How it works
How buying works
From a branch asking for stock to paying the supplier, who does what, and where returns and consignment fit in.
Buying in Kila follows the stock from the moment a branch needs it to the moment the supplier is paid. Each step is recorded once and carried to the next, so the order, the delivery and the invoice can be checked against each other.
- Requisition, when a branch asks. “Branches ask for stock; a manager approves; purchasing turns it into an order or a request for quotation.” See Ask for stock with a requisition.
- Quotations, when you want to compare. “Ask several suppliers to price the same list, compare them side by side, and award the order.” See Ask suppliers for quotations.
- Purchase order. “What you have ordered, from whom, and what is still to arrive.” Prices start from the supplier’s own. Within the buyer’s limit, submitting approves it; above it, it waits for approval. See Make a purchase order.
- Receiving. “Goods received notes: what arrived, what was rejected and why, with batches, serials and landed costs.” See Receive a delivery.
- Supplier invoice. “Each invoice is matched against what was ordered and what was received before it can be paid.” See Record a supplier invoice.
- Payment. Approved invoices wait under Approved, to pay. See Pay suppliers with a payment run.
Requisitions and quotations are optional: a buyer can start with the purchase order. Each order shows where it is: Drafted, Approved, Sent, Receiving and Received.
Who does what at Baraka Wines and Spirits
Link to this section: Who does what at Baraka Wines and Spirits| Who | Role | Does |
|---|---|---|
| Lilian Moraa | Branch manager, Kilimani (Yaya Centre) | Asks for stock with a requisition |
| Ann Mumbi | Procurement officer | Suppliers, quotations and purchase orders, up to KES 150,000 an order |
| Kamau Ndegwa | Owner | Approves requisitions and the orders above Ann’s limit |
| Beatrice Wanza | Storekeeper, Baba Dogo store | Receives deliveries, inspects them and sends back what is wrong |
| Daniel Mwita | Accountant | Records and approves supplier invoices and credit notes |
Your own roles may split the work differently: see Roles and permissions.
When goods go back
Link to this section: When goods go backGoods that arrive broken or wrong are rejected at the door when you receive them. Goods found wrong later go back with a return, which is your debit note: see Return goods to a supplier.
Stock that is not yours yet
Link to this section: Stock that is not yours yetSome suppliers leave stock with you and are paid only for what sells. You receive it on consignment: see Take stock on consignment.
Tip
Reorder works out what each branch should buy, and you choose what becomes a purchase order.
- Add or change a supplier: their details, terms and prices.
- Purchasing: what the module includes and how to switch it on.