This article was published in the January 1996 edition of Ontario Restaurant
News.
What to Consider When Choosing Your Next P.O.S.
System
Undoubtedly, there are many questions that need to be answered when considering
the purchase of a new point of sales system for your operation.
Many establishments are still using a system that is twelve or more
years old, inevitably these systems will need replacing. Today's units
take up less space, look better, perform faster, are a lot more reliable
and offer most of the basic functions that you are already familiar with.
Features like "Touch Screens"
make it easier to learn and use such equipment. No longer will your
system go down because your master terminal malfunctioned. Advanced systems
today
do not work on that principal any more, giving you less down time and
chaos. Many new systems allow you to split checks, move customers to different
tables, open checks on terminals other than from where they were entered.
I have only brushed on some of the new features.
Purchasing a new P.O.S. system is a major investment. There is an incredible
selection, and choosing the right system can be overwhelming.
PC based systems are economical, very flexible and have lots to offer.
These systems are basically a personal computer that run a "Point of Sales"
software. The PC can be used for many other functions once it is not used
as part of the system, and the software can be changed to suit your needs.
Many PC's are
still DOS based. It is faster but, it is not as intuitive to use. For
ease of use, a Windows based system with a touch screen would "fill the
bill". Knowledge
of PC's is required to make the best choice.
BACK OFFICE SOFTWARE:
Most vendors offer Inventory control, recipe costing software as part of
a
system or as add-on's. There are also many other vendors that offer
software
that can integrate with P.O.S's. This type of software can increase
your profitability by providing you with the tools to lower inventory and
food
cost. Food cost reductions of 3 - 5% are realistic figures. This type
of software
is a must for any serious operation. Having said that, it requires
you to utilize
the information such software provides. It also means that you have
to maintain recipes for your menu items, enter invoices to update recipe
ingredient prices
as well as, taking periodic physical inventory. Just having recipes
on your computer is not enough, they must be integrated in the day to day
operation of your kitchen. If you are not willing to put that effort in,
don't buy it. This is especially true if it is integrated to the P.O.S.
Do your home work and make
sure it is user friendly.
HOW TO DETERMINE WHAT IS RIGHT FOR YOU!
Write down what you really need in terms of features. Keep it simple, also
write down shortcomings your experiencing with your present system,
if you
have one. Most P.O.S vendors and manufacturers focus on a specific
segment
of the industry like fast food, multi unit operations, fine dining
etc. Knowing
this fact will be helpful in narrowing down the suitable systems.
A WORD ABOUT INTEGRATION:
Integration is one aspect to be very cautious with. Some information on
your system is exportable, giving you the flexibility to import that information
to another program. This sounds very good but, in many cases it requires
custom programming to make it work in an acceptable fashion. If you absolutely
need a system that goes from P.O.S to accounting your best bet will be
to purchase a whole system that fulfills your needs.
HELPFULL TIPS:
-
1.)
-
Before you start shopping around, make a list of what you need the system
to do. Also determine what you will not use. The benefits of using a P.O.S
decreases with the number of unneeded options. Don't forget to figure out
how many printers, terminals, credit card verification devices etc. you
need.
-
2.)
-
To make your life easier, only ask for information from vendors who service
your segment of the industry.
-
3.)
-
A good sales rep will be very knowledgeable about his products, features
and the industry. Much can be gained from talking to those people. Be straight
forward with the sales person, when you are in the information gathering
stages, let him/her know. This eliminates a lot of pressure and misunderstandings.
Refer to your list to keep on track. Ask for sample reports of the types
most important to you.
-
4.)
-
Make appointments for a presentation only of the systems you truly consider.
Have a list of questions ready that you need answered. Creating this list
over a period of a week will be much more valuable than one done on the
fly. Include some experienced servers in the presentation, they usually
will provide excellent feedback. Ask questions, this is your best opportunity
to really test a system. Take notes, even if you need to interrupt the
presentation for a few minutes.
-
5.)
-
Get an estimate on the amount of training that will be required. Inquire
how this training will be provided. Not all vendors offer on site training.
Also be aware that training is an important part of implementing a new
system successfully. It is a very wise move to give a key employee extra
training. An in-house expert can train other employees as well as maintain
your system.
-
6.)
-
Find out which add-on's are required to have the system perform to your
needs. This simple step will eliminate many unpleasant surprises. Ask for
a written estimate. It happens often that more memory is required. Find
out!
-
7.)
-
Select the best system for your needs. Just selecting the least expensive
is not a smart choice. Get what really does the best job for you. If it
is too expensive, talk to the sales person. Double check your list, maybe
you lost focus. Many systems are modular, implementing new modules over
time can reduce costs and make implementation easier.
-
8.)
-
Inquire about technical support and service. Many companies will ask you
to purchase a modem. This is not a way to get more money from you, but
a way to serve you better. A modem will allow problem solving from a remote
location.
-
9.)
-
Be prepared for delays.
-
10.)
-
Make sure the system works well. Getting service after installation is
not always prompt.
Following the above steps can really reduce research efforts, stress and
frustration.
Written by Marcel Schoch
Copyright 1996
Your
Next P.O.S
