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Server Swap Procedure

Server Swap Procedure

Follow this procedure in order. Skipping steps can increase downtime, cause missing historical data on devices, or create payment and printing issues after cutover.

This procedure is based on the existing server swap checklist and expands each line with detailed execution guidance. It is written for public-facing use and avoids account-specific or site-specific references beyond what is required to complete the technical work.

Prerequisites and scope

  • Use this procedure when moving NorthStar Order Entry from an existing server to a replacement server.

  • If the original server is still accessible, preserve the local SQL databases and Sessions folder before making changes.

  • If the original server is not accessible, local historical data will not be available on the tablets after cutover, but reporting history remains available in ECM.

  • Do not restore databases onto a new server that has already processed live sales.

If the site uses online ordering, payments, kitchen integrations, or Lantronix-attached serial devices, include the related validation sections below before declaring the swap complete.

Server swap procedure

If the original server is accessible, back up and copy the SQL databases and the Sessions folder.

  • On the original server, open SQL Server Management Studio as Administrator and connect to the local SQL instance.

  • Expand Databases and back up each NorthStar database using Tasks > Back Up.

  • Before running each backup, go to Options and select Overwrite all existing backup sets.

  • If more than one destination appears, remove the extra destination so only one backup file is created per database.

  • Note the backup path and copy the resulting .bak files off the original server for transfer to the replacement server.

  • Copy the local Sessions folder from the original Order Entry installation so current session state can be preserved during restore.

Set the correct time and time zone on the new server and enable internet time synchronization.

  • Before installing or starting services, verify the Windows date, time, and time zone match the site’s local operating time.

  • Confirm internet time synchronization is enabled so the server clock remains accurate.

  • Remember that accurate time matters for orders, reporting, scheduled activity, and certificate or service communication.

  • If the environment restricts external time access, confirm an approved time source is available.

  • NorthStar monitoring checks network time, but does not change the system clock automatically.

Install and start Order Entry on the new server.

  • Verify the server meets current system requirements, including supported Windows version, memory, storage, internet access, and firewall allowances.

  • Obtain the correct NorthStar.OrderEntry.NewInstall.exe installer and run it as Administrator.

  • Complete the installation using the correct Site ID and instance values.

  • If installation fails, review the installer logs in the local temp folder before proceeding.

  • If this is a reinstall scenario and the original server was accessible, let the install complete, then stop the NorthStar Order Entry services before restoring data.

Once Order Entry is installed, and if the old server was accessible, stop Order Entry and restore the old SQL databases and session files.

  • On the new server, open SQL Server Management Studio as Administrator.

  • Stop all running Order Entry services first so files and databases are not in use.

  • Restore each transferred NorthStar backup file using Restore Database, choose Device, select the correct .bak file, and under Options choose the setting that overwrites or replaces the existing database.

  • Restore all required NorthStar databases.

  • After the SQL restore, copy the backed-up Sessions files into the matching location on the new server so open local session context is preserved.

  • Restart the Order Entry services.

If the original server is not accessible, historical data will not be available on the tablets, but it will still be in ECM.

  • When the original SQL and Sessions data cannot be recovered, proceed with a clean Order Entry install on the new server.

  • Expect local tablet history limitations after cutover.

  • Staff may be unable to view older local sessions, and day-of recovery actions may be required for open operational items that existed before the swap.

Re-seed the transaction count after starting Order Entry on the new server.

  • This step is only for situations where the original SQL database cannot be recovered.

  • Open SQL Server Management Studio, confirm you are connected to the NorthStar.OrderEntry database, and open a new query window.

  • Determine the last check number by reviewing yesterday’s Check Listing in ECM Reports.

  • Choose a new seed value that is above the last completed check number, typically by 500 to 1000 to avoid overlap.

  • Run dbcc checkident (SiteTransactions, reseed, #######) with the chosen value.

  • Execute the query before the site opens or takes any orders on the replacement server.

Handle pre-swap shifts and punch history limitations.

  • When the original server is unavailable, shifts started before the swap cannot be ended from the new local server, and historical punches may not be editable locally.

  • In ECM, remove punches for the current business date and any additional dates that must be reconstructed or corrected.

Revoke & Regenerate listener token.

  • Log into ECM Dashboard then navigate to World View > Sites and edit the site you’re swapping a server for.

  • Click the ‘Revoke’ button for the Primary, Replica, or Both as fit.

  • On the server open Registry Editor and navigate to ‘Computer\HKEY_LOCAL_MACHINE\SOFTWARE\Custom Business Solutions\NorthStar Order Entry’.

  • Right Click and delete the key named ‘CloudAuthenticationToken’ (we’re deleting the whole key, not just the data.)

  • restart the Northstar Listener service.

  • refresh the ECM site edit page as well as the Registry and confirm the tokens match.

Perform a Site Deploy.

  • After services are running on the new server and any database restoration or reseeding is complete, log in to ECM, open the site record, and send a site deploy.

  • Wait for publishing to finish successfully before testing tablets, printers, kitchen integrations, or payment workflows.

  • A deploy ensures the new server receives current site configuration and device settings.

Verify printers are set up correctly on the new server.

  • Review all receipt and prep printers expected for the location.

  • Confirm each printer is installed in Windows with the correct driver, correct printer name, and correct IP or local port configuration.

  • Match what is configured in ECM to what exists on the replacement server.

  • If printers were recreated on the new server, make sure the names and mappings are still aligned with deployed device settings before testing.

If the site uses Slipstream or NETePay, verify it is up and running.

  • Confirm the payment middleware launches correctly on the replacement server and is using the expected local IP, processor configuration, and device connectivity.

  • For Slipstream, open the application and verify the current POS is set appropriately and that the server IP is updated if it changed.

  • For NETePay, verify the application starts cleanly, merchant parameters are loaded, and the service is ready to process.

  • If payment devices were moved with the server swap, confirm they still point to the correct host IP and ports.

Prep printing: verify kitchen integrations and kitchen printers.

  • If the site uses QSR, confirm the QSR Kitchen server software and the NorthStar QSR Kitchen Connector are installed and running on the appropriate machine.

  • Verify the QSR Kitchen Adapter value in ECM points to the correct QSR server IP, save if needed, and deploy.

  • If the site uses Logic Controls, confirm the KDS services are running and that the Kitchen tab in ECM points to the correct IP address.

  • In either case, verify kitchen printers are online, reachable, and able to receive output after deploy.

If the public IP address changed and the site uses Online Ordering, update the Online Ordering IP address in ECM.

  • In ECM, open the site’s Online Ordering settings and update the IP Address field to the new externally routable public IP address.

  • Save the change and perform the required deploy or web deploy so the online ordering configuration reflects the new destination.

  • Only change the public IP for online ordering as part of this step.

If the site uses Lantronix, set up DeviceInstaller for Lantronix.

  • Install Lantronix Device Installer on the replacement server.

  • Search for Lantronix devices on the network and verify each device appears.

  • Confirm each unit still has the expected IP address; if needed, reassign the correct static or reserved address.

  • This step is required before virtual COM port mapping can be rebuilt or validated.

Set up CPR Manager for COM port devices.

  • Install Lantronix Secure Com Port Redirector / CPR Manager on the replacement server.

  • Search for devices, add the needed number of virtual COM ports, and map each COM port to the Lantronix device IP and the correct TCP port.

  • Physical ports map in order starting at 10001, then 10002, 10003, and so on.

  • Save the configuration.

  • Verify ECM peripherals still reference the correct COM ports for attached devices such as scales, customer displays, scanners, or supported card readers.

Have staff start the tablets and verify they can all connect to the new server.

  • Bring tablets online one at a time and confirm each device connects successfully.

  • If the replacement server’s local IP changed, update the tablet server address to the new server IP.

  • Verify staff can reach the login screen, sign in, and retrieve current data after deploy.

  • If a tablet does not connect, check Wi-Fi, local addressing, and whether the server services are fully started.

Verify that all printers are working.

  • Run live print tests from the application.

  • Confirm each receipt printer prints correctly.

  • Confirm each prep printer receives kitchen items as expected.

  • Confirm any failover or redirected printer logic still behaves correctly.

  • Do not consider the swap complete based on Windows printer status alone; validate actual output from Order Entry.

Verify that the site can take credit cards and perform a gift card inquiry.

  • Run an end-to-end credit card test from a device in the live environment.

  • Confirm the payment request reaches the middleware or terminal successfully and receives an approval or expected response.

  • Perform a gift card inquiry to verify the gift workflow also reaches the processor correctly.

  • If payment devices were reinitialized as part of the swap, confirm that process completed before testing.

Verify transactions appear in ECM Reports.

  • After test activity is complete, review ECM Reports and confirm the new transactions are visible.

  • This validates that the replacement server is processing locally and syncing upstream correctly.

  • If local activity is present but ECM is missing data, investigate reporting and data flow before closing the work.

If the server is ready, complete post-cutover maintenance utilities and cleanup.

  • Add or verify the N-able Agent using the installer generated for the correct organization or group. Confirm the device checks in and is licensed appropriately.

  • Install the Filebeat agent, place the correct filebeat.yml configuration in C:\ProgramData\Elastic\Beats\filebeat\, and start the Elastic Filebeat service.

  • Pin a Bomgar connection for remote support access.

  • If needed, install the current NorthStar Windows Application on the server and configure loopback to localhost when this server is intended to run the Windows client locally.

Completion criteria

Order Entry is installed and all required services are running on the replacement server.
Historical SQL data and Sessions were restored, or transaction reseed was completed if recovery was not possible.
Site deploy completed successfully.
Tablets connect to the new server.
Receipt, prep, and kitchen printing were validated.
Payment and gift inquiry tests succeeded.
Test transactions appear in ECM Reports.
Monitoring and remote-support utilities are installed or verified.

References