Many unpredictable issues can occur when running a POS business. For instance, on a busy Monday morning, when customers are lined up to withdraw, your POS machine may suddenly stop working. Yes, it could be no network, failed transactions, power issues, software glitches or your receipts are not printing. And you have no idea what to do next.

It is totally normal to get flustered and frustrated, since your profit depends on transaction volume. You don’t always need a technician to fix the problem. Many common POS issues can be resolved right there at your stand if you know what to look for.

This simple step-by-step guide will show you how to troubleshoot your POS machine yourself.

Why Self-Troubleshooting Matters

Every minute your POS machine is down, you’re losing money and customers. Waiting for a technician or calling your aggregator can take hours — sometimes even days. That’s too long when you have a business to run.

Here’s why learning to troubleshoot your POS yourself is a smart move:

• Most issues can be fixed in under five minutes, so you save time.
• You keep customers happy and don’t lose transactions to competitors nearby
• Reduced downtime and protected daily income
• You build confidence and become a more reliable agent
• Avoiding unnecessary service fees for problems you can solve yourself
• You understand your machine better, which helps you prevent future issues

How to Self-Troubleshoot Your POS Machine

You don’t always have to panic and call for help. Follow these steps to resolve issues as they come; 

Check Your Network Connection

Your POS machine needs a stable internet or mobile data connection to process transactions. So, when the network is weak, unstable, or completely gone, your machine will decline transactions, display error messages, or simply time out. It may happen more during peak hours, so be ready to act fast.

Do This

• Check the network signal bars on your POS screen. If they’re low or missing, that’s the problem.
• Move your POS machine closer to a window or open area to get a better signal
• Switch to a different SIM or network provider if your machine supports it. If it doesn’t, then it’s time to invest in a Kashzoo POS machine with dual SIM space.
• Reboot your POS machine to refresh the network connection
• Check if other devices on the same network are also having trouble. If they are, then it’s a general outage
• If your POS uses a Wi-Fi connection, restart your router and reconnect
• Avoid using your POS in basements, enclosed kiosks, or thick-walled buildings where the signal is typically weak

Pro Tip: If transactions keep failing only at certain times of day, it’s likely due to network congestion. Try again in a few minutes since congestion usually clears quickly.

Check Your Power Supply

A POS machine that won’t power on, keeps shutting down, or shows a low battery warning has a power problem. A weak battery or faulty charging cable might be the cause, and that can disrupt your whole day.

Do This

• Check your battery level before you start work every morning. Always start with at least 50% charge
• If the machine won’t power on, plug it in and wait 5 minutes before trying again
• Inspect your charging cable for damage
• Make sure the charging port is clean and free of dust or debris
• Try a different charger or power source to rule out the charger as the issue
• Avoid using the machine while it’s charging if your battery is critically low
• Change the battery if it’s weak

Restart the Machine

Restarting clears temporary software errors, refreshes the network connection, and resolves minor glitches that accumulate over time. The simplest reset you can give your POS machine is by restarting it.

Do This

• Hold down the power button until the shutdown option appears, then select restart
• If the machine is frozen and won’t respond, hold the power button for 10 seconds to force it off
• Wait at least 30 seconds before switching it back on
• Once restarted, allow the machine to fully load before attempting a transaction
• Make it a habit to restart your machine at least once a day, especially before your busiest hours

Check the Printer and Receipt Paper

If your POS is processing transactions but doesn’t print receipts, the issue is almost always with the printer.

Do This

• Open the printer compartment and check if the receipt paper roll is properly loaded
• Make sure the paper is facing the right direction. Remember, thermal paper only prints on one side
• Check if the paper roll has run out and replace it immediately
• Remove any jammed paper carefully. Don’t forcefully remove it so you don’t damage the printer head.
• Clean the printer head with a soft, dry cloth if print quality is faded or blurry
• Always keep extra receipt paper rolls, so you never run out during a busy period

Inspect the Card Reader

When customers’ cards aren’t reading properly or you keep getting “card error” messages, the card reader might be dirty or faulty.

Do This

• Check the card slot for visible dirt, dust, or debris and gently clean it with a soft cloth
• Ask the customer to wipe their card clean 
• Try inserting the card slowly and firmly. Don’t force it in at an angle 
• Test with a different card to determine whether the problem is with the card or the machine
• Never insert foreign objects into the card reader to clean it to avoid permanent damage. 

Note: If multiple different cards are failing on your machine, the issue is with the reader itself. Contact your aggregator or service provider for support.

Check for App or Software Updates

Outdated software can cause your POS to malfunction, slow down, or become incompatible with bank systems.

Do This

• Check your POS app for any pending updates and install them when prompted
• Ensure your device has enough storage space for updates to install properly
• If the app is crashing frequently, uninstall and reinstall it from the official source
• After any update, restart the machine before processing transactions
• Never download POS apps from unofficial or third-party sources

Verify Your Account and Transaction Settings

Sometimes the problem isn’t with the hardware at all; it’s with your account settings or transaction limits. If transactions keep declining despite a good network and working hardware, this is worth checking.

Do This

• Check if your float or wallet balance is sufficient to process the transaction
• Confirm that your daily transaction limit hasn’t been reached
• Log out and log back into your POS app to refresh your account session
• Check for any notifications or alerts from your aggregator about account restrictions
• Call your aggregator’s customer support line to verify your account status if transactions keep failing

Final Thoughts

Your POS machine is your most important business tool. The more you understand it, the faster you can resolve issues quickly and keep serving your customers. 

Most POS problems don’t require a technician. They just require a calm head and a few simple steps shared above. You’ll be surprised how often that’s all it takes.

But if you’ve tried all these steps and your machine is still not functioning, don’t hesitate to contact your aggregator. Know when to fix it yourself and when to ask for help. Remember that Kashzoo support is always here to assist.