Getting started with Momentrax

Before you start

Have these ready. A notebook or a spreadsheet is fine.

Set up and make your first sale

About an hour for a shop with 50 products.

1. Sign up and fill in your business

   Start the free trial from Pricing. Then open System Settings → Business profile and add your logo, phone and address: they appear on receipts. Your country and currency are fixed at sign-up. Your country also sets the dialling code phone numbers start with and the mobile money networks you're offered.

2. Say how you're paid

   System Settings → Payment methods: you start with cash, your country's mobile money networks (in Uganda: MTN MoMo, Airtel Money, Lyca Money) and bank transfer. Keep the ones you use and add any others. To print your bank account or mobile money number on invoices, proformas and statements, write them under System Settings → PDF settings → How customers can pay you. The same page has a switch to leave the list of items off receipts. If you charge VAT, add it under System Settings → Taxes and say whether your shelf prices already include it.

3. Add your products

   Inventory → Add Product. Give each one a price and a cost price, and a category if you have many. Scan the barcode into the barcode box if it has one; the till will find it by scanning. For items without a printed barcode, Print labels on Inventory → Stock Overview prints labels with the name, price, product code and a barcode of that code, on an A4 sheet or a label printer.

   Sell something by length or weight? Count it in the unit you sell: a fabric shop that cuts pieces tracks yards (one 6-yard piece = 6 in stock); a shop that sells whole pieces only tracks pieces. Quantities in stock are whole numbers.

4. Enter what you have in stock

   Inventory → Stock Adjustment: for each product, choose your shop, "set to" and the number you counted, with the reason "Opening count". From now on every sale takes stock off automatically.

5. Add your staff

   Users & Permissions → add a user. Give a shop attendant the Cashier role: they can sell, look up stock and see sales, but can't void a sale, change prices, correct stock counts, or see expenses, profit and Business performance. Give someone you trust to run a shop the Manager role. You can switch individual permissions on or off for any person, and every stock correction is recorded with the name of whoever made it.

   Tell your staff: five wrong passwords in 15 minutes lock that email address out for 15 minutes. Forgot password? on the sign-in page lets them back in at once. More under Activity log and sign-in.

6. Know who can do what

   Pick the role that matches the job; you can switch single permissions on or off for a person later.

   Role	Can	Can't
   Owner, Administrator	Everything: settings, staff, billing, voiding and deleting	none
   Manager	Run the business: sales, invoices, expenses, stock (including corrections and approving transfers), clients, providers, purchase orders, services, banking, accounting, reports	Settings, adding or changing staff, voiding or writing off, deleting
   Staff	Day-to-day work: sales, invoices, expenses, products, stock corrections, clients and providers	Deleting or voiding, reports, accounting, banking, settings, staff
   Cashier	Sell at the till, see sales, look up stock and clients	Correct stock, void sales, see expenses, invoices, reports, settings or staff
   View Only	Look at sales, invoices, expenses, stock, clients and providers (for partners, accountants, advisers)	Change anything

   Your plan still decides what's switched on: on Basic, even a Manager has no invoices. On Standard and up, Branch access on a person's profile keeps them to their own shop.

7. Make your first sale

   Accounting → Record Sale opens the till. Tap or scan items, press checkout, choose how the customer paid and enter the amount received: the till works out the change, and the receipt is one click away to print. Each receipt carries a QR code and a short code that anyone holding it can check: see Receipts your customers can check. If the internet drops, keep selling; the till saves sales on the device and sends them when it's back.

8. Watch from anywhere

   Log in on your phone. The Dashboard shows today's sales and cash. Inventory → Stock Movements shows every item that came in or went out, when, and by whom. Inventory → Low Stock lists what to reorder. Turn on a daily email under System Settings → Email summaries to get the day's figures without logging in.

Basic plan: you and one staff member, one shop. Invoices, more branches and moving stock between shops come with Standard; you can upgrade at any time and keep everything you've entered.

Receipts your customers can check, and sales paid later

Every receipt can be checked by whoever holds it, and a sale that was not paid in full at the till can take the rest of the money later.

1. The code on every receipt

   Receipts for till sales and for payments on an invoice print a QR code, the words "Verify this receipt at momentrax.com/verify" and a short code in three groups of four, like K7QM-2XHD-9RPB. It is on both A4 and till-roll receipts. Invoices, proformas, statements and purchase orders do not carry one: the code proves a payment, not a bill.

2. What your customer sees

   They scan the QR code, or type the code at momentrax.com/verify. No sign-in is needed. The page shows your business name, the receipt number, the date, the amount paid, the customer's name if the receipt names one, and whether the receipt is Valid or Cancelled (with the date). For a payment on an invoice it also says which invoice it was for. It ends with your phone and email, so they can call you if the paper in their hand says something different.

   It never shows the items bought, the customer's phone or address, how they paid, who served them, or what they still owe. A receipt shows Cancelled once the sale is voided or the payment is reversed; it is then no longer proof of payment. A code that is mistyped shows Code not found.

3. Switch the printed code on or off

   System Settings → PDF settings, Print a verification code on receipts. It is on to begin with. Every receipt keeps its code while the switch is off, so you can turn it back on later.

4. Take a later payment on a part-paid sale

   When a customer buys on credit and pays part or nothing at the till, the sale shows as partly paid or unpaid, with what is still due. When they bring money, open the sale (from the Sales Report or the Transactions tab of the client's profile) and click Record Payment under Payment History. Enter the amount received, how they paid and the date; a reference and a note are optional. You cannot enter more than is still due, or a date in the future.

   Each payment is a receipt of its own, with its own code to check. The sale turns to paid when nothing is left to pay. Anyone who can record sales can record the payment; the button is not offered on a voided sale.

5. See all the money that came in

   Payments received, near the top of the menu, lists every payment taken by any method: till sales, invoices and service orders. Open any receipt from there to double-check it.

Clients, providers, contracts and documents

Everything about a customer or supplier is on their profile: what they bought or billed, what they owe, their contracts and their papers.

1. Add the client or provider

   Contacts & Sales → Clients or Contacts & Sales → Providers, then add one. Their profile has tabs for Transactions (every sale, invoice, bill and payment), Contracts and Documents. A client's statement can be downloaded as a PDF for any dates.

2. Write the contract

   On the profile, open the ⋯ menu and choose New Contract. Give it a title, type, start and end dates and value. Terms and conditions, deliverables and performance measures can be formatted with bold, lists and headings. Attach the signed copy and any annexes at the bottom; they're kept with the contract.

3. Keep it up to date

   The contract page shows its status (draft, active, expired, terminated, renewed), its documents and a history of every change with who made it. Edit changes the details. Renew starts a new contract from the day the old one ends, for the same length, and marks the old one as renewed.

4. File their documents

   On the profile, ⋯ → Documents, then Upload. Choose what the document is, and the form asks for what matters for that kind:

   • Tax document: TIN or certificate number, URA, valid until
   • Licence or permit: licence number, issuing authority, expiry
   • Insurance policy: policy number, insurer, amount covered, cover dates
   • Business registration, certificates, bank documents, financial statements, ID or passport: each with its own number and dates

   Any document can be linked to one of their contracts. Documents that expire within 30 days are marked Expires soon, so you can ask for the renewed licence or certificate in time.

5. Stop trading with someone

   On the profile, ⋯ → Deactivate. They're no longer offered at the till or on new invoices, proformas, contracts, expenses or purchase orders. Everything already recorded stays exactly as it was: sales, invoices and what they still owe you, payments, contracts, documents and tickets. Their profile shows an Inactive banner with a Reactivate button for when you work with them again.

Letters, memos and certificates

Write official letters on your own letterhead: your logo, name, address and TIN at the top, signed by your staff, with a reference number.

1. Start a letter

   Office → Documents → New letter, or from a client's or provider's profile, ⋯ → Write a Letter, which fills in their name, address and email for you. Memos work the same way. Certificates (e.g. of appreciation or completion) come with the Pro plan.

2. Write it in sections

   Add text and tables in any order. Text can be bold, italic or in lists. A table can have a tick column (tick the option that applies, e.g. Daily / Weekly / Monthly) and a shaded label column (e.g. Account name, Bank). + Business detail adds your TIN, address or a bank account as a row. The symbol bar adds ✓, ☐, ☑ or a blank line to fill in by hand.

3. Choose who signs

   Tick the people who sign. Their saved signature is printed above their name; anyone without one gets a line to sign by hand. Each person adds their signature on their own profile.

4. Finalise and send

   Save as a draft and preview it as often as you like. An owner, administrator or manager then clicks Finalise and number: the letter gets the next reference number (e.g. KHL/ADM/2026/001), your company stamp is added, and it can no longer be changed. Download it, email it from Momentrax, or Duplicate it to write a similar one. A letter to a client or provider is also filed in their documents.

Requests: asking for money, and approving it

Instead of a paper chit: staff ask for money for supplies, transport or a repair, you approve or reject, and what is paid out becomes an expense by itself.

1. Ask

   Requests → New request. Say what it is for, the amount, when it is needed and the kind of expense. A quote or photo can be attached (up to 10MB), and more can be added later. Every member of staff can ask, whatever their role, and follows the answer under My requests. The person who asked can cancel a request until someone has decided it.

2. Decide

   Owners and administrators approve; they see what is waiting under Requests → Waiting for me, as a number beside Requests in the menu, and on the bell. Approve it as it is, approve a lower amount with a note saying why (the amount can be lowered, never raised), or reject it with a reason the person will see. Nobody approves their own request, except the owner (in a business where nobody has the Owner role, its administrators can). A rejection is final; the person can Ask again with changes, and the new request keeps a link to the old one.

3. The owner's second approval for larger amounts

   System Settings → Requests: enter an amount, and any request approved for more than it also needs the owner's approval. It waits for the owner after the first approval and cannot be paid out until the owner approves. If the owner gives the first approval, that one approval is enough. Leave the amount empty and one approval is always enough. Only the owner can change the amount, and changing it does not alter requests already decided.

   If nobody in your business has the Owner role, your administrators hold that power: an administrator sets the amount and gives the second approval, an administrator's first approval is enough above the amount, and the request's history says it was done by an administrator because the business has no owner. Give someone the Owner role and only that person does both from then on.

4. Pay out

   Whoever enters expenses sees approved requests under Requests → To pay out, opens one and clicks Mark as paid out with the date and how it was paid. The expense is entered for you, in the right branch and category, and the two link to each other. A receipt can still be attached after paying out. Until it is paid out, an approved request can be cancelled by an approver or the owner, with a reason.

5. The trail on each request

   Every request has a number and, under What happened, a line for each step with the name and time: who asked, who approved and for how much, why an amount was lowered, the second approval, who paid out, or who rejected or cancelled it and why. PDF to file or print gives the request on your letterhead.

6. Let a branch manager approve

   Staff & users → the person → Branch access, tick Approve or reject requests. Someone limited to certain branches sees and decides only those branches' requests. Asking and paying out can be switched on or off for one person in the same place.

Selling services: service order or invoice?

Add the services you sell under Services → Add Service, with a price per day, week, month, year, project or session. You can then charge for them in two ways.

Both count in your revenue, the client's history and their statement. Use one or the other for a job, not both, or it will be counted twice. Example: a preliminary survey quoted and billed once is an invoice (send a proforma first if the client wants a quote). A survey team hired by the day for as long as the job runs is a service order.

More than one shop

Up to 3 branches and 10 staff on Standard (8 and 30 on Pro, 15 and 100 on Premium). Each shop has its own stock.

1. Add your branches

   System Settings → Branches: one per shop or store room. Then enter each branch's opening stock with Inventory → Stock Adjustment, choosing that branch.

2. Keep each person to their shop

   Open a staff member's profile and choose Branch access, then tick the branches they work in. They only see and sell those branches' stock, and their sales count to that branch. You see every branch.

3. Move stock between shops

   Inventory → Stock Transfer: pick the from and to branch, the items and quantities. A manager or the owner approves it, and the stock leaves one shop and arrives in the other. Inventory → Transfers keeps the history, so nothing "disappears on the way".

4. Invoices and proformas

   For customers who ask for a quotation or pay later: Accounting → Create Proforma and Create Invoice. Payments are recorded against the invoice and the customer's statement shows what they owe.

5. See how the business is doing

   Analytics → Business performance shows revenue, costs and profit by month, how much you need to sell each month to break even, and your top customers, products and expenses. It needs cost prices on your products to be accurate.

Bigger catalogues, banking and connections

1. Load products from a spreadsheet

   If your plan includes bulk import and export, Import products under Quick tools on Inventory → Stock Overview adds many products from one file, up to 2,000 rows (2 MB) at a time.

   • Download the template (Download template CSV) and fill it in with Excel or Google Sheets, one product per row. The columns are Product Name (the only one you must fill), Product Code, Category, Unit Price, Cost Price, Unit and Reorder Level.
   • Check file shows what the file would add and lists every row with a problem: a missing name, a price that is not a number or is below zero, a product code used twice or already in use. Nothing has been saved yet.
   • It is all or nothing. If one row is wrong, no product is added: fix the file and choose it again. When every row is right the button becomes Import with the number of products; press it within 30 minutes.
   • It does not set stock. There is no quantity column: enter what you have with Inventory → Stock Adjustment afterwards.
   • It does not change products you already have. A row whose product code already exists is reported as a problem, not updated. A category that is new to you is created.

   Export reports on the same page gives your products back as a CSV file. Clients have their own import and export on Contacts & Sales → Clients. The person importing needs permission to add products, and each imported file is noted in the activity log.

2. Change many prices at once

   Bulk price update, under Quick tools on Inventory → Stock Overview, changes the price of every product you tick: up or down by a percentage (type a minus sign to reduce), or to one fixed price. Press Preview first: it shows how many products will change and a few of them with the price now and the price after. Nothing is saved until you press Apply.

   New prices are rounded to your currency, so a price of 12,500 raised by 7.5% becomes 13,438 in shillings. The same screen switches products on and off, which decides whether they are offered at the till. You need permission to edit products, and each change is noted in the activity log.

3. Banking

   Banking: add your bank and mobile money accounts, record deposits and withdrawals, and reconcile against your statement.

4. Custom reports

   Analytics → Custom Reports: choose the columns and filters you want, save the report, and run it again any time.

5. Webhooks

   System Settings → Webhooks sends each sale, payment or stock change to another system the moment it happens, for example your website. Your developer will find the details on the developer page.

Sales pipeline, API and a dedicated manager

1. Your account manager sets you up

   Premium comes with custom onboarding: we help load your products and staff and train your team.

2. Leads and opportunities

   Contacts & Sales → Leads and Opportunities track deals from first contact to invoice.

3. API

   System Settings → API keys lets your website or other software read your products, stock, customers and sales. See the developer page.

Selling online: your web shop

Your products can also be sold from a public shop on your own web address. We connect the address for you: write to info@neptunes.co.ug.

1. Choose what the shop shows

   Web shop → Products lists your products. Tick the ones that should appear in the shop, and give each a description for shoppers, a sale price if it is on offer, and the short name used in its web address. Before your shop's address is connected the same page is under Inventory → Web shop products, so you can choose your products ahead of time.

   Each product is listed once in the shop, with the stock of your main shop: that is where the goods for web orders leave from. A product that is only in stock at another branch is not offered online.

2. Make the shop yours

   Web shop → Settings is where the owner or an administrator sets the shop's name and tagline, its logo and the small icon on the browser tab, its two colours, the banner on the home page (a picture, a headline and a line under it), the text at the bottom of every page, the description search engines show, and the phone and WhatsApp numbers customers see. Pictures can be JPG, PNG, WebP or GIF. If you pick a colour so light that white text on your buttons would be hard to read, the page warns you. View my shop opens the shop as your customers see it.

   Your shop's address is shown on the page but cannot be changed there: connecting or changing an address is done by Neptunes support.

3. Delivery and collection

   On the same page, under Delivery and collection, list the areas you deliver to, each with its fee, in the order customers should see them. Switch an area off without removing it, or remove it. You can also give an amount from which delivery is free, a note for the checkout such as "Delivery within 24 hours", and switch on Customers can collect from the shop, which is free; say where to collect, or leave it empty to show your main branch. With no areas listed, customers simply give an address and delivery is free, as before.

   The fee is added to what the customer pays and is on the order, the receipt and the sale as its own line, for example "Delivery to Kampala central". It is read like your prices: tax included, or added on top, whichever you have set, and taxed as the goods it carries are.

   Example, with prices that include tax: 2 tins of gloss paint at UGX 59,000 and delivery to Kampala central at UGX 5,000. The customer pays UGX 123,000. Your sale has two lines, paint UGX 118,000 and "Delivery to Kampala central" UGX 5,000, and tax included of UGX 18,763 (UGX 18,000 in the paint, UGX 763 in the delivery). If you add tax on top instead, the customer pays UGX 118,000 + 5,000 + 22,140 tax = UGX 145,140.

   You can also set the smallest order you take. A customer whose basket is under it (before delivery) is told how much to add and cannot order yet.

4. The shop never sells what is not there

   The shop counts what is on hand at your main shop, less what other web orders are already holding. An order that is waiting for its customer to approve the payment on their phone holds its items for ten minutes; after that they are offered again. A customer who asks for more than is left is told in plain words, for example "Only 2 left of Cement 50kg", in the cart and at the checkout, and an order for more than is left is not taken.

   If two customers pay for the last item at the same moment, or you sell it at the till while a web customer is approving the payment, one of them cannot be supplied. That order is still paid and still in your sales, because the money is with you, but it takes nothing off your stock and shows as Paid, short of stock: the bell shows it first, the email to your team says it, and the order page lists what was missing. Either get the goods in, record them (a stock adjustment or a purchase order) and press The goods are in, or cancel the order and return the customer's money. Your stock is never taken below zero by a web order.

5. Closing the shop for a while

   On Web shop → Settings, Close the shop with an optional message such as "Back on Monday". Customers then see a closed page with your message and cannot place new orders. Orders already placed carry on: a customer can still pay, follow the order, download the receipt and use Find my order, and your orders screen works as usual. The settings page shows Your shop is closed until you press Open the shop again.

6. Taking payments by MTN: what you need from MTN, where to paste the keys, how to test

   Your web shop takes mobile money straight into your own MTN account. Momentrax never holds your customers' money: it only tells MTN whom to ask and for how much, and records the answer on the order. So the shop needs keys that belong to your business.

   What you need from MTN. An MTN MoMo collection account for your business (MTN checks your business before it opens one: ask MTN Uganda for "MoMo Open API, Collections"), and the three values MTN then issues for it: the primary key (MTN calls it the Collections primary subscription key), the API user (a long code in five groups) and the API key that goes with it.

   Where to paste them. Web shop → Settings → Taking payments, as the owner or an administrator. Paste the three values and press Save the keys. They are locked away at once: from then on the page shows only their last four characters, who saved them and when. Nobody can read them back, not you and not us; to change them you paste all three again with Replace the keys.

   How to test. Press Test connection. Momentrax asks MTN whether it accepts your keys; nobody is asked to pay and no money moves. The answer is one of: it works; MTN refused the keys (check them with MTN and replace them); MTN could not be reached (try again in a few minutes). Your shop offers MTN at the checkout only once the test has worked. The line MTN payments: on — to your own MTN account, keys ending 1a2b on the settings and orders pages tells you where you stand; without keys it reads not set up and your checkout asks customers to contact you.

   If you replace or remove your keys while a customer has a payment request waiting on their phone, that order can still be paid: the earlier keys are kept, locked, only to check such orders, and are erased as soon as none is waiting, and in any case after 48 hours.

   Web shop → Payments lists, month by month, how many orders were paid into your MTN account and how much. A platform fee may be shown beside each paid order and on that page. It is a record only: it is not taken out of your customers' payments, and you are not billed for it until we tell you. Example: an order of UGX 123,900 with a fee of 1.5% shows a fee of UGX 1,859; UGX 123,900 arrived in your MTN account.

7. How a customer orders and pays

   The customer fills a cart, gives their name and phone, chooses delivery (and the area, if you have listed areas) or collection from the shop, and chooses a mobile money network. A payment prompt arrives on their phone; approving it confirms the order. Where online payment is not available for your shop, the checkout asks them to contact you with the items in their cart instead.

8. When mobile money cannot be reached

   If the payment service does not answer, the customer sees Payment not started: no payment was started, they have not been charged, and their order is saved with its number. A Try again button starts the payment for the same order; the order page shows Not started — try again with Try the payment again.

   They cannot be charged twice by pressing it again. Before asking for money a second time, Momentrax checks whether the first request reached the network; if it is still waiting on the customer's phone, that one is used and no new one is sent.

9. A paid order is a sale

   The moment a web order is paid it is in your books like a sale at the till: it has a receipt number, it is in Sales, in the day's revenue and tax, on the dashboard, and the money is in the payments list under your MTN Mobile Money payment method (Momentrax adds that method if you do not have one). The sale belongs to your main shop and its cashier reads Web shop. You do nothing: there is no second entry to make.

   Example: a customer orders 2 trips of aggregate at UGX 200,000 and 1 roll of binding wire at UGX 115,000 and approves UGX 515,000 on their phone. You now have sale SALE202610090004 for UGX 515,000 (tax included UGX 78,559), one payment of UGX 515,000 by MTN Mobile Money, and 2 trips and 1 roll off your main shop's stock, once.

10. The receipt

    Open the order and press Receipt for the sale's receipt, with its code that anyone can check. Your customer gets the same receipt from Download your receipt on their order page.

11. You and your customer are told

    When a paid order arrives, the bell shows Web shop orders: paid, waiting to be prepared, and everyone who may work orders gets an email. A customer who gave an email address is written to when the order is paid, when you mark it as sent out, and if it is cancelled. Change the wording, or switch an email off, under Settings → Customer emails. No SMS is sent.

    Your customer can come back to their order at any time: by the address of their order page (it is in the emails), or with Find my order in the shop's menu, using the order number and the phone number they ordered with.

12. Your shop's pages

    These are the pages your customers use, all on your shop's own address:

    • Home: your banner and a first selection of your products.
    • Shop: the products you have chosen to show that are in stock.
    • Product: one product, with its price, its description and the Add to Cart button.
    • Basket (the cart): what the customer has chosen so far; they can change quantities or take things out.
    • Checkout: name, phone, delivery or collection, and how to pay.
    • Order page: where the order stands, what was ordered, and the receipt once it is paid. Each order has its own private address, which only that customer is given.
    • Find my order: brings a customer back to their order with its number and their phone number.

    A customer who opens the payment page in several tabs, or presses the button twice, is not charged twice and does not slow anything down: one order has one payment request, and all the tabs wait for the same answer.

13. See your orders

    Web shop → Orders lists every order. To deliver holds the orders that are paid and not yet with the customer; the number beside Orders in the menu is how many there are. Awaiting payment holds orders whose customer has not paid yet, Delivered and Cancelled the ones that are finished. Search by order number, customer name or phone, and narrow by the dates the orders were placed. Open an order to see who ordered, their phone and delivery address, the items, the payment and what the order took off stock. The menu shows Web shop once your shop's address is connected.

14. Prepare, send out, deliver

    A paid order starts as Paid, to prepare, and its items are already off your stock. Press Start preparing, then Mark as sent out when it leaves, then Mark as delivered when the customer has it. One step at a time; each step records who pressed it and when. For an order the customer collects, the buttons read Mark as ready to collect (the customer is emailed that it is ready, and where) and Mark as collected.

15. If an order has to be cancelled

    Open the order, choose Cancel this order and say why (at least 10 characters). You can cancel until the order is delivered. The items go back on your stock. If the customer had already paid, the order's sale is voided at the same moment (it leaves your revenue and tax, its payment is marked reversed and its receipt now checks as cancelled), and the order shows Cancelled – refund owed: Momentrax does not send money back, so return it yourself (mobile money, cash, bank), then press Money returned and write how you returned it. An order is never deleted, and neither is its sale. The sale of a web order cannot be voided from the Sales page: cancel the order.

    Example: an order of UGX 77,000 for 2 bags of cement is paid, then cancelled. At once the 2 bags are back on stock, the sale of UGX 77,000 is void and out of the day's revenue, and the order stays under Cancelled as "refund owed" for UGX 77,000 until someone records "Sent back by mobile money, transaction 55512345". The "refund owed" orders are the customers' money you are still holding: the bell reminds whoever may work orders.

16. A customer says they paid, but the order still waits

    Open the order and press Check payment. Momentrax asks MTN: if the money arrived the order moves to To deliver; if the payment failed the order is cancelled; if MTN has no answer yet, nothing changes and you can try again later.

17. See what happened

    The activity log has an area called Web shop orders: each order placed, each payment that could not be started or was started again, the outcome the network reported, and every step, cancellation and refund your staff recorded.

    Who can do this: owners, administrators and managers see and work orders. Staff and view-only users see them. Cashiers do not. The shop's settings, delivery fees and closing the shop are for owners and administrators.

SMS and e-mails to your customers

Updated 17 October 2026. Each plan includes a number of SMS and e-mails every month.

1. See what you have used

   Settings → Usage & limits shows, for example, "312 of 500 SMS used this month · extra SMS UGX 70 each from your wallet (balance UGX 9,800)". The count starts again on the 1st.

2. Beyond the allowance

   Each extra SMS or e-mail is paid from your prepaid wallet, at the price shown there and on the pricing page. When the wallet cannot cover one, it is not sent and the message tells you the price; top up and send again. E-mails about your own account (welcome, password resets) are never counted.

3. During your free trial

   The trial has its own allowance for the whole trial, for example 20 SMS and 100 e-mails, and more cannot be bought from the wallet. Choose a plan to send more.

Who did what: the activity log, sign-in and your data

Momentrax keeps a record of what is done in your business and by whom, and protects the way in.

1. The activity log

   Activity log, at the bottom of the menu and under System Settings, lists who did what and when: sales and payments, voids, invoices, expenses, requests for money, stock corrections and transfers, changes to products, clients and staff, sign-ins (and failed ones), settings, exports and web shop orders. Each line names the person, the time and the branch. Before and after shows what a change replaced. Something that was tried and refused is marked Did not go through. Entries are never changed or deleted.

   Narrow the list by dates, person, area, action, branch, kind of record or outcome, or search it.

2. Who can see it

   Owners and administrators. To let someone else see it: Staff & users → the person → Branch access, tick the box under Activity log. Someone limited to certain branches sees those branches' entries and their own.

3. History on a record

   People who can see the log also get a History panel at the foot of a record's page: a sale, invoice, proforma, expense, product, stock transfer, purchase order, service order, request, contract, letter, and a provider's or staff member's profile. It lists what was done to that one record, with Open in the activity log for the rest. Changes made before 7 October 2026 were not all recorded.

4. Export it

   Export CSV on the activity log downloads the entries you have filtered, to open in Excel or hand to an auditor. It needs the permission to manage settings as well, and the download is itself noted in the log.

5. If someone is locked out of signing in

   Five wrong passwords for one email address within 15 minutes lock that address for 15 minutes. The sign-in page says Too many attempts. Try again in … minutes, and while the lock lasts even the right password is refused. The member of staff can do one of two things:

   • Wait the 15 minutes, then sign in with the right password.
   • Click Forgot password? on the sign-in page and set a new password from the email. That lifts the lock at once.

   An owner or administrator cannot unlock someone from a screen; for a real account, the lock-out and each wrong password appear in the activity log. Separately, 20 wrong passwords from one internet connection within 15 minutes stop sign-in from that connection for a while, whoever is trying: wait a few minutes.

6. Idle time, your own copy, and your limits

   System Settings → Security & access sets after how many idle minutes people are signed out (30 to begin with; 1 to 480). System Settings → Export my data downloads everything your business has recorded as one zip of spreadsheets. System Settings → Usage & limits shows how many staff accounts and branches you have used of what your plan allows.

Your daily routine

Need help? Email info@neptunes.co.ug or call +256 322 200 777.