How ROBOTILL Simplifies Inventory and Sales Management

Migrating to ROBOTILL: Step-by-Step Checklist for a Smooth TransitionMigrating your point-of-sale (POS) system is a critical project that affects daily operations, inventory integrity, sales reporting, and customer experience. ROBOTILL is a popular choice for retailers and hospitality businesses because it’s feature-rich, affordable, and flexible. This guide gives a comprehensive, step-by-step checklist to help you plan, prepare, execute, and validate a smooth migration to ROBOTILL with minimal downtime and risk.

Before you begin: key considerations

• Assess current systems and requirements. Identify what you use today (POS software, hardware, payment processors, barcode scanners, printers, scales, kitchen printers, cash drawers) and which features you need in ROBOTILL (inventory management, multi-store support, loyalty, supplier ordering, table service, integrated payments).
• Data quality matters. Clean and standardize product SKUs, supplier codes, pricing tiers, tax settings, and customer records before migration.
• Plan for downtime and staff training. Schedule migration during low-traffic hours, and prepare training sessions and quick reference materials.
• Backups and rollback plan. Make complete backups of your current POS database and configuration. Have a rollback plan in case critical issues appear.

Phase 1 — Planning

1. Project scope and timeline

   • Define the scope: number of terminals, locations, peripheral devices, and integrations to move.
   • Create a timeline with milestones: data export, hardware testing, software installation, staff training, go-live, and post-go-live support.

2. Stakeholders and responsibilities

   • Assign roles: project manager, IT lead, inventory lead, finance lead, floor manager, and vendor/technical contact for ROBOTILL.
   • Schedule regular check-ins during the migration window.

3. Inventory and product catalog audit

   • Remove obsolete items and consolidate duplicate SKUs.
   • Standardize naming, categories, units of measure, and cost/retail prices.
   • Capture BOMs (recipes) if you run a food service operation.

4. Payment provider and card terminal compatibility

   • Verify that your payment gateway or terminal integrates with ROBOTILL (including EMV and contactless).
   • If needed, schedule terminal reprogramming with your payment provider.

Phase 2 — Preparation

1. Backup existing systems

   • Export your current POS database, sales history (at least last 12 months), supplier and product lists, and customer data.
   • Store backups securely off-site or in cloud storage.

2. Obtain and verify hardware

   • Confirm that PCs, POS terminals, receipt printers, barcode scanners, customer displays, scales, and cash drawers are compatible.
   • Test network reliability and bandwidth for multi-terminal or multi-site setups.
   • Label cables and hardware to avoid confusion during installation.

3. Gather data files for import

   • Prepare CSV or Excel files for products, customers, suppliers, price lists, and tax codes in ROBOTILL’s required format.
   • Ensure SKU uniqueness and correct field formatting (prices, decimal separators, date formats).

4. Configure tax and accounting settings

   • Set up tax rates, rounding rules, fiscal settings, and invoice numbering to match local regulations.
   • Coordinate with your accountant for mapping ROBOTILL’s accounting exports to your ledger.

5. Create a test environment

   • Install ROBOTILL on a spare terminal or VM and perform a dry run using sample data.
   • Validate imports, sales flows, discounts, returns, and reports.

Phase 3 — Data Migration

1. Import product and inventory data

   • Import products first, then stock levels. Verify item descriptions, SKU, barcode, price tiers, and tax classes.
   • If migrating multiple stores, ensure location-specific stock quantities are assigned correctly.

2. Import customers, suppliers, and staff

   • Import loyalty balances or customer credit only when you’ve validated formats and duplicates.
   • Set up user accounts with appropriate permissions and PINs or passwords for POS staff.

3. Migrate pricing structures and promotions

   • Recreate price tiers, customer-specific pricing, and active promotions.
   • Test discount stacking rules and automatic promotions.

4. Transfer historical sales data (optional)

   • Decide whether to import historical sales into ROBOTILL or keep archives on the old system. If importing, map dates, transaction numbers, and payment methods carefully.
   • Validate key reports (daily sales, VAT/Tax summaries) after import.

5. Verify payment and tender types

   • Create cash, card, voucher, and gift card tender types.
   • If using integrated EFTPOS, run authorization tests and reconcile with payment provider.

Phase 4 — Hardware & Peripheral Setup

1. Install and configure printers and cash drawers

   • Assign receipt printers to terminals and configure paper sizes, footer text, and logo images.
   • Set up automatic cash drawer opening on receipt print or tender cash events.

2. Barcode scanners and scale integration

   • Test barcode scanning for all item types (standard barcodes, PLUs, weighed items from scales).
   • Program scale PLUs and ensure weight-to-price calculations are correct.

3. Kitchen printers/kitchen display systems (KDS)

   • Configure routing rules so ticket items print to correct kitchen stations.
   • Test modifiers, order hold, and order splitting.

4. Customer displays and POS monitors

   • Configure customer-facing display content (item, price, total) and troubleshoot font sizes and character encoding.

5. Networking and syncing for multi-site

   • Confirm synchronization schedules for central database, stock transfers, and reporting.
   • Test offline mode behavior (how terminals operate when connection to server is lost).

Phase 5 — Training & Documentation

1. Train super-users first

   • Provide in-depth sessions to managers and power users covering back-office, stocktakes, supplier orders, returns, and reports.
   • Create troubleshooting checklists for common issues.

2. Train floor staff

   • Focus on sales workflows: fast item entry, barcodes, split bills, refunds, discounts, and loyalty redemption.
   • Use role-play scenarios: rush hour, partial refunds, voided transactions, no-stock items.

3. Create quick reference guides

   • One-page cheat sheets for common tasks and error messages.
   • Keep digital copies accessible on-site.

4. Schedule refresher sessions

   • Plan short follow-ups at 24–48 hours and one week after go-live.

Phase 6 — Go-Live

1. Final pre-launch checks (day before)

   • Confirm backups, power backups (UPS), printer paper, cash floats, updated price lists, and staff readiness.
   • Re-run critical test transactions and closing/summary reports.

2. Soft launch vs full cutover

   • Consider a soft launch (one terminal or reduced hours) to catch issues without affecting all customers.
   • If full cutover, ensure on-site vendor/technical support is available.

3. Monitor transactions and reconcile

   • Monitor sales, payment authorizations, and cash counts in real time.
   • Reconcile first day’s takings closely with payment provider and bank deposits.

4. Immediate post-launch support

   • Keep super-users and vendor contacts reachable for quick fixes.
   • Log issues, assign priority, and track resolution.

Phase 7 — Post-Go-Live Validation & Optimization

1. Reconcile reports and accounting

   • Verify daily sales summaries, VAT/Tax reports, and payment provider settlements match expected values.
   • Export accounting data and confirm mapping to your finance software.

2. Inventory validation and stocktakes

   • Run a full stocktake within the first week to confirm opening balances and shrinkage.
   • Adjust reorder points and lead times based on initial usage patterns.

3. Review performance and workflows

   • Collect staff feedback on speed, UI, and missing features.
   • Tune POS screens, hotkeys, and menu structures for faster service.

4. Fix and document recurring issues

   • Update internal docs with solutions to problems discovered during go-live.
   • Schedule any deferred integrations or automation (e.g., supplier EDI, advanced loyalty features).

Common Pitfalls and How to Avoid Them

• Bad data imports: test imports in a sandbox, clean datasets, and validate key fields.
• Forgotten peripheral quirks: label and test each device; don’t assume universal compatibility.
• Insufficient training: invest time in hands-on practice; give staff shortcuts and cheat sheets.
• Skipping backups: always keep full backups and a rollback plan.
• Timing the migration poorly: avoid peak sales periods; plan for slow hours or overnight cutover.

Quick Checklist (Condensed)

• Backup current system and export data.
• Audit and clean product SKUs, pricing, and tax settings.
• Verify hardware compatibility and network reliability.
• Prepare CSV/XLS files for ROBOTILL imports (products, customers, suppliers).
• Configure taxes, payment providers, and tenders.
• Set up and test peripherals: printers, scanners, scales, KDS.
• Train super-users and staff; create cheat sheets.
• Soft launch during low-traffic time; monitor and reconcile closely.
• Run stocktake and reconcile reports after go-live.
• Iterate: fix issues, optimize workflows, and document solutions.

Migrating to ROBOTILL can streamline operations and improve control over inventory and sales, but success depends on careful planning, clean data, hardware testing, and thorough staff training. With this checklist you’ll reduce surprises and make the transition as smooth as possible.