t know what’s available until it’s too late. Relying on handwritten logs or spreadsheets increases the risk of mistakes, like miscounted stock or missed restocking schedules.
How to fix?
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Choose a POS system with real-time inventory tracking so you always know what’s in stock. Eats365's digital menu, Photomenu, and Scan-to-order are all synced in real-time – dishes or items that are out-of-stock will be hidden from the menu to prevent customer complaints.
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Set up automated low-stock alerts to restock before you run out.
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Use a restaurant ordering system that syncs across multiple locations—so you’re never caught off guard.
Read more: What is a POS System? How Does It Work in Restaurants? (eats365pos.com)
Common POS Problem 4. Security Risks
Cybercriminals love targeting POS systems because they process sensitive payment data. If the POS system for your F&B outlet isn’t secure, your business (and your customers’ information) could be at risk due to the weak encryption and outdated security protocols. If your POS system doesn’t use end-to-end encryption, hackers can intercept credit card details and personal customer information. Furthermore, A non-compliant POS system that failed to meet PCI DSS (Payment Card Industry Data Security Standards) can leave your business vulnerable to fraud and potential fines if it
Read more: How POS Security Features Reduce Restaurant Fraud Risks
How to fix?
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Choose a POS system that offers end-to-end encryption and tokenization for your restaurant or F&B business in Malaysia.
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Use a POS system with secure cash management that tracks every cash transaction, ensuring accountability from opening to closing shifts.
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Implement multi-factor authentication so only authorized employees can access your system.
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Set clear staff permissions and roles in your POS system to prevent unauthorized access to sensitive functions, minimizing opportunities for fraudulent activities like unauthorized discounts or gift card misuse.
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Ensure strict compliance with PCI DSS security standards.
Most Common POS Problems 5. Lack of Training and Support
Even the best POS system won’t help if your staff doesn’t know how to use it properly. If your team is constantly confused, making mistakes, or taking too long to process orders, it’s a sign they need better training. Ask your POS provider before you sign the contract:
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Does the POS provider provide proper onboarding: Many businesses invest in a new POS system but never receive hands-on training on how to use it. Without comprehensive onboarding, staff members may struggle with features like inventory tracking, order modifications, and payment processing, leading to frustration and inefficiency.
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How to access customer support out of office-hour: When technical problems occur, slow or unresponsive customer support can cause major disruptions. Restaurants need a POS provider with 24/7 support for immediate assistance.
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Make sure that the system interfaces are easy to navigate: A user-friendly, intuitive POS system helps staff process orders quickly, reducing long wait times for customers.
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Does the POS system provider support robust structure and more outlets as the restaurant grows?
How to fix?
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Choose an F&B POS system that includes comprehensive training for your team.
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Work with a provider that offers 24/7 customer support, because restaurant problems don’t follow a 9-to-5 schedule.
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Opt for an intuitive, user-friendly restaurant ordering system that’s easy for staff to learn and use.
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Use a scalable POS software. Eats365's unique ecosystem provides extension modules and third-party integrations that you can opt-in from the core module. Pick and choose the functions you need and add more functions later on as your business grows.
Which POS is Right for You? Legacy POS vs. iPad POS
Understanding the differences between a legacy POS and an iPad POS is crucial if hardware malfunctions are your concern.
| Feature | Legacy POS | iPad POS |
|---|---|---|
| Hardware & Setup | Requires bulky POS terminals, dedicated servers, and extensive wiring. Setup is time-consuming and costly. | Uses wireless iPads or tablets, offering a minimalist and mobile-friendly setup. |
| Cost & Maintenance | High upfront costs for hardware, software, and installation. Additional expenses for maintenance and updates. | Lower initial investment with cloud-based software updates that reduce long-term costs. Easy to find maintenance centres for iPads. |
| Mobility & Flexibility | Fixed POS terminals, meaning transactions can only be processed at the counter. | Tableside ordering, mobile payments, and self-service kiosks improve efficiency and customer experience. |
| Software & Cloud Integration | Runs on local servers, requiring manual backups and physical storage. | Cloud-based, ensuring real-time updates, remote access, and automatic data backups. |
| Scalability & Business Growth | Hard to scale due to expensive hardware upgrades and complex integrations. | Easily expandable—add more iPads without heavy infrastructure costs, making it ideal for growing businesses. |
Read more: 10 Major Advantages of a Cloud-based POS System for Restaurants (eats365pos.com)
Upgrade Your Restaurant with a Reliable POS
Running an F&B business in Malaysia is already challenging—your POS system shouldn’t make it harder. Whether it’s hardware issues, software glitches, security risks, or poor support, making the right choice can make all the difference.
Looking for a POS system that works as hard as you do? At Eats365, we provide a powerful, all-in-one POS solution with the features you need. Explore real-time inventory tracking, flexible payment options, advanced analytics, scalability, and more – all designed to boost your efficiency and growth.
Talk to our F&B experts today for customizable POS software solutions your successful business can actually rely on.
