Point of Sale (POS) Systems: Multiple Stores and Central Management Systems

Selecting point of sale (POS) systems for restaurants, retail stores, salons, entertainment, and hotels/resorts with multiple store locations or application types can be a difficult task when presented with all the apparent options available. I emphasize the word “apparent” because in reality the options are very few.

Even when opening a retail location, if your intention is to expand and grow with other stores opening in the same city, different states, or on multiple continents, the right point of sale selection decision is now important. Think of your new business as you would a growing child. When you buy your child a new pair of shoes, you don’t want to get a pair that’s the exact size, but you want them to have room to grow so you don’t have to go back to the store for new shoes every few minutes. week until they are adults.

Selecting the right point of sale (POS) system now will ensure you have a system that won’t need to be replaced soon, will help you grow by providing the information and data needed for short-term and long-term planning, and ensures you won’t need to look for alternatives as you expand your business.

When it comes to multiple locations, or mixed use for retail POS and restaurant POS integrated into a single management system, by making the right POS selection now, you could save tens of thousands of dollars later. But very few point of sale systems include a software program for multiple store type and location application capabilities.

Look for a system designed for cruise and hotel/resort applications. Due to the unique needs of the point of sale application, including the central management and administration of various types of stores, such as restaurants, retail gift shops, and services such as boat rentals or salon/spa on the same property, the system works inherently in all of these applications with a single point of management and data sharing within one software package.

Why is a single POS software with the power to operate and manage more than one type of business important? Because, without this capability, you will need to use separate software programs, separately managed, and without seamless integration of users, inventory, time and payroll, reporting, etc. Instead of a true central management capability, you’ll find yourself managing and making changes to multiple software applications for each business location. Again, most Point of Sale options will require you to specify whether you want the restaurant version, retail version, or lounge version, etc. if they have options and that’s what you get.

What is “true multi-site central administration”? Most point of sale companies will say that you can manage your multiple store locations from one central office or store. But rest assured, most of these do not offer true multi-site central management capability, which includes a shared central database connected to each store via a real-time secure VPN (Virtual Private Network) or Internet connection. Instead, they offer standard remote desktop or file management capabilities that are great for troubleshooting a system problem, but not as a central management system. Make sure the system has a true multi-site central management capability known as a (HOM) or Central Office Module.

So enough of “why”, let’s get to the how! Eliminating point-of-sale system options that won’t meet your current or future operational needs is a relatively simple task when you know the basic metrics for judging a system. We’ve already touched on a few of them, and here’s a full list of questions you can ask to cut the fray:

1. The platform and “database” design must be secure, robust and reliable.

has. What type of database does the system use? If the answer is something other than a SQL or MSQL database, run and don’t walk to the nearest exit or plan to stay up at night with nightmares about POS crashes during the Friday night rush .

b. Does the system use a single database or multiple databases? The system must have a central database. Some exceptions may apply.

2. The methodology behind the “core management” capability. Remember, you need to know if the system actually has remote administration capabilities, or if the provider only offers remote desktop or file access. There is a big difference.

has. Can I manage and administer my store or multiple store locations from one or more external locations? Most will say yes, but that’s like asking someone if the used one you want to buy has an automatic transmission. The answer may be yes, but that doesn’t mean it works well in reverse.

b. How is remote management done? Do I use a remote desktop tool to access the store computer, or do I use my Back Office administration program on my external computer with integration to a central database? At this point, you have totally impressed the vendor with your technical knowledge and may not be able to answer your question. Wait for the answer before selecting this or any other system because this question is at the heart of any low budget Point of Sale system that will not grow with your business.

3. Use one main software program for any type or combination of business applications, including restaurant, retail, salon/spa, rental, hotel/resort, entertainment, etc. Be very direct and specific when describing your expectations.

has. I want a single software program installed on a computer that provides point of sale and management functionality for restaurant, retail, salon/spa, hotel, etc. Do you have that ability from a single program? This is what separates the big dogs from the miniature poodles. If you now have or think you will have a future need to operate and manage multiple types of businesses from one location, very few can meet this requirement.

Okay, so you don’t see yourself as a business that needs all those fancy point-of-sale capabilities. You say, “I’m just a small business person trying to run a sandwich shop, and I only plan on selling sandwiches, so why bother with all this?” First, keep in mind that at one time a small sandwich shop operator had a side store called Subway, another called McDonald’s, and others started as a small business like you with a single business like selling freshly brewed gourmet coffee and eventually discovered that they offered as many retail products as food in their stores.

The strengths and capabilities of a point of sale system are just as relevant in a small single store and one use application as they are in a large multiple store, one use franchise or enterprise. If a system demonstrates the ability to operate and manage well in these larger multi-store or mixed-type business applications, it will certainly perform and serve you better in a small single store operation.

So now that you are better informed and have the basic knowledge required to select a great POS system instead of just another POS, you can start turning the heads of all those POS vendors knocking on your door and learn how. choose a system for current and future business needs.