Business Software Review

Implementing a POS Solution in an existing concern

Here we discuss some factors to consider when implementing a POS solution in an existing business. It’s best to have a plan so that the change goes smoothly, and contingency plans just in case things don’t.

The plan

The best way to start when planning to implement a POS system is to take stock of the reasons for your change.  What’s your goal?  Are you hoping to speed up transactions and increase efficiency with your credit card processing?   Do you want better control over inventory? How about more complete reporting? If your existing POS system is manual, make a list of the most important tasks an electronic system could accomplish.  (Click here for some ideas.) Also examine your current system then list what doesn’t work, and what features you’d prefer a system to have. 

JCS can help with the process of selecting POS software to meet your goals. We can suggest software options, corresponding hardware, and create a time line for installation and transition to the new system.

If you are installing equipment or making physical changes to accommodate computer stations or terminals, you need to take construction costs and timing into consideration.  All decisions should be made before construction begins.  JCS provides the software and hardware and will arrange for electrical wiring if needed, as well as to setup and installation. We can also help to link any POS credit card processing functions to your merchant account.  The entire project can take anywhere from a week to a few months, depending on the scope of the undertaking.

You should choose a good time to make the switch.  If you can it is a good idea to pick an off peak time so that any potential problems can be worked out without having a negative impact on business. 

Inventory

If your POS will track inventory, getting inventory information into the new system is an important concern.  Registers must know what each item is and pricing information. You may be able to convert the data from your existing system, but If you are buying a new POS system because your old one isn’t working, chances are, data from the old system isn’t accurate, so you should import with care into the new system.  Alternatively, it may be necessary to perform a physical inventory of the shop. A scanner can be very useful for this.

It’s also a good time to standardize inventory tracking methods. For example, adopting the UPC bar code system would be a natural choice at this time.

Consider how you will avoid reordering stock on the new system that has already been ordered on the old system.  A good idea, although not always practical, is to not reorder stock during the transition period.

Transition

It can be very helpful if it is possible to continue using the old system while the new is implemented. In that way you can ensure your staff is all familiar with the operation of the new system and identify any possible problems in advance. Then they will be less nervous on day one.  Make them as comfortable as possible with the new system and accept that there will be problems, but a JCS representative will be on site to help with those. Customer disruption can also be minimized by running both systems in parallel.

Accounting

If the accounting system is also changing, it is usually recommended the old system remain in place to accommodate layaways, house charges, and the like. These are booked on the old system and can be difficult to migrate.  

Potential problems

You might run into any number of problems when implementing a new POS solution.  These are varied and you may get one without the other, but the chance of getting no problems is very slim. Your contingency plan is to provide a standard operating procedure for each possibility. This is by no means an exhaustive list; add to it as you see fit.

Stock not in the database

A customer is at the checkout with an item the register does not know about.  I suggest making a "miscellaneous" code and booking it through there.  The cashier then makes a note of the item for later entery on the database.  It is important that the customer is not made to wait while you fix your problem.

Incorrect price entered

It could be that the price entered is incorrect on the database.  There needs to be a clear procedure for this situation.  Errors entering stock information into the database can be dramatic.  Instruct staff to expect this possibility. Decide in advance how the customer is to be treated should this arise.

Hardware failure 

It all worked and then this morning it does not print!  Arrange to have your JCS technician available when going live, so any networking or hardware issues can be quickly resolved.

Staff uncertain 

The staff will think they understand, but then a customer puts them on the spot.  Handle refunds, layaways, etc outside the mainstream initially and train someone in these areas specifically.

Bridging issues 

Have a policy in place so the staff knows how to bridge from your old system to your new one.  What happens when a layaway comes in from last month?  A refund on an item we sold last week? 

Theft 

During a stock transition errors will be made.  Staff are counting and working with numbers all day and they will make honest mistakes.  Keep an eye out because they could make not-so-honest mistakes too.

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info@jcscomputer.com

JCS Computer Resource Corporation

726 W. Algonquin road

Arlington Heights, IL

866 467 7672

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