Retail POS Data Migration Checklist

Move products, customers, suppliers, inventory, and opening balances into new POS and Billing Software without losing the evidence needed to reconcile the first trading day.

Define the migration boundary

• Name the source system, export date, cutover time, and person approving final totals.
• Decide which records move and which remain in a read-only archive.
• Keep the original export unchanged and record its checksum.
• Document mappings for taxes, discounts, units, variants, and balances.

Clean and test representative data

• Remove duplicates only under an approved rule.
• Validate identifiers, barcodes, decimals, dates, and character encoding.
• Test a sample containing both normal and difficult records.
• Confirm long names, zero stock, adjustments, multiple tax rates, and inactive records.

Reconcile the full import

• Compare source and destination counts for every record type.
• Reconcile inventory quantity and value by location.
• Compare customer and supplier opening balances with signed source reports.
• Resolve every rejected row and unexplained difference.

Protect the cutover

• Stop source changes or record every transaction after the final export.
• Back up the destination before and after production import.
• Test sales, returns, receipts, stock movements, and end-of-day reports.
• Set a rollback decision, responsible person, and deadline.

Check the first trading day

• Compare stock, sales, tax, discounts, payments, cash, and closing totals with source evidence.
• Test Offline POS behavior on the actual counter devices and network.
• For Online/Offline POS, verify reconnection and synchronization without duplicates.
• Preserve the export, mapping rules, import log, reconciliation, and approval together.

Posnic is offline-first, open source POS and Billing Software for retail shops and restaurants. Source, releases, and operating documentation are available in the Posnic/POS repository.