How can we help?

1. On the HeriBMS home page, choose Start your 7-day free trial, then I run a business.
2. Enter your business name, your name, your email and a password.
3. You are signed in to your new workspace, and your 7 days start now.

1. Sign in as the administrator and open Team from the menu.
2. Enter the person's name and email, and choose a role: Sales & Inventory (sales and stock) or Accounts & Billing (invoices and payments).
3. Copy the invitation link HeriBMS gives you and send it to them. They set their own password when they open it.

The Basic plan is for one person. To add a second person, the administrator pays the upgrade to Plus on the billing page; you can invite them once it is confirmed.

1. Administrator: everything, including team, settings, reports, refunds and paying for HeriBMS.
2. Sales & Inventory: customers, sales, stock and reports.
3. Accounts & Billing: invoices, payments and reports.

1. Open Stock from the menu, then Products and stock.
2. Under Add product, enter the product name and choose Add product.
3. Under Receive stock, choose the product, then enter the batch number, expiry date, quantity, unit cost and selling price.
4. Choose Receive stock. The batch appears in the stock list.

When you sell, HeriBMS takes stock from the batch that expires first.

1. Open Customers from the menu.
2. Choose Add a new customer, fill in their name and any contact details, and choose Add customer.
3. Use Find a customer to look them up later.

1. Choose New sale on the Dashboard or the Sales page. The sale is for the walk-in customer; to put a name on it, choose Add a named customer.
2. Under Add item, type part of the product name, pick it, set the quantity and choose Add to sale. Repeat for each item.
3. Under Paid by, choose Cash, M-Pesa (and type the M-Pesa code) or Card, then Complete sale. If the customer pays partly in cash and the rest by M-Pesa, choose Cash + M-Pesa, enter the cash part and the M-Pesa code.
4. If the customer will pay later, choose Pay later. The sale's screen and Accounts show what is still owed, and you can take the payment there.

Staff can lower a price by up to 10% using Price override. A bigger discount, or a price above the list price, needs an administrator. Every changed price is recorded.

1. Open Quotations and choose New quotation. Pick the customer, add the items and set a Valid until date.
2. Choose Copy customer link and send the link to your customer, for example by SMS or WhatsApp. They can open it without an account.
3. When they accept, choose Convert to sale.

1. If the sale has not been paid: open the sale, enter a Void reason and choose Void sale.
2. If it has been paid: an administrator first opens Accounts, finds the payment under Payments, enters a reason and chooses Reverse payment. Then void the sale as above.

Reversing a payment keeps it on record, so your books always show what happened.

1. Open Branches and choose Add a branch.
2. Assign each staff member to a branch under Staff assignment. Staff then see only their branch's stock and sales.
3. A branch can propose its own price for a product; an administrator approves or rejects it.

1. Open Marketplace and filter by category to find products.
2. Add what you need to Your cart and choose Place order.
3. The supplier confirms or declines your order. You can follow its status on the Marketplace page.

1. Open Stock, then Products and stock, and give each product a marketplace category under Marketplace category.
2. When a supplier's product becomes the lowest price in one of your categories, or a supplier starts a sale there, you get an alert.
3. New alerts show on your Dashboard and under Alerts for you on the Marketplace page. Choose Mark all as read once you've seen them.

The marketplace list is always ordered by price, cheapest first. Products in the Featured row are paid placements.

1. Open Accounts and find the invoice.
2. Enter the amount, choose the method (cash, M-Pesa, card or bank) and choose Record Payment.
3. For M-Pesa, enter the M-Pesa code from the customer's confirmation message. The same code can't be used twice.

HeriBMS does not read your M-Pesa statement automatically yet, so each payment is recorded by hand.

1. The Dashboard shows today's sales, payments, and stock running low or expiring.
2. Reports shows what you billed, what you collected and your top products for any dates you choose.
3. Administrators can download invoices as a spreadsheet (CSV) from Reports, up to a year at a time.

1. When the 7 days are up, signing in takes you to the billing page instead of your workspace.
2. The administrator can still download all your records from that page.
3. If no licence is bought, the workspace and its records are deleted 90 days after the trial ends.
4. Staff who are not the administrator see a message asking them to contact their administrator.

1. The administrator chooses a Basic or Plus licence on the billing page. The licence is paid once and includes the first year.
2. After the first year, the same page asks for the yearly fee, which covers hosting, updates and support.
3. Pay the amount shown with M-Pesa, using the Pay Bill or Till number shown and your business code as the account number.
4. Enter the M-Pesa code from your confirmation message and choose Submit payment. HeriBMS opens your workspace as soon as it is confirmed.

If the yearly fee isn't paid, HeriBMS becomes read-only: you can look at and download your records, but not record new ones. Paying early adds the year after your current one, so you never lose days.

1. On the HeriBMS home page, choose Start your 7-day free trial, then I'm a supplier.
2. Enter your business name, email, phone number (optional) and a password, then choose Register.
3. HeriBMS reviews new supplier accounts. You can sign in once yours is approved.

1. Sign in to the supplier portal.
2. Under List a product, enter the product name, category, price and how many you have in stock.
3. Choose List product. It appears under Your products straight away.

1. Under Your products, choose Set a promotional offer on the product.
2. Enter the offer price and the first and last day, then choose Save offer.
3. The offer runs from the start of the first day to the end of the last day, Kenya time. Choose Remove offer to end it early.

1. Buyers see the marketplace ordered by price, cheapest first. Featured placement adds your products to the Featured row above that list as well.
2. New suppliers are offered featured placement during their first week. Call HeriBMS on 0181 660 123 to ask about prices.

The lowest price always leads the main list. Featured placement can't move a product ahead of a cheaper one there.

1. New orders appear under Orders waiting for you, with each item and the total.
2. Choose Confirm order if you can supply it, or Decline so the business can order elsewhere.
3. Handled orders move to Recent orders.

1. Staff sign in at the Sign in page. Suppliers use the supplier sign-in page.
2. HeriBMS signs you out after 30 minutes without activity, so an unattended screen stays safe.
3. After several wrong passwords, sign-in pauses for 15 minutes to stop anyone guessing.

Never share your password. Give each person their own sign-in instead, so everything they do is recorded under their name.