Installing a New Computer System
Time For a new computer
Perhaps you installed your first
computer as we did back in the 1980's. It was a traumatic experience
as it was a time there were few people who had already installed
one, and few experiences - good and bad - that we could learn
from.
As we performed update after
update over the next 12 years, the installation of software and
hardware became easier and easier. The questions we asked of the
computer sales people, installers and technicians became more precise.
And as we learned from their answers, we were able to better utilize and
benefit from our system.
If you are still operating on
a computer system that came out before the Pentium series, with
an operating system that predated the original Windows, and printers
that were of the original dot matrix variety, it is probably time
for you to revisit the question
of your computer needs.
Purchasing a new computer system
today can be overwhelming. Let's start with a look at the software
options. You can purchase a system that is generic to the retail
industry as well as systems that are unique to the power equipment
trade - offering features such as serial tracking, warranty billing,
and even reminders for servicing. You can also find systems, both
general retail and power equipment specific, that offer a total
package including inventory, point of sale (POS), accounts receivable
and payable, general ledger, as well as being able to transmit orders
and receive pricing updates.
If you choose to purchase
a software package that is not integrated, determine how you are
going to get the information from one software package to another.
For example, if your system is POS and inventory exclusively, look
to see what format you receive information about inventory on hand.
Are you going to have to take a printout from the inventory software
and then manually enter it into the accounts payable software, and
then again into the general ledger software?
Of
course, the sales representative for a software program will tell
you why the system you purchase from them should or should not
have all of the parts - depending on how their system is configured.
The correct answer to the question remains with you as only you
can determine what components you will utilize. Notice that I
said utilize as compared to need. For many businesses that need
the various components will purchase them only to fail to utilize
them. If you are utilizing an accountant to prepare your monthly
financials, there probably is little need for you to have a software package
that includes general ledger.
Two questions of concern will
be, support in the event you experience a problem, as well as what
hardware configurations their software package operate on. Many
software providers offer a software support package, for a fee,
in which they offer technicians by phone and on line. You will want
to verify the hours of support they offer and the response time,
as well as ask several of their current users how well their support
people work with non-technical people such as yourself. (Hint, try
to find some dealers that are not on the list they offer, just to
make sure you are getting all types of opinions of their software
and software support.)
Some dealers that are computer
savvy will not need to utilize their support services and will do
well by investing that monthly expense elsewhere in their business.
Others will need to be able to grab a phone and make a call to get
help in correcting a problem, especially when your entire system
crashes and you are grabbing for the pencil and paper just to hand
write transactions.
As for the hardware compatibility,
checking with several of the software providers they report that
70% of the purchasers of their systems need to purchase new hardware.
Of course, part of this is due to the fact that many dealers wait
much too late to update their hardware and software. Hardware and
software are very rapidly being updated with faster and more reliable versions.
As an example, while
Windows XP is sold as being compatible with most computers, many
computer technicians will advise against installing XP into what
was the newest computer of only four years ago.
A concern with
any combination of hardware and software will be reliability and
speed. If you experience problems with either, it can be very
frustrating for you and your customers.
Looking at the hardware
side of the equation, ask other dealers using the system what
hardware they are using. Many shop owners in deciding to add POS
to their system are overwhelmed by what they see in a business.
Actually, most POS units are nothing more than a PC that has several "plug
and play" items added to it. These items include, cash receipt
printer, invoice printer, scanner, cash drawer and LED display
to show the customer the amount of purchase.
"Plug and play" items
do exactly what their name implies. When you plug them into the
PC, and then power each of them, the PC quickly detects their
presence and knows what to do. For example with a "plug and
play" cash drawer, the PC will know to trigger the drawer
to open when the enter key is pressed.
Looking further at the
hardware you will want to ask if each of the units you purchase
are networked together. This indicates that the units are sharing
the information about each of the items you stock. When one is
sold over the counter to a customer, or when a service technician
takes the item to use in a repair, the inventory file which is
shared by all of the units is updated so that one POS is not trying
to sell the item that just went off the shelf into a repair.
With
any of the hardware components that are not the traditional "over
the counter" variety, you will want to be sure of how quickly,
easily and affordably, you can get a replacement.
If your business
is using a traditional PC system and one of the machines goes
down, you could go to a local computer store to purchase a replacement
with the necessary configuration. However, if the company that
you purchase the hardware system from tells you they build their
own systems, you will definitely want to know how quickly, and
at what expense they can get you a replacement part or unit.
There is also the question of
what you can do with your system if the hardware and software vendor
goes out of business. Will you be able to get help by locating another
company? Or will you be forced to start all over?
Answering these
questions to your satisfaction can go a long way toward allowing
you to concentrate on the true reason you purchased a computer
which is to manage your business and increase profits. Businesses
that have the highest sales per square foot, the highest average
sales ticket, and the greatest return on their investment do not
do so by accident.
They have accomplished this
because that have learned how to maximize the profitability by way
of the information they receive from their computers. Is it time
for a new computer for your business?
