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POS Customer and User Agreement
This agreement governs use of the Wanjibots Business Management & POS System. It applies to Wanjibots' own branches and staff, and to any other business licensed to use the system and to that business's users. Where the system is provided for a monthly fee, the Subscription Terms also apply.
1. What the system is
Software for running a branch business: recording transactions, managing float, cash, stock and SIM inventory, reconciling each day, running payroll and commissions, keeping company records, and producing reports. It is licensed, not sold. You get the right to use it; the software itself remains ours.
2. Accounts and users
- Each person who uses the system gets their own named account. Shared logins are prohibited without exception — they destroy the audit trail, which is the point of the system.
- Roles determine what a person can see and do: Super Admin, Company Admin, Branch Manager, Cashier/Agent, Accountant, Auditor and Read-only. Give people the least access their job needs.
- Anyone who can approve money movements must protect their sign-in with an authenticator app as well as a password. This is enforced by the system and cannot be switched off for those roles.
- Passwords must meet the company policy and cannot be reused. Sessions expire after inactivity and after a fixed period.
- When someone leaves, their account must be deactivated the same day. It is the account holder's employer's responsibility to tell us or do it.
3. Financial controls you agree to work within
The system deliberately does not allow certain things, and you agree not to seek to have them allowed:
| You cannot | Instead |
|---|---|
| Delete a transaction, ledger entry, payment or receipt | Void it: a written reason, approved by a second person. Both records remain. |
| Edit a transaction that has been approved | Void it and post the correct one. |
| Change a selling price silently | Request the change with a reason; a second person authorises it; the old and new prices are recorded. |
| Reduce a stock count without explanation | Request the adjustment or write-off with a reason; a second person authorises it. |
| Alter an opening balance or close an account holding money | Request it; Finance or the owner authorises it. |
| Approve your own request | Somebody else approves it. Always. |
| Edit or delete the audit trail | Nobody can, including administrators and directors. The database itself refuses. |
These are not configuration options. They are enforced in the database, so they hold even against someone with direct access to the file.
4. The audit trail
Every action records the person, the branch, the date and time, the device and network address, and what the record looked like before the change. Entries are chained together cryptographically, so removing or altering one is detectable and is flagged on the audit screen.
By using the system you acknowledge and accept that your activity is recorded in this way, that your employer, Finance and the auditor can see it, and that these records may be used in a disciplinary process, a dispute, a regulatory enquiry or court proceedings.
5. Your responsibilities as a user
- Record what actually happened, at the time it happened, with the real reason.
- Count and reconcile daily. Do not submit a reconciliation you have not physically counted, and do not sign off a difference you cannot explain.
- Protect your login. Do not share it, write it down where others can see it, or leave a session open.
- Report problems. A shortage found and reported is a manageable problem; a shortage hidden is a dismissal.
- Respect customer data. Look at what your job requires and nothing else. Do not export, photograph or forward it.
6. Responsibilities of the business using the system
- Decide who gets which role, and review it when people change jobs;
- Make sure there are always at least two people able to approve, so dual control is real rather than nominal;
- Keep the data accurate, and be the data controller for your own customers' data;
- Comply with tax, licensing, agency, data protection and employment law — the system helps you comply, it does not do it for you;
- Take and check the backups, and keep one copy away from the premises;
- Tell us promptly of any suspected breach of security.
7. Tax invoicing
Kenyan law requires electronic tax invoices through KRA eTIMS. The system can record eTIMS invoice details, and can be configured to transmit to a control unit, but you remain responsible for your own tax compliance. Configuring the integration does not make Wanjibots a KRA-certified integrator, and it does not transfer your obligations to us. Where eTIMS is switched off, an internal receipt from this system is not a tax invoice, and the system says so on screen.
8. Your data
The business data you enter is yours. We do not use it for anything other than providing and supporting the service, we do not sell it, and we do not share it except where you instruct us or the law compels us. On request we will export it in a common format. If the service ends, see the Subscription Terms for what happens to it.
9. Availability and support
Where the system runs on your own hardware, availability depends on that hardware, your power and your network. Where we host it, availability and support are covered by the Subscription Terms. Either way we will give reasonable notice of planned maintenance.
10. What we do not warrant
The system is a tool for keeping accurate records. It cannot:
- Stop someone stealing cash from a till — it can only make the shortage visible quickly;
- Verify that a physical count someone typed in was actually carried out;
- Guarantee that your business complies with every law that applies to it;
- Recover money already sent to the wrong person.
We provide the system with reasonable skill and care. We do not warrant that it will be error-free or uninterrupted, and our liability is limited as set out in the Terms and Conditions and the Subscription Terms.
11. Suspension and termination
We may suspend a user account immediately where we reasonably suspect fraud, a security breach, or a serious breach of the Acceptable Use Policy, and we will tell the business why. A business may terminate under the Subscription Terms.
12. General
This agreement is governed by the laws of Kenya. If any part is unenforceable, the rest stands. We may update it; the current version, with its review date, is always on this page, and material changes will be notified to subscribers in advance.
This document is published by Wanjibots Limited, a company registered in Kenya. If anything here is unclear, ask us before you rely on it — we would rather explain it than have you guess.
Version of 21 September 2026. We will post a notice on this page when it changes materially, and the date above will change.