Stephen Abela

Change What?

Changing the POS system is not something done that frequently and for some, never experienced at all. We tend to focus on the features offered by the system, and at times completely putting aside the data aspect. Let’s start off by distinguishing the features from the data. The former is the functionality which will be provided through the system which however does not provide any guarantee to the data which will be made available. The data on the other hand is the information, the list of fields and boxes where details related to the entities, products or sales may be inputted.

Is it complex?

It may feel complex but in truth it’s much less daunting then it actually looks. The beauty of a POS solution is that it has a very focused scope. This gives us the extra benefit of being able to break down this data aspect into manageable and less scary batches of information.

1. The Starting Point

Let us start off by defining the key entities which we need to focus on, which basically are:

• The suppliers

• The customers

• The Inventory

The above three, are pretty much selfexplanatory. The more information we manage to collect the better it is. A crucial point related to the inventory is that we are to include all items, whether they are to be directly sold or not. When managing our inventory, having a full overview is a key aspect.

2. What’s next?

The second step is to ensure continuity. This is the trickiest part which many get wrong for the simple reason that we tend to forget we are not starting off a new business but continuing with our operations albeit having a new system. This means that ulterior information is required, such as:

• The quantity of stock that we hold in our store

• The loyalty points already amassed by our customers

• Any sales orders which have been placed by our customers

• Any Purchase orders which have not yet been received

• Any special offers currently in place.

The list can go on and on which also explains the complexity associated to it. This requirement is simply defined by the fact that on the first day of the new POS system, we need to ensure a smooth execution with no negative impact on operations and customer experience. This may sound pretty obvious, yet may not be the easiest thing to achieve.

3. Testing, Testing and more Testing

Uploaded data may not necessarily be correct data, a very common problem which can be easily avoided by testing the data upload thoroughly prior to the system go-live. Different systems have different assumptions in place which can depict a very different picture to the same set of figures. Thus getting the data right is as crucial as making sure that the chosen POS solution, fits within the business requirements.

Voilà!

Data tends to be that elephant in the room which everyone avoids to discuss - with many simply ignoring it. When breaking it down into manageable pieces, it stops being that scary and difficult. Being the owners of the data, with which we are familiar can help us be more confident throughout the implementation process of the new POS system.