Correct a payment method

A payment recorded by the wrong method puts the money in the wrong place: M-Pesa that was really cash leaves the drawer looking over at the count. Kila never edits a payment. It reverses it, keeps its amount, and records a new one by the right method on the same shift.

Steps

1. Open the sale

   In Sales › All sales, search for the receipt number and open it. Its Payments show how it was recorded, such as “No code: confirmed by Faith Nduta at the till”.

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2. Tap Correct payment method

   Kila says: “The payment is not edited: it is reversed and a new payment by the right method takes its place, with the same amount and shift.”

3. Choose how it was really paid

   Under Paid by: Cash, Card, Bank transfer or Cheque. If it was paid partly one way and partly another, choose Split it between methods.

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4. Write the reason

   “At least 10 characters. It shows on the sale and in the audit trail.” Kila then says what it will do, for example a payment “is reversed and a cash payment of KES 2,299.00 is recorded on the same shift. If the shift is closed, its expected cash and variance are worked out again.”

5. Tap Correct payment

   Kila says PAY-… corrected to cash: “PAY-… replaces it on S-…. The shift’s cash and the books follow.”

6. Check the sale

   The sale now shows the new payment and the correction: “Paid by M-Pesa, corrected to Cash by Grace Wambui on 30 Oct 2026: No M-Pesa came in. The customer paid in cash.”

What Kila records

• The first payment, reversed with its amount kept, and the new one in its place on the sale and on the same shift. The two payments’ pages point to each other.
• Who corrected it, when and why: on the sale and in the audit trail.
• The shift: on an open shift, the cash Kila expects follows at once. A closed shift’s expected cash and variance are worked out again.

Needs a manager

Owners, administrators, general managers and branch managers correct a payment at once. A cashier or a till supervisor asks for it instead, and someone with the right approves it in Approvals.

What if

Your role cannot correct payments

Kila shows:

Your role cannot correct payments. This asks a manager, who approves it in Approvals.

Choose the method and write the reason as above, then tap Ask for approval. Kila says Sent for approval: “A manager approves it in Approvals. Nothing changes until then.” The sale shows Payment correction waiting for approval.

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The manager taps Approve on the request in Approvals, with a note if they like (“Kept with the decision in the audit log.”): see Approve or reject a request. The sale then says who asked and who approved, for example “Paid by M-Pesa, corrected to Cash by Faith Nduta on 30 Oct 2026, approved by Grace Wambui: …”.

A payment cannot be corrected

Kila greys it out in the list and says why. For example, a payment that also gave change:

Kila shows:

PAY-… also paid for something else (a tip, change, credit or another sale). Only a payment wholly on this sale is corrected.

When no payment on the sale can be corrected, Kila says “No payment on S-… can be corrected here.”

Related

• Take cash and Take M-Pesa: recording the right method at the till.
• How shifts and cash-ups work: what Kila expects in the drawer.

Next: when the cashier closes the shift, the corrected payment counts by its right method: cash in the drawer, M-Pesa apart.