Price

EPoS systems represent a significant investment, even more so if you are planning on doing a multi system installation. As a buyer while price is very important, don't buy a system solely on price. You need to consider whether a particular system meets your needs, whether the you are happy making sacrifices on the quality of the components and whether the supplier can afford to provide you the level of support you need. Will the supplier you are dealing with still be there in 2 years? There are many horror stories on business forums of companies who were ostensibly the cheapest but who quickly went out of business, ask what would happen if they ceased trading. You want to ensure that your EPoS partner is still there when you need them. Also consider that paying a little more for a system that does exactly what you require, solves the challenges your business faces and that saves time and makes you money will have no trouble paying for itself. It's not uncommon to have paid for your EPoS system in under a couple of years in increased profit.

Features

Be clear about what you need and what areas of your business you want your EPoS system to assist with. What aspects of your business can your EPoS system help with? What new functionality (e.g. web sales) do you want to be able to handle now or in the future? The software functionality will determine what you can and can't do. So it's best to be clear about what you want before you start, to help with this we have produced some generic checklists (which can be downloaded on the left). It's also during this stage that you can determine how much customisation you need for your particular business. When speaking to EPoS suppliers be conscious of whether they are taking the time to understand your business and your needs. You are looking for a long term partner - if they are not listening to you, then it should be ringing alarm bells. No two businesses are run in exactly the same way; only by taking the time to understand your business can a vendor hope to provide you the perfect solution.

Support

The support provided with your EPoS system needs to match your needs. Be honest about your potential needs, do you really need 7 days a week support? Chances are you will need more support in the first few weeks of installing a new system and then it will tail off. Can your chosen supplier be flexible with support? Can they provide on-site 'hand holding' if required? Will they accept out of hours calls in an emergency? Can you raise non urgent calls out of hours via email or some web based portal? Be clear about what is and what isn't included in your support contract and how flexible the supplier can be to fit in with your business. This is even more vital when you purchase software from one supplier and EPoS hardware from another. What you don't want is to sit in the middle of 2 suppliers - each of whom blames the other. This is a great argument from buying everything from one supplier.

Demonstration

While it's tempting to go along to an industry trade show and just 'pick up' an EPoS system, it's not the most considered way to buy. Similarly, looking at a nice glossy brochure may appear to be all you need to choose a system. There have been plenty of purchases made on this basis that have later been regretted (or which have undelivered). Aside from the financial investment, your EPoS system is likely to be an integral part of your business. As a buyer, you need to invest your time in the process. Although a demonstration is important so that you can see how the software or equipment performs, its more important to understand how the system will fit into your business, this unlikely this is something you can do in 10 minutes, think several hours. Its common practice in the industry to demonstrate touch and back office software independently of hardware (usually on a laptop) as in the main this type software is to a large degree hardware agnostic; the hardware choice is down to performance, look and even colour!. If your intended system is a package or ECR system then again its not uncommon to 'buy' these types of system of required functionality, however, this makes it more important to have a list of all the functions you require and make sure that the supplier confirms that these are avaialble. Ask questions applicable to your business, a good supplier will be a mine of information which you can use to make a more considered choice, in fact a good supplier will come up with suggestions about your business and will come across as a potential business partner rather than a potential supplier. All reputable suppliers will already be thinking about your upgrade path and what systems you may need in the future as your business grows, don't be afraid to ask their thoughts on this and even agree a stratergy for the future (e.g. products, upgrade trade in, etc.)

How To Choose A System?

When it comes to choosing a new EPoS system or replacing an existing one, there are a number of factors to take into consideration, not just the one of cost. Consider what parts of the system are absolutely necessary for your business and what parts you can compromise on. Consider the suppliers level of support, whether they have experience and understand your particular retail sector. Be realistic about your budget and expectations: there are many horror stories on business forums where an EPoS system was bought on price but failed to meet the clients business requirements thus quickly turning out to be a waste of money. Consider what challenges your business faces and if the proposed system and more importantly, your chosen supplier will meet them. As a buyer, be prepared to invest your time in the process of choosing a system, rather than have a specific system in mind, build a list of requirements and their importance to your business.

Our Top Ten Tips....

1. Don't under estimate the effort required to get your system right from day 1
2. Make sure you can work with your supplier, buying a system is more about people than computers.....
3. Be realistic about training, if it's days of training then the systems probably too complex or badly designed.
4. Make sure you and your supplier understand your business requirements and terminology
5. Agree a realistic timescale for the system implimentation
6. Schedule a follow up visit after go-live to discuss any issues and their resolution
7. Don't try to get too complex with your pricing for 'meal deals' it will be a nightmare to manage
8. Don't pay for your system upfront, agree a staged payment profile (usually 50% deposit, 25% on installation and the last 25% after go-live)
9. Make all your prices end in 9 or 5 so that the cash drawer needs to be opened for every sale
10. If you think you may have a security issue, consider investing in a CCTV system
11. Never run with scissors!