Switchover Checklist for Printing

The short version of the switchover guide, to tick off.

To fill in on screen

Download the checklist as a fillable PDF — with checkboxes and fields for serial numbers and IP addresses.

Not tax advice

The notes on reporting obligations and retention periods are meant as guidance and do not replace tax advice.

Four weeks before

• Set a closed day for the switchover, preferably the start of a month or quarter, not directly before a weekend
• Inform the tax advisor about the planned date
• Plan a buffer day afterwards in your own schedule
• Apply to the network operator for ZVT activation for the payment terminal
• Gather the terminal ID, merchant ID and hotline number of the network operator
• Clarify the type of TSE: USB stick (can be adopted) or cloud TSE (cannot be adopted — new TSE required)
• Ask the current provider for the remaining TSE term
• If the remaining term is not enough: order a new TSE now
• Request the TSE PINs (admin PIN, admin PUK, time admin PIN) from the current provider
• If the current provider does not hand over the PINs: order a new TSE now
• Test the BIOS password on the existing POS computer
• If the BIOS password is unknown: contact the specialist dealer or manufacturer to reset it
• Determine the remaining term and notice period of the old POS contract — do not cancel yet
• Check the receipt printer: model, connection, paper width (58 or 80 mm)
• Check the customer display: present, reusable
• Check the barcode scanner: present, connection type
• Check the scale: present, connection type
• Check the network sockets at the planned POS location
• Check Wi-Fi coverage in the dining area
• Check power sockets at every device location
• Check the uninterruptible power supply (UPS) for the POS computer and TSE
• Have a USB stick of 2 GB or more ready for the installation medium
• Have a USB hard drive of 1 TB or more ready for backing up the old system
• Have a wired USB keyboard ready

One to two weeks before

• Select the matching old system in the setup wizard under "Where does your data come from?"
• For ready2order: use the direct import (no DSFinV-K export needed)
• For orderbird, Vectron or another system: generate the DSFinV-K export — choose the period as long as possible
• If you only have an Excel/CSV list: import articles directly from the spreadsheet
• After the import: spot-check prices (the most frequently used selling price is adopted in each case)
• Back up the customer list manually
• Back up open invoices manually
• Back up remaining voucher values manually
• Back up customer credit and points manually
• Back up stock levels manually
• Back up staff with PINs manually
• Take a photo of the table plan
• Back up the receipt layout and logo
• Back up the allergen list
• Have the TSE PINs (admin PIN, admin PUK, time admin PIN) ready for installation day — if adopting the existing TSE
• Have the ELSTER certificate and its password ready (for the electronic cash register report)
• Have the terminal ID and merchant ID of the card terminal ready
• Have the network operator's hotline number ready
• Have the Wi-Fi password ready
• Have router access ready
• Register with DiKAS, choose the plan and number of device seats
• Maintain the company master data: tax number, logo, receipt footer text, bank details
• Run the import from the old system and rework the articles (cross-check prices, add side dishes and variants, recreate deposit and voucher articles)
• Plan the printer assignment: which printer gets which article groups
• Create staff with roles and PINs
• Set up tables and areas to match the dining area
• Train staff one to two hours before the actual switchover day — not only on the day itself

The day before

• Perform the last end-of-day report in the old system as usual
• Only then generate the final DSFinV-K export
• Take photos of the cabling before anything is dismantled

Installation day

• Turn off Secure Boot in the BIOS
• Turn off Fast Boot in the BIOS
• Set the SATA mode to AHCI (not RAID)
• Set the behavior after power loss to "power on"
• Set the time and date correctly in the BIOS
• Download the current DiKAS installation image (ISO) and write it to the USB stick
• Restart the POS computer and select the USB stick in the boot menu
• Try DiKAS in the demo: check the touchscreen and calibrate if needed, check the screen orientation
• Back up the entire old system to the USB hard drive, label it clearly (business, date) and store it safely
• Select the internal drive of the POS computer as the installation target — not the USB hard drive with the old-system backup
• Set up the network and assign a fixed IP address
• Activate the license
• Create the receipt printer in DiKAS and assign a fixed IP address
• Perform a test print: check umlauts and paper width
• Check the logo on the receipt
• Check the cash drawer on the kick port of the receipt printer (RJ11 cable)
• Assign the kitchen printer to the matching article groups and run through a complete test order
• Connect the payment terminal to the network and assign a fixed IP address
• Create the terminal in DiKAS and establish the connection
• Make a test payment of 1 euro and void it afterwards
• Check the cash-up directly on the terminal
• With an adopted TSE: have the PINs ready and call DiKAS support — do not try it yourself, three failed attempts in a row lock the TSE permanently
• Check the TSE time
• Make the first booking and verify that it was signed
• Submit the deregistration of the old POS system to the tax office — within one month
• Submit the registration of the new POS to the tax office — within one month
• With a new TSE (not adopted): additionally report the old TSE as decommissioned to the tax office and keep it for eight years (§ 147 para. 3 AO)
• Second POS and operator terminals: install the DiKAS app, choose "Connect client to server", log in
• Tablets and phones: install the DiKAS app, choose "Connect client to server", log in
• Kitchen monitor: open the browser, enter the address of the POS, log in

Acceptance and afterwards

• Cash payment with change
• Card payment via the terminal
• Void a booking
• Invoice to a company
• Order appears on the kitchen printer
• End-of-day report (Z-report)
• The DSFinV-K export can be generated
• Keep the old-system backup and the last export for eight years (§ 147 para. 3 AO) — readable and in a second location separate from the POS computer
• Only now, after passing the acceptance test, cancel the old POS contract in writing
• Keep the cancellation confirmation and the last invoice from the old provider
• Set up the DATEV export: ask the tax advisor for the consultant number, client number, account length and chart of accounts
• At the first monthly handover, check that the export arrives at the firm and can be imported there
• Invite the firm to the customer portal
• Add the system change to the procedural documentation: date, old and new POS system, TSE adopted or newly commissioned
• Check the POS's internet connection — the backup runs automatically via the DiKAS cloud
• After one week: adjust the key layout to the articles actually sold most
• After one week: create frequently ordered articles as favorites
• After one week: collect feedback from staff

For notes

Item	Entry
TSE serial number
TSE admin PIN
TSE admin PUK
TSE time admin PIN
IP address of the POS
IP address receipt printer
IP address kitchen printer
IP address payment terminal
Terminal ID
Merchant ID
Wi-Fi name
Date of acceptance

Keep safe

This sheet contains access credentials — do not leave it lying openly at the POS.