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Do you need a new POS software?

Did you already decide for your company to implement a new POS software? - If so, excellent. Now it is time to find a suitable software. But what are the future key facts for your decision? Bare in mind that your preliminary considerations are the most important. In this blog, we share our experiences.

Why should we change the POS software?

The POS is the main contact point in your retail store. You enter all business relevant data as orders and payments. As there is a connection to the central article database, including inventory queries, you are able to synchronise prices and article information from a central rollout server for you special discount campaign.

1. legal certainty - GoBD

Take the legal certainty as a key fact into your consideration. Your new POS software should be state of the art with the principles and regulations of the finance authorities (GOBD + GDPDU). To make sure that your future POS software is within those standards, adress this topic directly and ask for the future plans and possible pricing strategy for updates. Bare in mind that a new POS software only makes sense, if principles and regulations of the finance authorities are correct, so you dont get in trouble with possible inspections.

2. simple to use

A new POS software should improve your daily business processes. Especially new cashiers should gain easy access through an intuitive usability and transparent overview. Do you really need a separate keyboard? Could you use modern touch screens for quicker selling? Please make sure that your employees dont get frustrated in their daily business (payment of invoices, check inventory, process return delivery), due to complicated mouse clicks.

3. test system and training

Test systems and trainings are important. Take this topic to your possible seller and ask them to show test systems and training possibilities. Make sure within your company that keyusers have the possibility to test and get in touch with new functions or processes respectively. I.e. Let your cashiers get familiar with the standard daily closing process to minimize discrepancies in cash amount.

4. support hotline and software improvements

Talk to your supplier about support hotline and other channels. Question yourself and your store managers how important is the support hotline 24/7? Do you need support at the weekends and bank holidays? Does the supplier have an emergency hotline? Ask for a transparent overview from your possible supplier considering support and future software improvements.

5. export and extensibility

A lean start with an agile project management is state of the art. But make sure that you are able to export your relevant finance data; in Germany for example into DATEV format, which is often used by tax accountants. Also make sure that your lean start does not limit the future extensibility. In the future you shoul be able to integrate an ERP software to improve your business.

6. central voucher database

A central voucher database should be integrated as you could sell vouchers online and offline. A central voucher database also helps within the franchise world - at the end of the month, you as a franchisee know exactly how many redeemed voucher you have to invoice to your franchisor. All in the digital world, so no extra copy of vouchers are needed, even when the customer loses its voucher, you are able to check centrally the exact amount left on his personal voucher.

7. integrated payment terminals

Are you able to integrate your payment terminals into your POS software? An aim in retail sector, especially on the weekends, all customers should served quickly and correctly at the checkout. Many purchases, different payment methods, satisfied customers. An integrated payment terminal makes sure, that every terminal transaction is captured digitally and assigned to the correct receipt of the customer. On top, the error rate of manual input mistakes is solved.

⇒ German Translation: 7 Gründe für eine smarte Kassenlösung im Einzelhandel