What this system does for your business

1. Go to the registration pageOpen your browser and navigate to the system URL, then click Register or Create Account.
2. Fill in your business detailsEnter your Business Name, your full name, a valid email address, and your phone number.
3. Set a secure passwordChoose a password of at least 8 characters. Confirm it by typing it again in the second field.
4. Click Register BusinessYour account is created immediately. You are logged in automatically and placed on a 14-day free trial.
5. Check your phone for a welcome SMSIf SMS is configured, a welcome message is sent to the phone number you registered with.

1. Go to the login pageNavigate to the system URL and click Login.
2. Enter your email and passwordUse the email address you registered with.
3. Click LoginYou are taken to your business dashboard.

Complete these steps before using the system for real transactions:

1. Click Subscription in the left sidebarOr click the banner that appears when your trial is close to expiring.
2. Click View PlansAll available plans are shown side by side for easy comparison.
3. Click Select Plan on your chosen plan
4. Choose a billing cycleMonthly, Quarterly, or Yearly.
5. Choose a payment methodSelect Mobile Money (M-Pesa, Airtel Money, Tigo Pesa) or Bank Transfer from the dropdown. The account details are shown on screen.
6. Send the payment, then enter the transaction reference numberOptionally attach a screenshot or PDF of the payment confirmation.
7. Click Submit PaymentYour subscription goes into Pending status. The platform team reviews and activates it within 24 hours. You will receive an SMS when it is approved.

The bell icon in the top-right of the navigation bar shows a red badge with the number of unread notifications.

• Click the bell to open the notifications dropdown
• Click any notification to go to the related section
• Click the tick icon to mark one notification as read
• Click Mark All Read to clear the badge

1. Click Settings in the left sidebar
2. Go to the Business Information tab
3. Update your detailsBusiness Name, Address, Phone, Email, Currency, and Timezone.
4. Upload your logoYour logo appears on all printed invoices and receipts. Accepted: PNG, JPG. Recommended size: 200×200 px.
5. Click Save Changes

1. Go to Settings → Notifications tab
2. Set your Low Stock ThresholdWhen any product's stock falls to or below this number, you receive an alert. Example: set to 10 to be warned when a product has 10 or fewer units left.
3. Configure SMS optionsEnable Sales SMS to send a receipt to customers after each sale. Enable Stock Alerts via SMS to receive SMS for low stock (requires a plan that includes SMS).
4. Set your SMS Sender IDIf your business has a registered sender name with Beem Africa, enter it here (max 11 characters, no spaces). Leave blank to use the platform default.
5. Click Save

Categories group your products (e.g., Electronics, Food, Clothing).

1. Go to Catalog → Categories
2. Click Add Category
3. Enter a name and optional description
4. Click Save

Brands identify the manufacturer or label (e.g., Samsung, Unilever, Nike). Brands are optional for each product.

1. Go to Catalog → Brands
2. Click Add Brand → Enter the name → Click Save

Units define how you measure or count a product (e.g., Pieces, Kilograms, Litres, Boxes).

1. Go to Catalog → Units
2. Click Add Unit
3. Enter the full name and abbreviationExample: Full name = Kilogram, Abbreviation = kg
4. Click Save

Suggested units to create first: Piece (pcs), Kilogram (kg), Litre (L), Box (box), Carton (ctn), Dozen (doz).

1. Go to Products → click Add Product
2. Enter the Product NameUse a clear, descriptive name. Example: Mineral Water 500ml, not just Water.
3. Enter an SKU / Product CodeA unique identifier. Can be a barcode number or an internal code. Example: MW-500.
4. Select Category, Brand, and UnitAll three must be created in advance under Catalog.
5. Set Cost Price and Selling PriceCost price is what you paid the supplier. Selling price is what you charge the customer.
6. Set Reorder LevelThe minimum quantity before you get a low-stock alert. Example: 20 means you are alerted when stock drops to 20 units.
7. Upload a product image (optional)Helps staff identify products quickly at the point of sale.
8. Click Save Product

1. Find the product in the Products listUse the search bar to search by name or SKU.
2. Click Edit
3. Update the required fields
4. Click Update Product

Click any product name in the list to open its detail view. You will see:

• Current stock quantity per warehouse
• Full stock movement history (every sale, purchase, adjustment that affected this product)
• Cost price history

1. Go to Warehouses in the sidebar
2. Click Add Warehouse
3. Enter warehouse detailsName (e.g., Main Store), physical address, contact person, and phone number.
4. Click Save

1. Go to Customers → click Add Customer
2. Enter the customer's detailsName, email, phone number, and physical address.
3. Set a Credit LimitThe maximum amount this customer can owe you. Set to 0 to disallow credit sales to this customer.
4. Click Save

1. Go to Suppliers → click Add Supplier
2. Enter the supplier's detailsCompany or contact name, email, phone, address, and optional TIN/Tax number.
3. Click Save

Click on any customer or supplier name to open their profile page. You will see:

• All transactions linked to them (sales or purchases)
• Total amount owed (outstanding balance)
• Full payment history
• Edit contact details

1. Go to Inventory → Opening Stock
2. Click Add Opening Stock
3. Select the Product
4. Select the WarehouseStock is tracked per warehouse. Select the location where this stock is physically stored.
5. Enter the QuantityThe number of units you currently have on hand.
6. Enter the Cost PriceUsed for stock valuation. Use the most recent cost price you paid for this product.
7. Set the DateUsually today's date or the date you counted the stock.
8. Click Save

1. Go to Purchases → click New Purchase
2. Select the SupplierIf not yet added, click Add Supplier to create them first.
3. Set the Purchase DateThe date the goods were physically received.
4. Enter a Reference NumberThe supplier's invoice or delivery note number. Useful for reconciliation.
5. Select the WarehouseWhere the received goods will be stored.
6. Add product linesClick Add Item, select the product, enter quantity received and unit cost price. Repeat for each product.
7. Set the Payment Status Paid — You paid in full at delivery.
   Partial — You paid part of the amount.
   Credit — Goods received but nothing paid yet.
8. Enter the payment amount and methodOnly if Paid or Partial. Select from: Cash, Mobile Money, Bank Transfer, Cheque.
9. Click Save PurchaseStock levels for all items increase immediately.

1. Go to Purchases → find the purchase → click View
2. Scroll to the Payments section → click Add Payment
3. Enter amount, payment method, and date
4. Click Save PaymentThe outstanding balance updates automatically.

1. Go to Sales → click New Sale
2. Select the CustomerSearch by name or phone. For a one-time customer, select Walk-in Customer.
3. Set the Sale Date and WarehouseStock is deducted from the selected warehouse.
4. Add product linesClick Add Item, select the product — the current stock level and default price are shown. Enter quantity. Adjust price if needed. Apply an item-level discount (percentage or fixed amount) if applicable.
5. Apply an order-level discount (optional)This applies to the entire order total.
6. Review the totalCheck the subtotal, discounts, and final total before proceeding.
7. Set the Payment StatusPaid, Partial, or Credit.
8. Enter payment detailsAmount received and payment method.
9. Click Save SaleStock is deducted. Invoice is generated. Customer SMS is sent if enabled.

1. After saving the sale, click Print InvoiceOr go to Sales → find the sale → click View → click Print Invoice.
2. A printable invoice opens in the browserIt includes your logo, business details, customer information, itemized product list, and payment status.
3. Press Ctrl+P (Windows) or Cmd+P (Mac) to print

1. Go to Sales → find the sale (status will show Partial or Credit)
2. Click View
3. Scroll to the Payments section → click Add Payment
4. Enter amount, method, and date → click Save

Go to Payments in the sidebar to view all payments across all sales and purchases. Filter by:

• Date range — See payments for a specific period
• Payment method — Cash, Mobile Money, Bank Transfer, Cheque
• Type — Sales payments or Purchase payments

Export the list to Excel or PDF using the buttons at the top of the page.

1. Go to Sales → find the original sale
2. Click View → click Process Return
3. Select the items being returned and the quantity for each
4. Enter the reasonExamples: Defective, Wrong item, Customer changed mind.
5. Choose how to settle the returnCash refund, store credit, or exchange (no refund).
6. Click Save ReturnStock is added back to the warehouse immediately.

1. Go to Purchases → find the original purchase
2. Click View → click Process Return
3. Select the items to return and quantities
4. Enter the reason
5. Click Save ReturnStock is deducted from the warehouse. A credit or refund from the supplier should be recorded manually in Payments.

1. Go to Inventory → Stock Adjustments
2. Click New Adjustment
3. Select the Product and Warehouse
4. Choose Adjustment TypeIncrease — You found more units than the system shows.
   Decrease — The physical count is lower than the system shows.
5. Enter the Quantity to adjust byThis is the difference, not the new total. Example: system shows 50, you counted 47 → enter 3 as a Decrease.
6. Enter a ReasonBe specific. Example: Physical count surplus — found in back room or Counting error during previous stock take.
7. Click Save

1. Go to Inventory → Stock Transfers → click New Transfer
2. Select the From WarehouseThe location stock is leaving.
3. Select the To WarehouseThe destination location.
4. Set the Transfer Date and optional notes
5. Add itemsSelect the product and enter the quantity to move. The system shows the available stock at the source warehouse — you cannot transfer more than what is available.
6. Click Save TransferStock is immediately deducted at the source and added at the destination.

1. Go to Inventory → Stock Disposals → click New Disposal
2. Select the Warehouse
3. Set the Date and ReasonChoose from: Damaged, Expired, Lost, or Other.
4. Add itemsSelect each product being disposed and enter the quantity.
5. Click Save DisposalThe quantities are permanently removed from stock and logged.

1. Go to Reports in the sidebar
2. Select the report type
3. Set the date rangeMost reports require a start and end date.
4. Apply additional filters if neededFor example, filter by specific warehouse, product, or customer.
5. Click Generate Report
6. Export the resultsClick Export to Excel to download a spreadsheet, or Export to PDF to download a formatted document.

In-app notifications require no configuration — they work automatically for all users.

SMS notifications require the Enterprise plan (SMS is not included in Starter or Business) and SMS must be enabled in platform settings.

• Welcome SMS — Sent to you when you register your business
• Subscription confirmed — Sent when you activate a plan
• Sales receipt — Sent to the customer after a sale (if enabled in Settings)
• Low stock alert — Sent to the owner when stock is critically low (if enabled)

1. Go to Settings → Users
2. Click Add User
3. Enter their name, email address, and phone number
4. Select a RoleManager, Cashier, Storekeeper, or Accountant.
5. Set an initial passwordAdvise the staff member to change it after their first login.
6. Click Save UserThey can log in immediately with their email and password.

If a staff member leaves or needs to be temporarily blocked:

1. Go to Settings → Users → click Edit next to the user
2. Toggle Status to InactiveThe user cannot log in but all their records and transactions are preserved.
3. Click Update

1. Click your name in the top-right corner
2. Click Profile
3. Update your name, phone number, or photo
4. Click Save Changes

1. Click your name in the top-right corner → click Change Password
2. Enter your current password
3. Enter your new passwordUse at least 8 characters. Mix letters, numbers, and symbols for better security.
4. Confirm the new password
5. Click Update Password

I cannot log in

• Make sure you are using the exact email address you registered with
• Passwords are case-sensitive — check Caps Lock
• Use the Forgot Password link on the login page to reset
• If your account was deactivated, contact your business owner
• If the business subscription is expired, the owner must renew before anyone can log in

A product is not showing in the sales form

• Check that the product exists in the Products list
• Check that the product has stock in the selected warehouse — products with zero stock are not selectable
• Confirm you selected the correct warehouse on the sale form

Stock levels are not updating after a sale or purchase

• Refresh the page and check again
• Verify the transaction was saved successfully (it should appear in the Sales or Purchases list)
• Check the correct warehouse was selected during the transaction

SMS notifications are not being received

• Confirm your subscription plan includes SMS (Enterprise plan required — SMS is not available on Starter or Business)
• Confirm SMS is enabled in your Settings → Notifications tab
• Confirm the recipient's phone number includes the country code (e.g., +255712345678)
• Contact your system administrator to verify the Beem Africa API keys are configured

I cannot create more warehouses or add more users

• You have reached the limit for your current plan
• Go to Subscription → View Plans and upgrade to a higher plan

A report is showing incorrect totals

• Check that the date range is set correctly
• Check if any warehouse or product filter is applied and whether it should be
• Verify that opening stock was entered before any transactions were recorded

I cannot delete a product

• Products that have been used in sales, purchases, or stock movements cannot be deleted — this protects your transaction history
• Instead, edit the product and set its status to Inactive — it will disappear from the sales form but the history is preserved

I entered opening stock but the quantity looks wrong

• Opening stock can only be entered once per product per warehouse
• To correct the quantity, use Inventory → Stock Adjustments to increase or decrease the stock to the correct level