Changing POS systems: what to have ready before the first shift

Decide what must work on day one

Write down what the change should solve. Choose one person responsible at the restaurant and one contact at the provider.

Separate what must be ready on day one from improvements that can wait.

Choose a time that lets you check everything before it gets busy. Keep access to the old information until you know where to find it in future.

Keep your reports and check the money

Go through the list with the person responsible for accounting and the provider. Check that the files are saved, can be opened and are understandable.

Here, settlement means the money paid out to the restaurant after deductions such as fees and refunds.

• Reports: Keep the relevant reports on sales, payments, refunds and daily settlements. Clarify the periods they cover, the file format and how you will access them later.
• Payouts: Note the last period that has been settled. Write down which payments are still awaiting payout. Check that sales, fees and refunds match the money in the bank account.
• Unfinished orders: List unpaid tables, advance orders and food that has been paid for but not delivered. Clarify where each order will be completed.
• Gift cards and rewards: Check remaining gift card balances and the rewards guests have earned. Decide how they can be used. Prevent the same balance or reward from being used in both systems.
• Access: Who needs the old information? Which users need to be created in the new system? Who removes access that is no longer needed?

Test the menu, payments and kitchen together

Check prices, add-ons, tax settings and sold-out items. Make sure orders reach the right place in the kitchen.

Agree with the provider on how to test. Let employees try a normal order, a correction and a refund.

Also try an order for collection later.

Look at the receipt and report afterwards. Check that the order goes to the right screen and that you can reconcile the payout with recorded sales and fees.

Make a plan for when something stops working

Decide when you must stop or return to the old system. This could be when payments cannot be confirmed, orders do not reach the kitchen or totals do not match.

One named person must have the authority to decide.

Write down how you will take orders during an outage and whom to contact. Agree on how to check the information afterwards.

Have a clear procedure if the same order has to be handled in both systems.

If the plan relies on the old system, test it while you still have access.

Check the first payout and busy shift

Compare recorded sales, payments and refunds with the first payout. Remember that the money may arrive after the day of the sale.

Record any differences and who will investigate them.

Gather feedback from the kitchen and front-of-house staff. Fix errors in the menu, procedures and training before adding more.

Check that both operations and the money are in order before considering the switch complete.