Implementing POS Systems

The best way to start when deciding to implement a POS system is to take stock of the reasons for your potential purchase.  Different businesses have different goals.  Are you hoping to speed up transactions and increase efficiency with your credit card machine?  Do you already have a system that doesn’t work well?  If you’ve never used a POS system before, make a list of the most important tasks a system could accomplish.  This is easier if you do have a current system- you should examine what doesn’t work, and what features you’d prefer a system to have.  

Next, research vendors that deal in your industry.  You can ask for references, try out a system that another business has recommended, or visit a business that uses a system you are considering.  Make sure that you choose a provider you are comfortable with.

After you have settled on a provider, choosing the actual system should be fairly easy. A vendor is a big help in this process- they can suggest software options and create a time frame for installation and setup. 

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.  For example, if the vendor allows you to “demo” or try out the system, you should do this before you make any physical changes to your work area.

The vendor orders the software and hardware and will arrange to setup and install both.  You will also need to link any credit card processing functions to your merchant account.  The setup and installation process can take anywhere from a week to a few months, depending on the system.

If you are switching from a different POS system, you should choose a good time to make the switch.  Working with your vendor, you should be able to transition smoothly, but it is a good idea to pick a “down” time so that any potential problems can be worked out without having a negative impact on sales or business.  All employees should be trained before the new system is implemented fully. 

Inventory input is an important concern 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 not import all of your records into the new system.  To start, only import your customer list and start fresh with inventory input once the system is up and running. 

Once you begin using the system, your vendor should communicate with you regularly about how it is working.  Malfunctions in the system should be covered by a warranty, and other concerns should be promptly addressed.  Your vendor can suggest different ways the system can be altered to meet your needs. 

Buying a POS system is a big decision, and requires lots of patience, research, and evaluation.  But once the whole process is over and you settle in to using the merchant processing system, you might be surprised at how you functioned without it!

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