Switching POS system

1. Check the old contract’s notice period first

This is the most common mistake. Many people notice only after signing the new contract that the old one still runs for six months. Look at the notice period and any fixed term before you talk to anyone.

2. Work out what data you can take with you

Sales history is accounting material. Make sure you can export the reports for the period you need before your access ends. Product data usually has to be re-entered — ask the new vendor whether they help with that.

3. Separate the POS system from the card terminal

These are often two contracts, sometimes with different vendors. Check which one you are actually changing. If your POS is tied to a specific card processor you will have to change both at once — one reason to prefer a system that does not lock the terminal.

4. Do not switch at the peak of the season

Switch during a quiet period. For a restaurant that is early in the year, for a festival the winter, for a café a weekday morning. Make sure someone who knows the new system is there on day one.

Checklist

Go through these before signing anything.

• The old contract’s notice period and fixed term
• Whether you can export sales history before access ends
• Whether the card terminal is a separate contract
• Who enters the products into the new system
• The new contract’s length, setup fee and minimum billing
• The timing of the switch relative to your season