Cloud-based point of sale (POS) or cloud POS is a type of POS system where data such as sales and inventory information is not stored locally. Instead it is stored in a remote server. The POS system is run remotely from these servers. With more and more business realizing the benefits of modern POS systems, cloud POS is having quite an impact in retail and restaurant environments.
In this post we first address why big business should transition to cloud POS and then provide you with clear, actionable steps on how to make the migration.
Why Cloud POS?
For enterprise level businesses it is important to keep up with the latest technology developments. Not doing so could mean letting competitors innovate before you as well as running the risk of not meeting evolving customer expectations.
Don’t overlook your POS when thinking about technology upgrades, especially when it comes to moving to a cloud POS. Without a cloud POS you are missing out on key data collection and aggregation which can inform business operations and give you key information collected across multiple locations.
But beyond big data cloud POS will help you in a myriad of ways, including but not limited to;
• the ability to seamlessly handle back-end processes from payments to inventory
• creating a hassle-free and smooth process for updating and maintaining your POS
• reduced costs in the long run
Your concerns or hesitations may revolve around whether the cloud can be trusted with your data. Know this: it can. With the cloud’s servers being hosted in remote locations with many backups, data is housed more safely and is easier to recover if anything should happen.
With cloud POS you also get integrated data. This means that your managers or head office can automatically sync sales, payments, CRM, inventory and payroll data with your accounting software. The result is a clear picture of sales patterns and money flow throughout your business. This increases operational efficiencies and improves business decisions.
Remember with apps if the internet goes down then so does your business with very little you can do about it. Again with the right provider you also don’t have to worry about losing valuable business due to your internet being down. A cloud based POS like Vexilor is designed to stay running even if your internet goes down suddenly, eliminating the chances of loss of sales. Vexilor comes with a VHub which is a local server placed at each of your locations. It compiles and stores data from the POS tablets and then synchronizes with our remote host ‘cloud’ in real-time via the internet and even working when the internet is down.
You don’t need to be left behind. Read here to find out what steps your big business should take to move to cloud POS.
Pick the Right POS Provider
This may sound simple, but it is easy to overlook. You have to not only pick the right POS provider, you have to pick the right POS provider for you and your business. Don’t just choose the POS company with the nicest sales manager or best website. Instead first narrow it down to a few front runners from your initial list by considering their integration with your current systems, their overall capabilities and your company’s needs.
A tip is to firstly decide what elements of the old POS system you both disliked and liked and then see if the new cloud POS eliminates your dislikes and includes your wants. Also be upfront about your needs and provide potential providers with a list of your requirements. A reputable and experienced cloud POS provider will supply you with proposals, demos and references from current clients.
One key thing to look out for is a provider who will contribute to the migration process from your old POS to your advanced cloud POS continuously, acting as a partner in your success and not abandoning you after providing you with some hardware and software.
Through using someone with experience like Givex you benefit from their collective knowledge and gain insight into the entire process of installing and using your new POS to its maximum potential.
A big part of being organized when migrating from one POS to another is to be knowledgeable. Know what information your new POS company will need ahead of time and inform your key personnel who will be working on the transition on how much time they will need to dedicate to the migration and when.
A simple tip when migrating to a cloud POS is to have your entire inventory and customer information recorded and send this to your new POS provider. This may be a lot of work and information but it is good to have this valuable information recorded somewhere other than your older, legacy POS.
Also have your location managers inform floor staff of the transition and ask your POS provider for guidance on how to train them on using the new cloud POS system. It is important that your staff not be caught unawares a few days before the migration and not know how to process orders when customers and patrons come in. Make sure you have a training guide or process in place.
For an experienced cloud POS provider your account setup will be quick and simple. Expect to have your locations set up shop information, employees and their access rights, vendor information, sales tax and payment types. Let your cloud POS provider know what information you want to glean from reports eventually – remember the better organized you are in the beginning the easier it will be for your operations in the future.
Bring Everyone to the Table
Do not think that your POS migration is the sole domain of your new POS company. Your provider should definitely be experts in the area of cloud POS, but they will need to be in touch with other key stakeholders in the process.
Firstly find out if the new cloud POS works with your brand’s credit card processor. If your new cloud POS doesn’t work with your credit card processor know that this will add time and cost to the migration project.
Also find out if the different vendors involved (such as your accounting system provider etc) are willing to work together to ensure a smooth transition for you. ‘Future-proof’ your migration by knowing ahead of time what integrations needs to happen from business intelligence systems, payroll providers, online ordering etc. Expect your different vendors, including your cloud POS provider to be open to work together to build and end-to-end solution which works for your unique business operation.
Givex is willing to work with multiple parties to ensure a seamless transition to Vexilor POS.
All this doesn’t have to be costly and in-fact with a cloud POS platform like Vexilor (which seamlessly integrates gift card and loyalty and mobile wallet) which gives you free software upgrades you will even save money by leaving your traditional POS system.
Remember having a cloud POS like Vexilor modernizes the way you do business.