Documentation

RetailMind AI is an AI-powered business management platform built for retail businesses across Ghana and West Africa. It provides a complete suite of tools including POS, inventory management with expiry tracking, GPS-verified staff management, 3-layer AI fraud detection, a natural language AI command agent, and professional business report generation.

System Requirements

• A modern web browser (Chrome, Firefox, Safari, or Edge)
• Stable internet connection
• Any device — desktop, tablet, or smartphone

Quick Start

1. Create an account — Click "Get Started" on the homepage to register your business.
2. Verify your email — Enter the 6-digit code sent to your email.
3. Log in — Use your email and password to access the dashboard.
4. Add your first branch — Go to Branches and create your first store location.
5. Add products — Set up your product catalog with prices and stock levels.
6. Start selling — Use the POS system to process transactions.

Owner Registration

Business owners register through the Sign Up page. You'll provide your business name, personal details, email, and a password. An organization is automatically created for your business.

Email Verification

After registration, a 6-digit verification code is sent to your email. Enter this code on the verification page. Codes expire after 15 minutes — you can request a new one using the "Resend Code" button.

Forgot Password

If you forget your password, click "Forgot password?" on the login page. Enter your email address and a password reset link will be sent to your inbox. The link expires after 1 hour. Click the link, set a new password, and you're back in.

This works for all account types — owners, managers, and staff.

Staff Accounts

Business owners and management can create staff accounts from the Staff page. Staff members receive a temporary password and must change it on their first login.

9-Level Permission System

RetailMind AI enforces a strict 9-level role hierarchy. Each role can only manage staff below their own level. Roles requiring clock-in must be physically at the branch (GPS-verified) before they can access the system.

Manage multiple branch locations from a single dashboard. Each branch has its own inventory, staff assignments, and transaction history.

Creating a Branch

1. Navigate to Branches from the sidebar.
2. Click Add Branch.
3. Enter the branch name, location, and contact details.
4. Default product categories are automatically created for your business type.

Branch Settings

Each branch can have custom settings for tax rates, receipt headers, payment account, operating hours, GPS radius, and notification contacts.

The Point of Sale system is designed for fast, intuitive transactions on any device with a browser.

Processing a Sale

1. Select the branch you're operating from (use the branch switcher for multi-branch businesses).
2. Search for products by name or scan a barcode/QR code.
3. Adjust quantities as needed. Management-set discounts are auto-applied with strikethrough pricing.
4. Choose a payment method: Cash, Card, or Mobile Money.
5. Complete the transaction — receipt is generated with a QR code for easy refund access.

Payment Methods

• Cash — Enter amount received, change is calculated automatically.
• Card — Visa/Mastercard processed via Paystack or KoraPay.
• Mobile Money — MTN MoMo, Telecel Cash, AirtelTigo Money.

The configured payment provider is automatically selected based on platform settings, branch configuration, country, and currency. Fee splitting is handled automatically.

Refunds

• Full and partial refunds — Select specific items and quantities to refund.
• QR receipt scanning — Scan a receipt QR code to auto-open the refund screen for that transaction.
• Configurable refund window — Set per branch (default 48 hours, 0 = disabled).
• Inventory restoration — Refunded items are returned to stock using the same FEFO batch logic.
• Full audit trail — Every refund logs who, when, what, and why.

Track stock levels independently at each branch in real-time. Each branch has its own separate inventory — Branch A having 50 units is completely independent from Branch B having 20 of the same product.

Key Features

• Per-branch stock tracking — Each branch maintains its own stock count, updated automatically with every sale.
• Auto-generated SKUs — Products get automatic SKU codes based on category (e.g. BEV-0001 for beverages).
• Low stock alerts — Get notified when products fall below minimum thresholds.
• Stock movements — Full audit trail of every stock change: sales, refunds, adjustments, with who did it and when.
• Business-type categories — Pre-built categories based on your business type (supermarket, pharmacy, etc.) plus custom categories with custom SKU prefixes.
• Cost vs selling price tracking — Track margins on every product.

Expiry & Batch Tracking

• FEFO (First Expiry, First Out) — The oldest-expiring batch always sells first at the POS, automatically.
• Batch-level tracking — Each stock delivery is a separate batch with its own expiry date and quantity.
• 7 urgency levels — Expired, Critical (1 day), Urgent (7 days), Warning (14 days), Attention (30 days), Notice (90 days), OK.
• Automatic email alerts — Notifications sent at 90, 30, 14, 7, and 1 day before expiry.
• Auto-detection — When you add a batch with an expiry date, the product is automatically marked as expiry-tracked.

Manage your team with a 9-level role hierarchy, GPS-verified attendance, and AI performance tracking.

Adding Staff

1. Go to Staff from the sidebar.
2. Click Add Staff.
3. Enter their name, email, phone, role, and a temporary password.
4. Assign them to a branch (GMs can be assigned to multiple branches).
5. Staff will be required to change their password on first login.

GPS-Verified Attendance

• GPS clock-in — Staff must be physically at the branch to clock in. Location verified using GPS distance calculation (configurable radius per branch).
• Clock-out from anywhere — No GPS requirement to clock out.
• Clock-out review — Managers can review staff who forget to clock out against branch closing time.
• Late tracking — Late arrivals and attendance exceptions are visible for management review.

Leave & Off-Day Management

• Off-day requests — Staff submit requests with reason and dates.
• Approval workflow — Managers approve or deny requests with notes.
• Days-granted tracking — Track how many off-days each staff member has used.
• Return-from-leave detection — System detects when staff return and flags overstays.

Performance Rankings

AI-calculated performance scores based on attendance, punctuality, sales performance, and fraud alert count. Rankings help identify top performers and staff who need attention.

Managing Staff

• Disable accounts — Instantly block access if a staff member leaves or is fired.
• Re-enable accounts — Restore access for a previously disabled staff member.
• Delete accounts — Permanently remove a staff member (owner accounts cannot be deleted).
• Reset passwords — Set a new temporary password; staff must change it on next login.
• Change roles and branch assignments.

RetailMind AI uses a versioned Fraud Engine to detect suspicious activities and protect your business from internal fraud, theft, and errors. The engine learns general fraud patterns at the platform level, while every alert shown to a business is scoped to that business, branch, staff member, and transaction.

Layer 1 — Real-Time Checks (Every Sale)

Multiple checks run automatically on sales activity and scheduled fraud analysis, including:

• ML anomaly detection — identifies unusual transaction patterns
• ML classification — learns from reviewed fraud and false-positive outcomes
• Release-based promotion — models, rules, scoring policy, and explanation templates are promoted together as one Fraud Engine release
• Staff baseline deviation — Flags behaviour that deviates more than 2.5x from a cashier's 30-day average
• Price manipulation — Detects products sold below cost price
• Discount abuse — Catches unauthorized discounts (>30% on a single item or >60% of daily sales)
• Refund pattern analysis — Identifies excessive or suspicious refund behaviour
• Cross-cashier collusion — Detects sell-then-refund pairs (one cashier sells, another refunds)
• Velocity spikes — Flags unusual bursts of activity within short time windows

Layer 2 — Cash Count Verification

At the end of each shift, cashiers submit their physical cash count. The system compares it to the expected total from POS records. Any shortage is flagged automatically as a Cash Shortage alert with full details.

Layer 3 — Daily Deep Analysis

A 9-step analysis runs automatically every day at 2 AM:

1. Transaction scanning across all branches
2. Staff risk profiling — each staff member gets a risk score
3. 30-day baseline computation using z-score method
4. Branch-level risk scoring
5. Collusion pattern detection (sell-refund pairs + mutual cancellations)
6. False-positive threshold adjustment — learns from your reviews to reduce unnecessary alerts
7. Investigation auto-escalation — 3+ unreviewed alerts on one staff member auto-creates a case
8. ML model retraining on human-reviewed labels
9. Fraud report generation

ML Pipeline

27 data points are extracted from every transaction — including z-score deviations from staff baseline, staff tenure, shift position, and hourly velocity. The system uses SHAP explainability so you understand exactly why each alert was triggered, plus AI-written plain-language explanations.

Discount Fraud Protection

Roles with the Apply Discounts permission can set approved discount percentages per product per branch — either from the Inventory page or by telling the AI chatbot (e.g. "set 10% discount on Coca Cola at Accra branch"). The AI asks for approval before applying the change.

These discounts are auto-applied at the POS with strikethrough pricing. If any staff member manually adds a different discount, the system silently logs it as an Unauthorized Discount fraud alert — the sale still goes through but management is notified with full details.

Investigation Case Management

When multiple alerts accumulate on a staff member, the system auto-creates an Investigation case. Cases support priority levels, assignment to managers, evidence notes, and a workflow from Open to In Progress to Closed.

Fraud Alerts

View and manage all fraud alerts from the Fraud Alerts page. Each alert shows severity, AI confidence, a plain-language explanation, and recommended action. Mark alerts as confirmed or false positive — your reviews improve the AI over time.

Make data-driven decisions with AI-powered analytics, a natural language command agent, and professional report generation.

Dashboard

• Revenue overview with daily, weekly, and monthly trends.
• Transaction counts and average order values.
• Top-selling products and categories.
• Branch comparison charts across all branches.

AI Command Agent

A full-page AI assistant (also available as a floating widget on the dashboard) that understands plain English. Tool access is controlled by backend RBAC and assigned branch scope. Risky changes show an approval prompt before execution. Built-in tools let the AI:

• Query live business data — "What were my top sellers this week?"
• Take actions — "Add rice at 65 cedis" or "Restock 100 bags of rice at Accra branch"
• Set approved discounts — "Set 10% discount on Coca-Cola at Kumasi branch"
• Restock inventory — "Restock 50 units of Paracetamol"
• Generate reports — "Generate a sales report for March in PDF"
• Analyse fraud — "Show me this week's fraud alerts"

Supports voice input and output (speak to it, hear the response), image and document attachments (up to 5 per message), and cross-device conversation sync. Powered by AI credits from your subscription plan; heavier tools such as reports and analysis use more credits than simple chat.

Professional AI Reports

6 report types available in PDF, Word (DOCX), and CSV formats:

1. Sales Report — Revenue, transactions, trends, top products
2. Inventory Report — Stock levels, valuations, expiring items
3. Staff Report — Attendance, performance, activity
4. Financial Report — Revenue, expenses, margins, payment breakdowns
5. Fraud Report — Alerts, risk profiles, investigation status
6. Product Report — Individual product performance analysis

Each report includes an AI-written executive summary, methodology, data analysis, conclusions, and actionable recommendations. Reports are available via secure one-time download links that auto-delete after access.

RetailMind AI integrates with two payment gateways for maximum coverage across Africa.

Dual Payment Gateways

• Paystack — Ghana and Nigeria. Supports cards, MTN MoMo, Telecel Cash, AirtelTigo Money.
• KoraPay — 10+ African countries. Broader pan-African coverage.

The correct gateway is selected based on platform settings, branch configuration, country, and currency. Online payments require a supported and configured payment provider.

Supported Currencies

GHS (Ghana Cedis), NGN (Nigerian Naira), KES (Kenyan Shilling), ZAR (South African Rand), USD, GBP, XAF, XOF, TZS, EGP — and more via KoraPay.

Fee Structure

Processor fees are split 60/40 between customer and business owner, plus a 1% platform fee. A Fee Preview API shows the exact breakdown before payment is confirmed — no surprises.

Security

All payment verification is server-side. Webhook events are verified with HMAC-SHA512 signatures and processed idempotently to prevent double charges. Payment amounts from the gateway must exactly match the order total in the database — any mismatch is rejected.