With Chain Store Management, outlet staff can request stock from a warehouse or another store on Qashier POS, and HQ users can accept, edit and send the stock, or start a transfer themselves, in QashierHQ. The outlet then marks the stock as received on the POS, and the stock counts of both stores update automatically.
Applies to: All markets · Qashier POS and QashierHQ · Inventory Management and Chain Store Management turned on.
Before you start
Chain Store Management is enabled for your account, with at least two active main stores. See Chain Store Management: Managing Multiple Stores in QashierHQ.
Inventory Management is on for the stores involved, and the products have Track Inventory ticked.
Stores that sync inventory with Shopify or WooCommerce cannot send or receive stock transfers.
Keep Qashier POS updated to the latest version.
If a Terminal PIN is set on the POS, staff must enter it to create or edit stock requests.
What you can do
Outlet staff request more stock from the warehouse or another store.
Outlet staff accept incoming stock, which updates the outlet's stock count automatically.
HQ users see which products are low at each outlet and transfer stock to or between outlets.
Set up a Stock Request Number Prefix (optional)
Each store can set its own prefix so you can see at a glance where each request came from.
In QashierHQ, click the Settings gear icon at the top right. On a phone, open the menu under your name and choose Settings.
Under Inventory, click Inventory Management and pick the store.
Under Stock Request Number Prefix:, enter a prefix of up to 10 characters and click Save.
The prefix appears in front of the stock request number:
Stock request numbers are assigned in sequence and shared across the whole account. For example, if Store A sends the first request it is 00001, and the next request from Store B is 00002.
The three flows
Flow 1: the outlet requests stock on the POS > HQ accepts and sends it > the outlet marks it as received.
Flow 2: HQ starts a transfer for a later delivery date > the outlet marks it as received.
Flow 3: HQ transfers stock immediately. No receiving step; both stock counts update at once.
Flow 1: Stock request from the POS
Create a stock request on the POS
On the POS home screen, tap Inventory Management.
Tap Stock Request, then New Request.
Fill in the request form.
Request stock from: the store you are requesting from. By default, the store from your most recent request is selected.
Request delivery date: the date you want the stock delivered. By default this is the next day. You can select one date only.
Duplicate stock quantities from previous requests: copies the items and quantities from an earlier request. Any quantities you have already typed are overwritten, even for products that are not in the earlier request, so duplicate first and then add new items. Products that have been deleted since are not copied.
Low-stock items are listed at the top. Once you fill in a quantity for an item, it also moves to the top.
Tip: search for an item by name, barcode or SKU instead of scrolling.
Note: if Hide Inventory Count in Inventory Management Page on POS is ticked in QashierHQ, the In Stock column is hidden.
Enter the quantity you need under Order Qty for each item.
Tap Submit. The request now appears in the panel on the left.
Accept a stock request in QashierHQ
Log in to QashierHQ. In the left menu, under Products & Inventory, click Inventory / Ingredient, and select the store that will send the stock. A red badge on the STOCK REQUEST AND TRANSFERS button shows how many requests are waiting.
Click STOCK REQUEST AND TRANSFERS.
On the Stock Requests tab, click the request you want to review.
Review the request:
Click Edit date to change the delivery date.
Send Qty is the quantity your store will send. It starts as the quantity ordered and can be higher or lower. It cannot be more than Source Stock, and it cannot be negative: if you have no stock, enter 0.
You can add products the outlet did not ask for.
Click Accept Stock Request, or Reject to decline it. The outlet can only mark the stock as received after you accept.
How changes to a request show on the POS and in QashierHQ
The outlet can change a request only before HQ accepts or rejects it. A change replaces the original request.
Once HQ edits and accepts the request, the POS updates to show the changes. From then on the outlet can only mark the request as received.
HQ can still change the request (for example the Send Qty, added products or the delivery date) until the outlet marks it as received. Open the request, make the change and click Save Edits, or click Cancel Request to cancel it.
Example: the outlet requests 1 Qashier Soundbox for 27 Dec 2023. HQ cannot deliver on that date, changes the delivery date to 28 Dec 2023, and decides to send 2 instead of 1.
The request in QashierHQ, showing the updated delivery date and Send Qty
The request on the POS, showing the updated delivery date and Accepted Qty
Mark the stock as received on the POS
On the delivery date, the Inventory Management tile on the POS home screen shows a badge with the number of requests arriving that day.
Tap Inventory Management, then Stock Request.
Tap the request with the status Arriving Today, then tap Mark as Received.
In the Confirm Received? pop-up, choose how to receive it:
RECEIVED EXACT QUANTITIES: everything under Accepted Qty arrived. The outlet's stock goes up by the accepted quantities, and the sending store's stock goes down by the same amount.
RECEIVED WITH DISCREPANCY (EDIT AND ACCEPT): some quantities differ. On the Edit and mark as received screen, enter what actually arrived under Received Qty (for example 1 when 2 were expected), then tap Submit. Both stores' stock changes by the quantities you entered.
Tap Back to close the pop-up without receiving.
You see "Marked as received. Stock quantities updated."
Warning: check the quantities carefully before you confirm. Once a request is marked as received, it cannot be changed.
Flow 2: Transfer started by HQ for a later date
In QashierHQ, under Products & Inventory, click Inventory / Ingredient and select the store that will send the stock.
Click STOCK REQUEST AND TRANSFERS, then open the Transfer Stock tab.
Fill in the three fields:
Source Store: always the store currently selected. It cannot be changed here; switch stores with the store selector instead.
Destination Store: only active main stores are listed, excluding the selected store.
Delivery Date: choose Select a date and pick the delivery date.
Add the products to transfer.
Add products: pick products from the list, or search by name, barcode or SKU.
Quick add low stock products at destination store: adds every product that is below its low stock threshold at the destination store.
Send Qty: the quantity to send. It cannot be more than Source Stock.
Click Confirm. The transfer appears with the status Initiated by followed by your store's name.
The outlet marks the transfer as received on the POS in the same way as in Flow 1.
Flow 3: Immediate transfer by HQ
Use this when HQ moves stock between stores right away and the outlet does not need to check it in. Flows 1 and 2 are for deliveries that take time; Flow 3 updates both stock counts instantly. It is only available in QashierHQ.
In QashierHQ, under Products & Inventory, click Inventory / Ingredient and select the store that will send the stock.
Click STOCK REQUEST AND TRANSFERS, then open the Transfer Stock tab.
Choose the Destination Store. Under Delivery Date, choose Immediately (Update stocks instantly).
Add the products and enter the Send Qty for each, as in Flow 2.
Click Confirm. The stock is deducted from the source store and added to the destination store immediately. No one needs to mark it as received.
In QashierHQ the transfer shows the status Manual (the status filter calls it Manual Transfer).
On the POS it shows as Manual Transfer. Because the outlet did not request it, Ordered Qty shows "-" and Received Qty shows the quantity transferred.
Tip: if you want the outlet to check and receive the stock, set the delivery date to today instead of choosing Immediately (Update stocks instantly).
Stock request statuses
Status | Where it shows | Meaning |
Pending | POS, QashierHQ | The outlet created a new request and HQ has not acted on it yet |
Cancelled | POS, QashierHQ | The outlet cancelled the request before it was accepted, or HQ cancelled it after accepting |
Rejected | POS, QashierHQ | HQ rejected the request |
Request Accepted | POS, QashierHQ | HQ accepted the request |
Arriving Today | POS | The delivery date is today |
Due Today | QashierHQ | The delivery date is today |
Overdue | POS, QashierHQ | The delivery date has passed and the request has not been marked as received. For example, a request due on 20 Dec 2023 that is still not received on 28 Dec 2023 shows as Overdue on both sides |
Received | POS | The outlet marked the request as received |
Completed | QashierHQ | The outlet marked the request as received |
Manual | QashierHQ | HQ made an immediate transfer (Flow 3). The status filter calls this Manual Transfer |
Manual Transfer | POS | HQ made an immediate transfer (Flow 3) |
Initiated by <store name> | POS, QashierHQ | HQ created a transfer for a later date (Flow 2) |
If something goes wrong
Symptom | Likely cause | Fix |
No STOCK REQUEST AND TRANSFERS button in QashierHQ | Chain Store Management is not enabled, fewer than two active main stores are eligible, or the stores sync inventory with Shopify or WooCommerce | Check the requirements under "Before you start", or contact support |
No Stock Request button on the POS | Chain Store Management is not enabled for this store | Contact support |
Cannot accept a request in QashierHQ | Send Qty is higher than Source Stock for a product | Lower the Send Qty (enter 0 if you have none), then accept |
A request shows Overdue | The delivery date passed before the outlet marked it as received | Mark it as received on the POS once the stock arrives, or cancel it in QashierHQ |
If the problem continues, contact Qashier Support.
FAQ
Several outlets request the same product at the same time. What should HQ do?
Check the source stock before accepting, so you do not promise more than you have. Agree with the outlets on the order in which they will be supplied, and adjust the Send Qty on each request accordingly.
What if the outlet receives defective goods?
Select RECEIVED EXACT QUANTITIES so the stock counts match what was sent, then tell HQ how many items are defective so they can be written off or replaced.
Related articles
Last verified: 25 Sep 2026 · Markets: All markets