Step by step
Move to Kila from another system or a daftari
Choose the day you start on Kila, then bring in what each customer owed you and what you owed each supplier, as a file under Move to Kila or one at a time under Opening balances. Kila checks every file before anything is written.
Whether you kept your records in another system or in a daftari, Kila needs what you had on the day you start: your products and stock, what each customer owed you and what you owed each supplier. That day is the cut-over day. Here Amina brings in the customers in Nuru General Store’s daftari, and what the shop owes its supplier.
Bring in a file
Link to this section: Bring in a fileOpen Administration › Move to Kila
“Bring your records in from Excel or another system: check each file before anything is written, post it, and roll it back if it was wrong, until you go live.”
Set the cut-over day and tap Save
“The day the business starts on Kila. Opening stock and balances are what you had at the start of this day.” Kila says Saved. Until then, the steps that use it say Needs the cut-over day.
On Customers and balances, tap Bring in
What to bring in lists six steps, “In this order: each step uses the one before it”: Products, Opening stock, Customers and balances, Suppliers and balances, Staff and Opening trial balance. Bring in only the ones you need.
Download the template and fill it in
One row a customer, with their Account code, Name and Balance owed: “What they owed on the cut-over day. Negative when they had paid ahead.” A customer with several unpaid invoices can have one row per invoice, with the same code. Save it as a CSV file.
Tap Choose your file
“CSV from Excel, QuickBooks or another system. Columns are matched by name; check them below.” Under Match the columns, each of Kila’s columns shows the column of your file it took, or Not in the file.
Tap Check the file
“Nothing is written until you post.” Kila shows what it found: the rows, how many have errors, the total owed and how many customers are new.
Tap Post
The button names the batch, such as Post MIG-0001. Kila says it “is being posted. You can leave this page.” Then: “3 rows posted. It can be rolled back from the list below until the business goes live.”
Suppliers, and what you owed each, come in the same way under Suppliers and balances: “Each becomes an open supplier invoice you pay as usual.” Products and their opening stock: see Import products and Record your opening stock.
Roll back a wrong file
Link to this section: Roll back a wrong fileBatches lists “Every file checked or posted. A posted batch can be rolled back while nothing depends on it.” Tap Roll back on it and give the reason under Why: “Stock, balances and journals it posted are reversed; records it created and nothing else uses are removed. Kila refuses if anything depends on it.”
Check, then go live
Link to this section: Check, then go liveReconciliation shows “The books at the start of the cut-over day: the trial balance must balance, and stock, receivables and payables must match the records behind them.” It compares them with your records as they are now, so look at it before you start selling, while nothing has moved.
When everything is in, tap Go live. Kila asks Go live on Kila?: “Posted batches can no longer be rolled back. Check the reconciliation below first.” The page then says Live on Kila since that day: “Posted batches can no longer be rolled back: correct with stock adjustments, credit notes and reversing journals.”
Good to know
Tap Go live only when you are ready: there is no going back. Under Rules for this move, an owner can keep rolling back open for some days after going live, with Days rollback stays open after going live, and choose Who may roll a batch back.
One balance at a time
Link to this section: One balance at a timeFor a few customers or suppliers, record each balance by hand on Opening balances.
Open Opening balances
A business that takes orders, such as a wholesaler, finds it under Customers › Opening balances. A shop’s menu does not list it, and Kila’s search does not find it: open it at your workspace address followed by
/app/customers/opening-balances, such asnuru-general-store.kilabiashara.co.ke/app/customers/opening-balances. “What each customer owed, and what you owed each supplier, on the day you started on Kila. Recorded once, on the account and in the books.” The customer or supplier must be in Kila already.Choose Customer owed us or We owed a supplier, and find them
Type part of the name and tap them in the list.
Type the Amount owed
As at starts at today: change it to your cut-over day if that was earlier. Reference is optional, such as “Old ledger, invoice numbers”.
Tap Record opening balance
Kila says Opening balance for Upendo Wholesalers Ltd recorded, and adds it to the list as We owed the supplier. The customers from your file are on the same list.
- “Balance “6OO” is not an amount.” Kila names the row and the problem, and Post stays grey: “Correct the file and check it again.” Tap Discard, correct the file and choose it again.
- “Save it as CSV” when you choose an Excel file: “In Excel: File, Save As, CSV (comma delimited). Then choose that file.”
- A customer is already in Kila. Kila matches them “by code, then phone, then email, so a second import updates rather than duplicates.”
- Your set-up checklist: Move everything in from another system, on the products step.
- Set a credit limit: for the customers who buy on account.
- Bring your products into Kila: the template, the check and rolling back.
Next: Get help.