Multi-location POS requirements: prove the stores add up

Write down what is shared and what stays local

Start with a common product identifier and then list the decisions that can differ by store: selling price, stock, staff access, receipt information and opening hours. Ask who can change each one and whether a change reaches one store or all stores. A temporary promotion at a single counter is a useful test of that boundary.

List each physical location, the terminals it needs, its payment account and its reporting owner. Distinguish locations from registers and users when requesting a quote; a plan can use any of those units for billing. Include a warehouse or temporary selling point only after the provider explains how it is represented.

Follow one stock transfer all the way through

Use the sample below to describe the physical movement you want to track. Store A starts with eight units and Store B with three. Send three units from A to B, then receive all three. If the system uses an in-transit status, ask when the units leave available stock and become available at the destination. If it uses another method, ask the provider to map that method to the same real movement.

Test the exceptions that cross store boundaries

Now change the transfer: only two units arrive. Ask how the receiving employee records the shortage and how the owner finds the unresolved third unit. Record who can correct the transfer and what remains in its history. Shopify’s official transfer documentation separates the transfer and receipt process; use your selected provider’s equivalent instructions to understand the exact states.

Then sell an item at A and ask to return it at B. Confirm whether that workflow is supported, which location receives the stock, who handles the payment refund and where the reports put the adjustment. A customer-visible convenience can create several back-office decisions. Include gift balances or loyalty across stores only if those are requirements, and verify each separately.

Close each store before trusting the combined number

Choose one sample trading day and obtain the sales and payment totals for each store. Confirm the time zone and business-day cutoff, especially if one location closes after midnight. Reconcile each store with its own terminal or processor records, then explain how the owner’s combined report relates to those figures.

Use a store-level employee and an owner account for the same demonstration. The employee should see and change only the records you intend; the owner should be able to explain which location produced each result. Treat permissions as an acceptance test rather than assuming every user sees an appropriate view by default.

Count the software correctly and separate countries

For VoVi’s US$99-per-location option, two locations cost US$198 per month in software and four cost US$396, before separate processing, hardware and applicable additional costs. The US$0 software route requires VoVi’s processor and merchant approval. Have the quote name the covered locations and payment arrangement instead of assuming one location’s approval or equipment covers every store.

International VoVi software is US$99 per month per location in supported markets. One VoVi account uses one country and one currency; stores in different countries require separate accounts. That rule is distinct from staff language preferences and does not promise automatic cross-country consolidation. Use the country guide to resolve local eligibility and fiscal requirements before designing a group report.