Step by step
Add or change a supplier
Keep each supplier's details, payment terms and their prices for the products they supply. New orders start from their prices.
Suppliers are “Who you buy from: their prices, terms, what you owe them and how reliably they deliver.” The list shows, for each, its Products, Open orders, what you Bought, 90 days, how often they deliver On time, their Rating and what You owe.
Open Purchasing › Suppliers
To change a supplier you already have, open it and tap Edit: the same form opens, with its details.
Tap New supplier and type the name
Save supplier waits until there is a name. Add a Category, such as Beer.
Steps 2 to 4 on one screen. Fill in their details and terms
KRA PIN, Contact person, Phone, Email and Address; Payment terms in days; how you pay them: Bank, Account number, Account name, Bank branch, M-Pesa paybill and Paybill account; and a Rating. Status is Active, On hold: no new orders or Archived.
Say whether their prices include VAT, and save
Switch on Prices include VAT for a supplier whose prices already do: “Purchase orders do not add VAT on top: the order total is their price, and Kila works out the VAT inside it for your books. Each order can still change this.” Tap Save supplier. Kila says Supplier added, and the new supplier gets its number, such as SUP-0005. When you change a supplier, Kila says Supplier saved.
Open Products and prices, and add a product they supply
On the supplier’s page, search in Add a product they supply.
Steps 6 and 7 on one screen. Type their price and terms
Their price before VAT, the Lead time in days, Their code for the product if they use one, and the Minimum order. Tick Preferred supplier for this product if you order it from them first.
Tap Save price
Kila says Price saved. The list shows Their price next to Your average cost, with the Lead time and the Minimum.
Good to know
“Changes to bank or M-Pesa details are flagged in the audit log.”
- How buying works: from a request for stock to paying the supplier.
- Make a purchase order: an order at the supplier’s prices.
- Ask suppliers for quotations: compare prices first.
Next: Make a purchase order.