Billiards club owners who want to switch software usually dread two things: retyping a hundred or so drinks and snacks, and staff fumbling between two systems during the first busy evenings. Most of a club's data can be moved with the Excel files exported from the old software. A billiards club has a few parts that cannot be copied over as they are, though, because table time is not an item on the menu. This article goes through each type of data, the three places where file transfers usually go wrong, and how to choose a cut-over date so the club never has to close for a day.
What data can be moved and what cannot
Old software, KiotViet included, usually lets you export the product, customer and supplier lists to Excel. The club sends those files as they are; if there is no file, fill in the Excel template that Ordersys provides.
| Data | Moved over | Notes for a billiards club |
|---|---|---|
| Products, product groups | Yes | With selling price, cost price, unit and barcode. Old product codes can be kept if the club wants. |
| Table map, areas | Yes | Rebuilt by area and by table type so each table gets the right hourly rate. |
| Customers | Yes | Name, phone number, date of birth and address of regulars and members. |
| Suppliers | Yes | Contact details and tax code of whoever delivers beer, drinks and food. |
| Stock | Yes | Entered as opening stock using the real stock count on the cut-over date. |
| Customer and supplier debts | Yes | Close the balances on the cut-over date before entering them, especially for regulars who run a tab. |
| Individual invoice history | No | Export an archive file from the old software for lookups and tax reconciliation. |
Three places where a billiards club's file transfer goes wrong
- A "table time" line mixed into the product list. Many clubs once created "playing time" as an item so it could be rung up. In Ordersys, table time is calculated from the table type and the rate band, so these lines must be removed from the file. If they are imported, the cashier sees two places to charge time and can easily charge it twice.
- An empty unit column. Files exported from old software often leave the unit blank: cans of beer, bottles of water, fruit plates, none of them say what they are. Fill this in before sending the file, because wrong units throw off both stock receiving and stock counts later.
- Stock figures that are negative or do not match. When a club sells without recording deliveries regularly, the stock in the old software is often negative. Do not import those figures. Count the real stock on the cut-over date and enter that as opening stock, as in the table above.
Rebuild tables, hourly rates and lights before the cut-over date
None of this is in any Excel file, so it is done together with the technician during on-site setup:
- Areas and table types. Pool tables, three-cushion tables, carom tables and VIP rooms are set up as separate types so each type has its own rate. For setting up several table types, see timing several types of billiards tables.
- Rate bands. Write down the hourly rates in use now: weekdays, weekends, peak hours. Set them up again in Ordersys, then work out a few real sessions to see whether the result matches the old way of charging.
- Table lights. If the club uses automatic light switching, configure the light group for each table: opening a table turns its light on, closing the table turns it off.
- Printers and table QR codes. The technician connects the receipt printer and the bar printer, and prints the ordering QR code for each table if the club uses it.
Choosing the cut-over date and running both systems in parallel
The cut-over date should be at least two weeks before the old software expires, on a quiet day, ideally at the start of a month so reports are not split in half. From that date the club sells on Ordersys and keeps the old software for a few days to compare. Each night at shift close, compare three things: the table charges of a few tables against the old way of charging, drink and food sales against the stock you counted, and the debts of regular customers. Once these match for several days in a row, stop using the old software. For detailed checks, see how long to run two systems in parallel and closing the night shift at a billiards club.
Before the cut-over date, staff should practise on the real devices: opening a table, moving a table, adding drinks, checking the running total and taking payment. Once these become routine, busy hours stop being chaotic.
How Ordersys helps a billiards club switch software
Ordersys billiards management software takes the files exported from your old software; data-entry staff move products, customers and suppliers over and send them to the club to check. A technician comes to the club to set up the table map and hourly rates, connect printers and devices, and train staff before the cut-over date. Ordersys charges no implementation fee; the full process is on the switch to Ordersys page. Clubs can try it free for 7 days alongside their current software, or message on Zalo or call 090 750 1000 for advice. To see which files to prepare first, read what to prepare when moving data to new software.
Ordersys times every table automatically, switches table lights, takes drink orders at the table and reports revenue per shift.
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