How to Switch Your POS System

Guide to switching your point-of-sale system. Product migration, EFTPOS re-pairing, gift card obligations, and minimising downtime.

Estimated time: 4-8 hoursDifficulty: Hard
What this guide coversThis guide walks you through every stage of this migration for Australian businesses. You will learn what data transfers automatically, what requires manual import via CSV, and how to handle AU-specific requirements like BAS reporting periods, STP finalisation and bank feed reconnection.

What Transfers & What Doesn’t

Not everything moves across automatically. Use this table to plan your migration scope.

Data TypeAuto Transfer?Notes
Product CataloguePartialExport CSV from old POS — reformat for new system's import template
Customer DatabasePartialCSV export — check Privacy Act compliance for data handling during transfer
Sales HistoryNoExport reports for tax records — historical sales won't import to new POS
Gift Cards & Store CreditNoManually recreate outstanding balances — legal obligation to honour them
Loyalty Program PointsNoExport member balances and recreate — communicate changes to customers
EFTPOS Terminal PairingNoRe-pair terminals or swap hardware — contact payment provider for new TIDs
Tax Rates & GST CodesNoConfigure AU GST (10%) and GST-free categories in new system
Accounting IntegrationNoReconnect to Xero/MYOB — map revenue accounts and payment methods

Step-by-Step Migration Guide

  1. Step 1

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  2. Step 2

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  3. Step 3

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  4. Step 4

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  5. Step 5

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  6. Step 6

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  7. Step 7

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  8. Step 8

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  9. Step 9

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  10. Step 10

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

Pre-Migration Checklist

  • Reconcile all bank accounts up to the conversion date
  • Lodge all outstanding BAS and IAS returns
  • Finalise and lodge STP report for the current pay period
  • Export key reports (P&L, Balance Sheet, Trial Balance) as PDFs
  • Back up your data to an external drive and cloud storage
  • Notify your BAS agent or bookkeeper about the planned switch date
Caution: Mid-Year Migration & STP ImplicationsSwitching software mid-financial year introduces risk around Single Touch Payroll (STP) reporting. If you migrate between 1 Jul and 30 Jun, you must finalise an STP event in your old system before cutting over, then lodge a “Year to Date” event in the new system with carried-forward figures.