Change your POS with a plan for menus, records and people.

Keep an inventory of what must be retained

List the menu, prices, invoice configuration, business details and records you need from the current setup. Identify which exports are available and who can authorise access. Keep required historical records available according to your business and professional advice.

Do not assume all old sales, customer data or settings can be imported automatically. Share a representative, appropriately redacted sample and confirm the supported migration process before deciding on a changeover date. Keep original exports intact while testing copies.

Rehearse the new workflow before service

Build a small sample menu first. Test a normal order, a second round, a changed item and a cancellation from the counter or captain phone through to the kitchen and bill. Use your real printer and devices wherever possible.

Have the staff who will run the first shift perform the test. Record unresolved questions in the demo scorecard. If the kitchen cannot distinguish a new order from an update, resolve that before expanding the test or moving to live service.

Match portions and prices one row at a time

Use the menu reconciliation worksheet below to compare the approved old menu with the proposed new menu. Record an old item reference, a new item reference, the portion and both prices. Mark retired dishes explicitly. Two items with similar names should not be merged merely because they sit next to each other in an export.

Consider a fictional training menu: regular biryani is ₹180 and large biryani is ₹240. One regular and two large portions should have an item subtotal of ₹660. If the large portion was accidentally assigned the regular price, the subtotal becomes ₹540: a ₹120 difference. This exercise checks item mapping and arithmetic only; it does not calculate a final tax invoice or represent a real restaurant's prices.

Correct the mapping, repeat the same order and check the kitchen names as well as the amount. A correct total does not prove the cook can distinguish regular from large. Have a second person review the approved menu before sign-off. The worksheet is a manual planning document, not an import file for either system. The Excel version has 20 blank input rows, calculated price differences and a separate worked example. Enter both item references, names with portions and numeric prices. A Price matches result checks amounts only: record the kitchen check and reviewer before approving a mapping. The CSV version remains available for a simple manual comparison.

Catch two price errors that cancel each other out

Keep the same training order: one regular biryani at Rs.180 and two large portions at Rs.240. Now deliberately test a copied menu where the regular price is Rs.200 and the large price is Rs.230. The order still totals Rs.660: 200 + 2 x 230. A comparison of the order total alone would miss both wrong prices. These are fictional test amounts before any separately configured adjustments.

Compare each mapped item reference, portion and unit price against the approved menu. The regular line is Rs.20 too high; each large portion is Rs.10 too low. Their effects cancel for this particular basket, but a guest buying only a regular portion would see the wrong amount. Two errors balancing does not make either mapping acceptable.

Retest individual items as well as the mixed order

After the authorised correction, test one regular portion alone at Rs.180, one large portion alone at Rs.240 and the original mixed order at Rs.660. Match each selected item to its kitchen name and portion. Keep the item references in the reconciliation record so two similarly named entries are not accidentally treated as one.

Record which menu rows changed, who checked them and the new observed results. A corrected spreadsheet does not establish that the installed menu has changed: reopen the actual sale screen through the supported procedure and run the checks there. Keep the original export and approved menu for comparison. Do not change historical sales to make the old and new catalogues look identical.

Rehearse three different records at the switch

Use the following fictional records in a supervised exercise. The references are labels for the rehearsal, not a required invoice-number format. The restaurant’s changeover owner should establish which system remains responsible for each order and how staff will complete it through the supported process. Choosing one system for new orders does not make unfinished work in the old system disappear.

Record the last old order and first new order

Agree a switch time and a named person who can authorise the start. Record the last new order accepted in the old system, the first new order accepted in the new system and any older orders that remain open. Keep the two sets of references distinguishable in the handover. This is a staff-control record, not a recommendation to alter invoice numbering or historical sales.

Have the next cashier explain how they would locate T31, confirm the paid status of P18 and find N1. Have the kitchen operator do the same for preparation and collection. Resolve any ambiguity before the live switch. If continuing an old order is not supported by the agreed setup, ask the supplier and the person responsible for your records to establish the completion procedure before opening the new system for service.

Resolve open orders at the changeover boundary

List every open table and uncollected parcel before switching systems. For each, record which system holds the order, its payment status and the person responsible for completing it. An order already being prepared needs a clear kitchen handoff; entering it again can create a second preparation request.

Agree whether existing orders will finish in the old system before new orders start in the new one, or whether your supplier has a demonstrated transfer procedure. Do not assume open bills, advance payments or historical invoice references transfer automatically. Reconcile the boundary with your cashier and business adviser, including how old receipts will be found later.

Agree the changeover and fallback

Choose a time outside the busiest service and make responsibility explicit: who checks the final menu, who verifies hardware, who keeps access to old records and who decides whether the launch can proceed. Avoid entering the same real sale into two systems without a controlled business procedure.

Discuss the recovery plan before the change. If a critical test fails, staff should know who to contact and how the restaurant will continue. DeccanPro's setup fee is zero under the flat annual software offer; the planning discussion still needs to confirm your actual migration and equipment requirements.