MultiShop POS is designed to connect day-to-day shop operations with centralized business management. The system is divided into two primary environments: the Shop Portal, where employees handle daily operations, and the Administration Portal, where business owners and administrators manage the entire organization.

This guide explains how the system works, starting with the Shop Portal and later covering the Administration Portal.

PART ONE: SHOP PORTAL

The Shop Portal is the operational side of MultiShop POS. It is where cashiers and authorized shop employees process sales, manage registers, monitor stock, handle expenses, request refunds, manage transfers, and perform other daily activities.

Each shop operates within its own environment, meaning users primarily see the products, transactions, inventory and activities associated with their assigned shop.

1. Shop Dashboard

The Shop Dashboard provides an overview of what is happening within the shop.

Instead of navigating through individual pages to understand the shop's current situation, users can see important information from one place.

The dashboard can provide visibility into areas such as:

• Today's sales

• Current stock status

• Register status

• Recent transactions

• Expenses

• Pending activities

• Synchronization status

• Important notifications

The dashboard acts as the starting point for the shop employee's daily operations.

2. Point of Sale

The Point of Sale is where customers' purchases are processed.

A cashier can search for products, add them to the cart, adjust quantities and review the total before completing the transaction.

The POS is designed to make the checkout process quick while ensuring that every transaction is recorded correctly.

Typical sales flow

Select products → Review cart → Select payment method → Confirm payment → Complete sale → Generate receipt

Once a sale is completed, the system updates the relevant records and inventory.

3. M-Pesa Payments

MultiShop POS provides dedicated workflows for M-Pesa payments.

A customer can pay through an STK Push, where the cashier enters the customer's phone number and initiates the payment request.

The customer receives the payment prompt on their phone and completes the transaction using their M-Pesa PIN.

The system can then receive the payment confirmation and associate it with the sale.

Manual M-Pesa payments

The system can also support a manual payment workflow for customers who pay directly through the shop's M-Pesa Till.

Instead of requiring the cashier to manually search through an external M-Pesa statement, the POS can retrieve recent payment information and assist the cashier in matching the payment against the sale.

This provides a faster way of confirming payments while maintaining a record of the transaction.

4. Opening the Cash Register

Before a cashier begins operating the POS, the register must be opened.

The cashier provides the required opening information, such as:

• Assigned cashier/PIN

• Opening cash

• Opening M-Pesa balance

• Register information

The system records the opening balance so that it can later calculate what should be available when the register is closed.

This creates a clear financial starting point for every shift.

5. Register Closing & Reconciliation

At the end of a shift or business period, the cashier closes the register.

The system calculates the expected amounts based on transactions recorded during the shift.

The cashier then enters the actual amounts counted.

The system can compare:

Expected Cash vs Actual Cash

and:

Expected M-Pesa vs Actual M-Pesa

This helps identify:

• Shortages

• Excess amounts

• M-Pesa discrepancies

• Register variances

The closing process therefore provides an accountability record for the cashier and the business.

6. Shop Inventory

The Inventory section allows shop employees to monitor the products available at their location.

Users can see information such as:

• Product name

• Available quantity

• Selling price

• Stock status

• Units

• Other configured product information

The system can classify inventory according to configured thresholds.

For example:

Normal → Low → Critical → Out of Stock

This allows employees to identify products that require attention.

7. Automated Stock Monitoring

MultiShop POS does more than display inventory quantities.

Products can be configured with restore/reorder thresholds.

For example:

Restore threshold: 10 crates
Current stock: 5 crates

The system recognizes that the product has reached its configured replenishment level.

This becomes particularly powerful when the product is connected to a supplier.

8. Supplier Integration

Products can be connected to specific suppliers.

For example:

Shop: Nairobi Branch
Product: Eggs
Supplier: ABC Distributors

This creates a relationship between the shop, product and supplier.

When the product reaches its configured restocking threshold, the system knows which supplier should receive the request.

This prevents suppliers from receiving unrelated stock requirements from other shops.

9. Automated Purchase Requisitions

Once a connected product reaches its configured threshold, the system can calculate how much needs to be replenished.

For example:

Required stock: 10 crates
Current stock: 5 crates
Required quantity: 5 crates

The system can generate a purchase requisition containing:

• Product

• Current stock

• Required quantity

• Unit

• Shop

• Supplier

• Request information

The requisition can then be communicated to the appropriate supplier.

This transforms inventory monitoring from a passive warning system into an automated procurement workflow.

10. Expenses

The Shop Portal also allows authorized users to record business expenses.

A shop can record expenses such as:

• Transport

• Repairs

• Utilities

• Supplies

• Maintenance

• Other configured expenses

The information can then be submitted for administrative review.

This allows the business owner to maintain a centralized record of expenses across different branches.

11. Refund Requests

Sometimes a customer needs to return a product or request a refund.

Instead of simply deleting or modifying the original transaction, the system provides a controlled refund workflow.

The cashier can locate the relevant sale and submit a refund request.

The administrator can then review the request according to the business's configured approval process.

This maintains a better audit trail of refunds.

12. Stock Transfers

When a business has multiple shops, one branch may have excess stock while another needs additional stock.

MultiShop POS allows inventory to be transferred between shops.

For example:

Shop A → Shop B

The transfer records:

• Sending shop

• Receiving shop

• Product

• Quantity

• Transfer status

• Receiving confirmation

This provides visibility into how inventory moves throughout the business.

shop page

admin page

13. Shop Sales & Transaction History

The Shop Portal provides access to the shop's sales activity.

Authorized users can review transactions and their relevant information.

This can help shop managers understand:

• What was sold

• When it was sold

• Payment method

• Transaction amount

• Cashier responsible

• Transaction status

The records provide an operational history for the shop.

14. Offline Synchronization

One of the major features of MultiShop POS is its ability to support offline operation.

If internet connectivity is temporarily unavailable, eligible transactions can be stored locally rather than preventing the shop from serving customers.

Once the internet connection returns:

Offline transactions → Synchronization queue → Central database

The system can display the synchronization state so users can understand whether their transactions have successfully synchronized.

15. Device Management

Shop operations can be associated with authorized devices.

The system can maintain information about devices used to access the POS and allow administrators to control trusted devices.

This provides an additional layer of security for physical retail locations.

16. Shop Users & Access

Each shop user receives access according to their assigned role and permissions.

For example, a cashier should not necessarily have access to administrator functions such as:

• Creating shops

• Managing global products

• Managing suppliers

• Viewing unrestricted business reports

• Changing system-wide settings

This role-based structure helps protect sensitive business operations.

From Daily Sales to Automated Business Management

MultiShop POS is designed to connect every important part of a retail business.

A typical workflow can look like this:

Customer makes a purchase

↓

POS records the sale

↓

Inventory is automatically updated

↓

Stock reaches the configured threshold

↓

System identifies the connected supplier

↓

Purchase requisition is generated

↓

Supplier receives the request

↓

Business owner sees the activity in the Administration Portal

↓

Weekly reports provide a broader view of business performance

This is what makes MultiShop POS more than a conventional checkout system. It connects sales, inventory, payments, procurement, employees, branches and management into one operational platform.

Administration Portal — Centralized Business Management

The Administration Portal is the central control center of MultiShop POS. While the Shop Portal is designed for daily sales and shop operations, the Administration Portal gives business owners and authorized administrators a complete view of the business and the tools required to manage multiple shops, inventory, suppliers, employees, finances, devices, and system settings.

The portal brings information from individual shops into one centralized environment, allowing management to monitor operations, identify problems, configure business rules, and make informed decisions.

1. Administrator Dashboard

The Administrator Dashboard provides an overview of the entire business from a single screen.

Instead of checking every shop individually, the administrator can quickly understand the current state of the business.

The dashboard can provide visibility into:

• Total shops

• Sales performance

• Inventory status

• Low-stock products

• Critical-stock products

• Out-of-stock products

• Recent transactions

• Expenses

• Register activity

• Pending requests

• Stock transfers

• Supplier activities

• Other important business indicators

The dashboard acts as the administrator's starting point for monitoring the business.

2. Shop Management

The Shop Management section allows the administrator to create and manage the different branches or outlets belonging to the business.

For each shop, the administrator can maintain information such as:

• Shop name

• Location

• Contact information

• Assigned employees

• Products

• Inventory

• Suppliers

• Registers

• Devices

• Shop status

This allows a business with several branches to manage them from one centralized system.

Example

A business may have:

Nairobi Branch
Mombasa Branch
Kisumu Branch

Each branch operates independently through its Shop Portal while the administrator maintains centralized control.

3. Product Management

The Product Management section provides centralized control over the business's product catalog.

Administrators can create and manage products with information such as:

• Product name

• SKU

• Category

• Brand

• Unit

• Selling price

• Cost price

• Stock levels

• Restock threshold

• Critical threshold

• Supplier

• Assigned shops

Products can then be made available to the appropriate shops.

This prevents administrators from having to recreate the same product information separately for every branch.

4. Inventory Management

The Inventory Management section provides a broader view of stock across the business.

Administrators can monitor inventory by shop and identify products that require attention.

Products can be grouped into statuses such as:

Normal

Stock is within the expected operating range.

Low

Stock has fallen below the configured level and may require replenishment.

Critical

Stock has reached a level requiring urgent attention.

Out of Stock

The product is no longer available at the shop.

This allows the administrator to identify inventory problems before they significantly affect sales.

5. Supplier Management

The Supplier Management section allows administrators to create and maintain supplier records.

Supplier information can include:

• Supplier name

• Contact person

• Email

• Phone number

• Business information

• Assigned shops

• Products supplied

The administrator can associate specific products with specific suppliers.

For example:

Nairobi Shop → Eggs → ABC Suppliers

This relationship becomes important when automated stock replenishment is enabled.

6. Supplier Product Integration

MultiShop POS allows administrators to connect products to the suppliers responsible for supplying them.

This creates a structured relationship between:

Shop + Product + Supplier

For example:

Nairobi Branch sells eggs and normally purchases them from ABC Distributors.

The administrator can configure this relationship in the system.

When the stock level reaches the configured replenishment threshold, the system knows which supplier should receive the purchase request.

This eliminates the need for employees to manually determine which supplier should be contacted.

7. Automated Purchase Requisitions

This is one of the key automation features of the Administration Portal.

The administrator configures the product's replenishment level.

For example:

Restore Threshold: 10 crates

If the shop's inventory falls to:

5 crates

the system calculates:

Required quantity = 10 − 5 = 5 crates

The system can then generate a purchase requisition containing:

• Shop

• Supplier

• Product

• Current stock

• Required quantity

• Unit

• Request date

The supplier can receive the request through the configured communication method.

Example

A supplier may receive:

RESTOCK REQUEST

Nairobi Branch

ProductCurrent StockRequiredEggs5 crates5 cratesMaize Flour7 bags3 bagsSugar18 bags2 bags

This allows the business to move from simply detecting low stock to actually initiating the replenishment workflow.

8. Supplier Purchase Requests & History

Administrators can maintain a record of supplier requisitions generated by the system.

This makes it possible to review:

• Which supplier was contacted

• Which shop generated the request

• Products requested

• Quantities requested

• Date of request

• Request status

• Previous requests

This creates an operational history of the business's procurement activities.

9. Sales Management

The Sales Management section provides administrators with centralized visibility into transactions from the different shops.

Administrators can review sales according to available filters such as:

• Shop

• Date

• Cashier

• Product

• Payment method

• Transaction status

This allows the business owner to understand what is happening across different branches without logging into each shop separately.

10. Sales Reports & Analytics

The reporting section converts transaction data into useful business information.

Administrators can analyze:

• Sales performance

• Shop performance

• Product performance

• Payment activity

• Transaction volumes

• Sales trends

• Other configured metrics

This allows management to identify which shops and products are performing well and where attention may be required.

11. Detailed Weekly Reports

MultiShop POS can generate detailed weekly reports that consolidate important business information.

A weekly report can provide information about:

• Total sales

• Sales by shop

• Product performance

• Inventory status

• Low-stock products

• Critical-stock products

• Out-of-stock products

• Stock movements

• Expenses

• Register activity

• Supplier requisitions

• Other operational information

Instead of manually collecting information from different shops, the administrator can use a consolidated report to understand the week's business activity.

12. Register Management

Administrators can monitor register activity across the different shops.

The system maintains records associated with register opening and closing, including:

• Opening balances

• Expected balances

• Actual balances

• Cash variance

• M-Pesa variance

• Cashier

• Shop

• Opening time

• Closing time

This gives the administrator a centralized view of register reconciliation.

13. Expense Management

The administrator can review expenses submitted by individual shops.

This creates a centralized process where shop employees can submit expenses and management can review them.

Administrators can see:

• Expense category

• Amount

• Shop

• Employee

• Date

• Payment method

• Description

• Approval status

Depending on the configured workflow, administrators can approve or reject submitted expenses.

14. Refund Management

The Administration Portal provides centralized visibility into refund requests submitted by shops.

Administrators can review the original transaction and the reason for the requested refund before taking the appropriate action.

This creates better control over refunds and reduces the risk of unauthorized transaction manipulation.

15. Stock Transfers

Administrators can monitor inventory transfers between branches.

For example:

Nairobi Branch → Mombasa Branch

The system can record:

• Sending shop

• Receiving shop

• Products

• Quantities

• Transfer status

• Date

• Receiving confirmation

This gives management a clear history of inventory movement across the business.

16. Salesperson Management

The Salesperson Management section allows administrators to manage employees who operate the POS.

Administrators can:

• Create salesperson accounts

• Assign employees to shops

• Manage their information

• Control their access

• Monitor their activities

This helps businesses maintain accountability and ensure employees operate within their assigned locations and responsibilities.

17. User Roles & Permissions

The Administration Portal controls access to the system through role-based permissions.

Different users can receive different levels of access depending on their responsibilities.

For example:

Administrator

Full business management access.

Shop Manager

Access to operational functions within an assigned shop.

Cashier

Access primarily focused on sales and register operations.

This prevents users from accessing functions that are outside their responsibilities.

18. Trusted Device Management

The administrator can manage devices that are authorized to access the POS.

The system can maintain information about:

• Device

• Shop

• Status

• Authorization

• Access history where implemented

Administrators can revoke or manage trusted devices when necessary.

This is particularly useful for businesses where POS terminals are permanently located at specific shop counters.

19. Notifications

The Administration Portal can provide centralized notifications for important business events.

Examples include:

• Low stock

• Critical stock

• Out-of-stock products

• Supplier purchase requests

• Expense submissions

• Refund requests

• Stock transfers

• Synchronization issues

• Reports

• Other configured events

This helps administrators focus on issues requiring attention rather than manually checking every section.

20. Synchronization Monitoring

Because the POS supports offline operation, the Administration Portal can also provide visibility into synchronization activity.

Administrators can monitor information such as:

• Pending synchronization

• Successfully synchronized records

• Failed synchronization

• Conflicting records

• Last synchronization activity

This helps identify shops or devices that may have synchronization problems.

21. Business Settings

The Business Settings section allows administrators to configure how the system operates.

Depending on the enabled functionality, settings may include:

• Business information

• Currency

• Timezone

• Stock thresholds

• Critical stock levels

• Offline session settings

• Synchronization settings

• Reporting schedules

• Expense categories

• Other business rules

This allows MultiShop POS to adapt to different business requirements.

22. Centralized Business Visibility

The biggest advantage of the Administration Portal is that it brings the entire business together.

Instead of having:

Shop 1 → Separate records

Shop 2 → Separate records

Shop 3 → Separate records

MultiShop POS provides:

                    ADMINISTRATION
                         PORTAL
                            │
          ┌─────────────────┼─────────────────┐
          │                 │                 │
        SHOP 1             SHOP 2            SHOP 3
          │                 │                 │
       Sales              Sales             Sales
       Stock              Stock             Stock
       Registers          Registers         Registers
       Expenses           Expenses          Expenses
       Staff              Staff             Staff
          │                 │                 │
          └─────────────────┼─────────────────┘
                            │
                     CENTRAL SYSTEM
                            │
          ┌─────────────────┼─────────────────┐
          │                 │                 │
      Suppliers         Inventory         Reporting
          │                 │                 │
          └─────────────────┼─────────────────┘
                            │
                     BUSINESS INSIGHTS

The administrator can therefore manage the business from a single centralized environment while each shop continues handling its daily operations independently.

23. From Sales to Automated Procurement

The Administration Portal becomes particularly powerful when the different modules work together.

For example:

Customer purchases 5 crates of eggs

↓

POS records the sale

↓

Shop inventory decreases

↓

Stock reaches the configured threshold

↓

System identifies the assigned supplier

↓

Required quantity is calculated

↓

Purchase requisition is generated

↓

Supplier receives the request

↓

Administrator can monitor the request

↓

Stock is replenished

↓

Business reports reflect the activity

This creates a connected workflow from customer transaction → inventory → supplier → procurement → management reporting.

Conclusion

The MultiShop POS Administration Portal is designed to give business owners centralized control without taking away the independence of individual shops.

From managing branches and products to monitoring sales, controlling inventory, reconciling registers, managing employees, connecting suppliers and automating purchase requisitions, the administration portal brings the major operational components of a retail business into one system.

Combined with the Shop Portal, MultiShop POS creates a complete workflow:

Shop Operations → Centralized Management → Inventory Intelligence → Supplier Automation → Business Reporting

The result is a POS system that doesn't just record what a business has sold—it helps the business understand what is happening, identify what needs attention, and automate repetitive operational processes.