Step by step
Set approval limits for a role
Choose how much a role can approve on its own, such as refunds up to KES 20,000. Everyone with the role has the new limit straight away.
A role’s approval limits are “The most a holder can approve on their own. Above it, a more senior approver decides.” Change them when a role needs to decide more, or less, without asking someone else.
Open Roles and permissions
Go to Administration › Users and roles and tap Roles and permissions. Each role’s card sums up its limits, such as “Approves refunds KES 20,000, discounts 15%, adjustments KES 20,000 and 2 more”.
Open the role
Tap the role’s card. Kila’s own roles are under Standard roles: “Kila keeps these permission sets current. You can change their approval limits.”
Change the limit
In Approval limits, type the new amount: Refunds up to, Discounts up to (a percentage), Stock adjustments up to, Credit agreements up to, Purchase orders up to, Expenses up to or Payment runs up to. A limit the role does not have shows None. Credit agreements up to is also the highest credit limit the role can give a customer: see Set a credit limit and payment terms.
Tap Save changes
Kila says Role saved: “Everyone holding it has the new access straight away.” The role’s card shows the new limit.
Check it on someone with the role
Open their profile under Users. Effective access lists the limits they now have.
Good to know
A standard role’s permissions stay as Kila keeps them: “Change its approval limits here, or clone it to make a role with different permissions.” Clone makes a copy you can change freely. The owner role cannot be changed: “Owners can do everything, including billing, and approve any amount.”
Kila’s starting limits
Link to this section: Kila’s starting limitsEach standard role starts with its own limits. A cashier’s and a branch manager’s:
| Approval limit | Up to |
|---|---|
| Refunds | KES 0.00 |
| Discounts | 5% |
| Stock adjustments | KES 0.00 |
| Credit agreements | KES 0.00 |
| Approval limit | Up to |
|---|---|
| Refunds | KES 20,000.00 |
| Discounts | 15% |
| Stock adjustments | KES 20,000.00 |
| Credit agreements | KES 100,000.00 |
| Purchase orders | KES 0.00 |
| Expenses | KES 20,000.00 |
Someone with two roles gets the higher of each limit.
The limit is above your own
Link to this section: The limit is above your ownOnly an owner can give a role more than their own limit. An administrator sees their own limit under each field, such as Your own limit: KES 500,000.
Needs a manager
“You can only grant permissions and limits you hold yourself. The others are shown greyed out.” Ask an owner for a higher limit.
You want something to need approval at all
Link to this section: You want something to need approval at allWhich actions wait for approval is under Administration › Settings, on the Approvals tab: “Which actions wait for someone else. Limits per role are set in Users and roles.” “Approvers never decide their own requests, and each decision is kept in the audit log.”
- What needs approval, and why: the limits each role starts with.
- Approve or reject a request: what happens above a limit.
- How roles and permissions work: permissions and limits together.
- Create a custom role: a role with its own permissions, cloned from a standard one.
- Cashier: what a cashier sees above their discount limit.
- Settings: the Approvals tab.
Next: tell the people with the role what changed, so they know what they can now decide.