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How it works

The standard reports

Every report under Money › Reports, in the groups Kila shows them, with the question each one answers and which need Advanced reports.

Find it: Money, then Reports, or search reports in Kila

Steps differ for pharmacies, agrovets and fuel stations.

Money › Reports has Kila’s standard reports in groups (1). Each says in one line what it shows. Reports marked Advanced (2) come with Advanced reports. A report shows when the part of Kila it reads is on for your business: the last column names what it needs, beyond the sales and stock every business records.

Sales

“What sold, where, by whom and how it was paid.” The group starts with Trading day: “One trading day in full: how customers paid, the money check, each till and person, sales by hour, what sold and what to check.”

Report	What it shows	Needs
Daily sales	Sales, refunds, VAT and margin for each day.
Monthly sales	Month-by-month totals to see the trend of the business.
Sales by branch	Each branch side by side: sales, refunds and margin.
Sales by cashier	Transactions, sales, discounts and refunds per person.
Sales by product or service	What sells: quantity, revenue and cost for every product and service.
Payment method summary	Cash, M-Pesa, card and credit received, and refunds paid out.
Gross margin	Revenue before VAT, cost of goods and margin by category.
Refunds and discounts	Every refund and the discounts given, so leakage is visible.
Branch comparison (Advanced)	This period against another, branch by branch: sales, transactions and margin.	Advanced reports
Product profitability (Advanced)	Gross profit and margin for every product and service, best to worst.	Advanced reports
Promotion results	Each promotion running in the period: promoted sales and discount given, the margin they made, and the lift in sales of its products against the same weekdays before it started.	Promotion results
Warranty claims by product and supplier	Which products fail under warranty, where they came from, what the claims ended in and what they cost.	Warranty claims

Stock

“What you hold, what it is worth and how it moves.”

Report	What it shows	Needs
Stock on hand	Quantity, reservations and value for every item at every branch.
Stock valuation	What the stock is worth at cost (FIFO or average, per legal entity), by branch and category.
Stock movement history	Every movement in and out: receipts, sales, transfers, counts and adjustments.
Low stock	Items at or below their reorder point, with a suggested order.
Expiring stock	Batches that expire soon or have expired, with their value.
Stock variance	Differences found by stock counts: what was expected against what was counted.
Inventory turnover (Advanced)	How fast each item sells through: turns and days of cover.	Advanced reports
Dead stock (Advanced)	Items with stock but no sales for a set number of days, and the money tied up in them.	Advanced reports
Stock and books reconciliation (Advanced)	Stock ledger value against the inventory accounts in the books, with movement value by type.	Advanced reports

Customers and credit

“Who owes what, and how repayments are going.”

Report	What it shows	Needs
Customer debt ageing	What customers owe on account, by how long it has been due.
Instalment repayment status	Every running agreement: paid, balance, arrears and the next instalment.	Credit, Layaway, Hire purchase or Partner BNPL
Cheque register	Cheques received in the period with their status (in hand, banked, cleared, bounced), and bounced cheques by customer.	Principals, schemes and claims (distributors)

Purchasing

“What you owe suppliers and what you buy.”

Report	What it shows	Needs
Supplier balances	What the business owes each supplier, by how long it has been due.	Purchasing
Procurement spend (Advanced)	Ordered, received, invoiced and paid by supplier.	Purchasing, Advanced reports
Credits owed by suppliers	What each supplier still owes back for goods returned to it, overdue and by age.	Supplier credit tracking

Services

“Bookings, staff time and job cards.”

Report	What it shows	Needs
Service performance	Bookings, completions, no-shows, staff utilisation and service revenue.	Services
Job card profitability (Advanced)	What each job card earned against parts and labour cost.	Job cards, Advanced reports

Finance

“Spending and the financial statements.”

Report	What it shows	Needs
Expenses	Spending by category and branch, with VAT and approval status.	Expenses
Financial statements (Advanced)	Profit and loss, balance sheet and trial balance in one export.	Books, Advanced reports

Shifts

“Every till count and its variance.”

Report	What it shows	Needs
Cashier shift reconciliation	Every shift: expected cash, counted cash and the variance.	Point of sale

For pharmacies

Pharmacy

“The controlled-drug register, prescriptions dispensed and sales by schedule.”

Report	What it shows
Controlled drugs register	Every movement of a controlled drug, with who it was dispensed to, on whose prescription, and the balance left.
Prescriptions dispensed	Each prescription filled: patient, prescriber and registration number, what was dispensed and the pharmacist who approved.
Sales by drug schedule	Medicines sold by schedule (general sale, pharmacy only, prescription only, controlled), net of returns.

Farm chemicals

“The restricted product sales register and sales by product class.”

Report	What it shows
Restricted product sales register	Every sale of a restricted farm chemical: the buyer’s name, phone and ID number, the products, their registration and batch.
Sales by product class	Pesticides, veterinary medicines, seed, fertiliser and feed sold, net of returns.

More in Check the restricted product sales register.

For fuel stations

Fuel

“The daily station report, wet stock by tank, sales by nozzle and attendant, cash-ups, deliveries and fleet sales.”

Report	What it shows
Meter reconciliation	Each attendant’s shift: litres pumped by the meters against litres rung up on the till, by product, and the cash the meters expect against the count.
Wet-stock variance	Each tank dip against book stock: gains and losses beyond the tolerance, and their review.
Daily station report	Each fuel by day: opening dip, deliveries, meter sales, the litres expected, the closing dip and the variance, with the cumulative variance as a % of the litres sold.
Wet stock by tank	Each tank by day: previous dip plus deliveries less meter sales against the dip, the tolerance, and the cumulative variance.
Fuel sales by product, nozzle and attendant	Litres and value pumped by each nozzle on each attendant’s shifts (closed meter readings), with the totals by product and by attendant.
Delivery variances	Every tanker delivery: delivery note against litres received from the dips, the variance and the tolerance, and claims to the supplier.
Fleet sales by vehicle	Every fill to a fleet vehicle: the account, registration, driver, odometer, order number, fuel, litres and amount, and kilometres per litre.
Attendant cash-ups	Each pump attendant’s shift: litres by meter, takings by tender (cash, M-Pesa, card, fleet and credit, vouchers), drops, the cash expected and counted, and shortages.

Who sees which reports

The owner sees every report. Other roles see the reports their role may read: at Mwangi Hardware the administrator, general manager, branch manager, accountant, inventory manager, credit officer and auditor have reports. A role without them, such as the sales representative, sees “Reports are not part of your role” and “Ask an administrator for the view reports permission.”

Good to know

A report that is not on for your business shows a lock and says so: “This report is not switched on for this business.” At a hardware shop the Cheque register is one of them: it is for distributors.

Run a report: choose the dates and branch, compare periods and export.
Schedule a report: have one run every day, week or month (not emailed yet).
Advanced reports: what Advanced reports adds, and the plans that include it.
See what your stock is worth: stock valuation, step by step.
Deal with expiring stock: the Expiring stock report in use.