--- title: "How to Move from Excel and Notebooks to a POS System in Kenya | Qyvea" url: https://qyvea.co.ke/how-to-move-from-excel-to-a-pos-kenya description: "A step-by-step plan for moving from Excel or notebooks to a POS in Kenya: clean product list, opening stock, parallel run, training and go-live." updated: 2026-10-17 --- > Markdown copy of https://qyvea.co.ke/how-to-move-from-excel-to-a-pos-kenya for AI assistants. Prices and stock change; check the live page. 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Every typed price is a chance for a mistake, and every mistake is money. Read on: it takes a few minutes and could save you a lot more than that. **In this guide you will see:** - Clean the product list first. - Count opening stock on a quiet day. - Pick a cut-over date and train beforehand. Quick answer To move from Excel or a notebook to a POS, clean your product list (name, price, cost, barcode, category), count opening stock, choose the cut-over day, train your cashiers and run both systems for a few days if you can. A clean import saves days of typing and starts your reports with accurate data. [Photo: John Cameron / Unsplash](https://unsplash.com/photos/JWEwaHqSAHU) Why this matters now ## Each week without records is a week of money you cannot trace. ### If you wait - Cash, stock and receipts that never agree - Queues because every price is typed - Mistakes you find out about at month end ### What you get - Scan and sell in seconds - Stock updates with every sale - An end-of-day report for each cashier [Syble 1D Laser Barcode](/products/syble-1d-laser-barcode-scanner-38726 "Syble 1D Laser Barcode Scanner")[SAM4S Sapphire-A60 Android POS](/products/sam4s-sapphire-a60-android-pos-terminal-10002583 "SAM4S Sapphire-A60 Android POS Terminal")[NT-8330 80mm Thermal Printer](/products/nt-8330-80mm-thermal-printer-10002335 "NT-8330 80mm Thermal Printer") [Get my free quote on WhatsApp](https://wa.me/254113301244?text=Hi%20Qyvea%2C%20I%20read%20your%20guide%3A%20Moving%20from%20Excel%20to%20a%20POS%20System.%20I%20want%20a%20POS%20system%20sorted.%20Can%20you%20help%3F)Reply usually within 30 minutes. Free site survey in Nairobi and nearby counties. Real products, live prices, in stock now ## Key takeaways - Clean the product list first. - Count opening stock on a quiet day. - Pick a cut-over date and train beforehand. - Run in parallel for a few days if possible. - Review reports in the first week. ## The move in six steps 1. **Clean the list**: One row per product; consistent names, prices, costs and categories. 2. **Add barcodes**: Use manufacturer codes or plan labels. 3. **Count stock**: Record opening quantities. 4. **Import**: We load the list into the POS. 5. **Train**: Practice sales, voids and cash-up before go-live. 6. **Go live**: Switch on a quiet day and support the first shifts. ## Spreadsheet columns that help | Column | Example | | --- | --- | | Name | Cooking oil 1L | | Barcode | From the pack or ours | | Category | Groceries | | Cost price | What you pay your supplier | | Selling price | What the customer pays | | Opening stock | Quantity counted | ## Let us help **When to call a professional**: Send us your spreadsheet and we will prepare it for import. Call [0113 301 244](tel:+254113301244) or [WhatsApp us](https://wa.me/254113301244?text=Hi%20Qyvea%2C%20I%20need%20help%20with%20moving%20to%20a%20POS). ## Frequently asked questions Can you import my Excel file? Yes; we help clean and import it. Do I need to stop trading to switch? No; pick a quiet period and we support the cut-over. What about old sales history? Usually you start fresh; keep your old files for reference. ## Why customers choose Qyvea **Genuine brands**: Manufacturer warranty on what we sell, so you are not gambling on the box. **One team, start to finish**: The people who advise you also install and support it. **Fast answers**: WhatsApp replies usually within 30 minutes, and delivery within 24 hours in Nairobi. **Easy to buy**: Pay by M-Pesa, bank transfer or card. Free delivery in Nairobi on orders over KES 5,000. **Risk taken off you**: 7-day returns and exchanges on products, and a workmanship warranty on installations. **Customers say so**: Rated 4.6/5 from 57 Google reviews. **Your next step takes one minute:** send us a photo of the place on WhatsApp and we will tell you what it needs. ## Related articles [Shopping Guides · Guide What Hardware Do I Need for a POS Till? The complete list of till hardware, with live stock below. 2 min read**READ FULL ARTICLE →**](https://qyvea.co.ke/pos-hardware-checklist-kenya)[Shopping Guides · Guide How Do I Choose the Right POS System for My Business? Ten questions that separate a POS you will use from one that sits unused. 2 min read**READ FULL ARTICLE →**](https://qyvea.co.ke/how-to-choose-a-pos-system-kenya)[Shopping Guides · Buying Guide POS System Cost Breakdown for Kenya The terminal is only part of the bill. Here is everything a complete POS setup includes. 3 min read**READ FULL ARTICLE →**](https://qyvea.co.ke/pos-system-cost-breakdown-kenya) ### Related services [POS Systems](https://qyvea.co.ke/pos-systems)[System Integration](https://qyvea.co.ke/system-integration)[Networking & Cabling](https://qyvea.co.ke/networking) ### Related products [POS system prices](https://qyvea.co.ke/pos-system-price-in-kenya)[Receipt printer prices](https://qyvea.co.ke/receipt-printer-price-in-kenya)[Barcode scanner prices](https://qyvea.co.ke/barcode-scanner-price-in-kenya) ### Related projects [Real Qyvea case studies](https://qyvea.co.ke/projects#case-studies) [← Previous**Moving Into a New Home? Your Security Checklist**](https://qyvea.co.ke/new-home-security-checklist-kenya)[Next →**: My Laptop Hinge Is Broken or the Casing Cracked. Can It Be Repaired?**](https://qyvea.co.ke/laptop-hinge-broken-or-casing-cracked-replacement-kenya) ## Want help choosing? Send us your budget on WhatsApp and we'll suggest what's in stock, with delivery across Kenya. Chat with us — 30 min response --- **Qyvea Limited** · Westlands, Nairobi, Kenya (delivery only, no walk-in pickup) · serving all 47 counties Phone/WhatsApp: [+254 113 301 244](https://wa.me/254113301244) · Email: info@qyvea.co.ke · Shop: [qyvea.co.ke/products](https://qyvea.co.ke/products) · Facts: [qyvea.co.ke/qyvea-facts](https://qyvea.co.ke/qyvea-facts)