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Rules your business follows

Selling farm chemicals

What Kila does at every till for a business under the Farm chemicals rules, the settings it needs, and the registers it keeps for an inspector.

Find it: Agrovet, then Agrovet settings, or search agrovet settings in Kila

Pesticides, veterinary medicines and seed are not ordinary goods. Some are sold only with the buyer recorded, some only on a vet’s prescription, and pesticides and veterinary medicines not at all once the licence to sell them has run out. Kila keeps these rules at the till, and on its server, from what you record on each product and in the settings. Fertiliser, feed and tools sell as normal.

Agrovets start with these rules, and so do agricultural-input distributors. Kila calls them the Farm chemicals rules. Another business that needs them ticks Farm chemicals under Administration › Business profile, in Rules that apply: see Your business profile.

The law says, Kila does

The law says	Kila does
Pest control products are sold only from premises the Pest Control Products Board has licensed. Pest Control Products Act (Cap. 346); Pest Control Products Board.	The settings keep the PCPB premises licence with its expiry date, and Kila reminds the owners before it expires. Once a licence with PCPB in its name has expired, the till refuses pesticides until the renewed date is recorded.
The Board registers each pest control product, and may restrict who it is sold to. Pest Control Products Act (Cap. 346); Pest Control Products Board.	Each product can carry its PCPB registration number, WHO hazard class and active ingredient. Products marked Restricted use (the buyer is recorded), and those in the hazard classes the rules name (Ia and Ib), are sold only with the buyer’s name, phone number and ID number. The till asks before any payment, the server checks again, and each sale goes into the Restricted product sales register with its batch.
Veterinary medicines are registered, and prescription-only veterinary medicines are supplied only on a vet’s prescription. Veterinary Medicines Directorate.	Each veterinary medicine can carry its VMD registration number and Veterinary category. A Prescription only (POM-V) medicine needs the prescription (the vet, their KVB number, the animal and the date) and a qualified seller: someone whose Kenya Veterinary Board registration number is recorded in Kila. Each sale is kept in Vet prescriptions. Once a licence with VMD in its name has expired, the till refuses veterinary medicines.
Food from a treated animal is kept off the market for the medicine’s withdrawal period, and a sprayed crop is not harvested within the pre-harvest interval on the label. Veterinary Medicines Directorate; Pest Control Products Board.	The receipt gives each veterinary medicine’s withdrawal period and each pesticide’s pre-harvest interval, from the product’s Withdrawal period in days (veterinary) and Pre-harvest interval in days (pesticide), with what it means for the farmer. Both come with the Farm chemicals rules: there is no setting to switch them on or off.
Seed is sold by registered seed merchants, and a recalled lot is taken off sale. Kenya Plant Health Inspectorate Service (KEPHIS).	The settings keep the KEPHIS licence with its expiry date for the reminders. A batch can be blocked for a recall: “Every till refuses the batch until it is released.”
Fertilisers and animal feeds are regulated under the Fertilizers and Animal Foodstuffs Act (Cap. 345).	Each product keeps its class and, for fertiliser, its Fertiliser grade (N:P:K). Kila adds no check of its own: fertiliser and feed sell as normal.

The law says

Kila checks what it can check: that a restricted product has its buyer recorded, that a prescription-only medicine has a vet’s prescription and a qualified seller, and the licence dates you record. It cannot check that a registration number or a prescription is genuine, or that an ID belongs to the buyer, and it does not check that the person selling a restricted pesticide holds an agro-dealer certificate. The agro-dealer in charge still does that.

Set it up

The licences and the person in charge

The owner records them under Agrovet › Agrovet settings: “Premises licences and their expiry dates, and the qualified person in charge. Kila reminds the owners before a licence expires.”

For each licence, enter the Licence or permit, its Number and when it Expires. The buttons under the list add the usual ones: PCPB premises licence, AgroDealer registration, VMD premises licence, KEPHIS seed merchant licence and County business permit, or Another.
Under Person in charge, enter their Name, Qualification, Registration number and Phone.
Tap Save changes.

Keep PCPB or VMD in a licence’s name, as the buttons do: that is how Kila knows which licence stops which products. When a licence is near its date, the page says A licence expires soon: “Renew it and record the new date here. Owners get reminders before the date and in the daily summary.” The licences also show on the Compliance calendar, each with its date.

Agrovet settings at Mkulima Agrovet: six licences with their numbers and expiry dates, the first the PCPB premises certificate for Nakuru (1), the buttons that add the usual licences and Another (2), and A licence expires soon (3).

The products

On each product, Edit has a section Rules for this business with the fields from Farm chemicals: PCPB registration number, Product class, Active ingredient, WHO hazard class, Restricted use (the buyer is recorded), VMD registration number (veterinary), Withdrawal period in days (veterinary), Pre-harvest interval in days (pesticide), Veterinary category, Seed variety, Fertiliser grade (N:P:K), Season and Storage. Fill in what applies and tap Save product.

Edit Methomyl 90SP 100g: Rules for this business (1), with its PCPB registration number, the class Pesticide, its active ingredient and the WHO hazard class Ib (2), and the switch Restricted use (the buyer is recorded) (3).

The people

An animal health officer sells prescription-only medicines once their Kenya Veterinary Board registration number is on their profile under Users and roles: see Sell on a vet’s prescription.

At the till

A restricted product: the payment asks to Record the buyer: their name, phone number and ID number, before any payment: Sell a restricted product.
A prescription-only veterinary medicine: the payment asks for the Vet prescription:, and only a qualified person can take the payment: Sell on a vet’s prescription.
Withdrawal periods and pre-harvest intervals: printed on the receipt for every product with its Withdrawal period in days (veterinary) or Pre-harvest interval in days (pesticide) filled in, such as “Methomyl 90SP 100g: pre-harvest interval 7 days. Do not harvest the crop within it after spraying.”

After a licence expires

Once the date recorded for a licence has passed, the till refuses the products it covers, after the payment is taken and before the sale is completed:

Not completed yet

The VMD retail veterinary licence expired on 2026-10-29. Deltamethrin 1% pour-on 250ml cannot be sold until it is renewed in Settings, Agrovet. Fix it and tap Complete sale again.

A PCPB licence does the same for pesticides. Take the payment off, sell the rest without the refused product, and ask the owner to record the renewed licence’s date under Agrovet settings.

Brian Otieno's payment for a deltamethrin pour-on: Not completed yet (1), because the VMD retail veterinary licence has expired.

Registers and reports an inspector may ask for

Under Agrovet in Kila’s menu, for the owner and anyone whose role includes the reports:

Restricted product sales registerFarm chemicals rules: Every sale of a restricted farm chemical: the buyer’s name, phone and ID number, the products, their registration and batch.
Sales by product classFarm chemicals rules: Pesticides, veterinary medicines, seed, fertiliser and feed sold, net of returns.

Restricted product sales register: every restricted sale with the buyer, the registration and the batch. See Check the restricted product sales register.
Vet prescriptions: “Prescription-only veterinary medicines sold: the vet who prescribed, the animal, and the qualified person who sold them.”
Expiry, returns and recalls: “Stock expired, within 60 days of its date, or blocked by a recall. Send it back to the supplier for credit before their cut-off.” See Deal with expiring stock.
Advice records: “Advice given to farmers: the problem, what was recommended, rates and safety periods, and when to follow up.”

Common questions

Which products need the buyer recorded? Those marked Restricted use (the buyer is recorded), and those in the WHO hazard classes your rules name. The register says which, such as “Products marked restricted use, hazard classes IA, IB.”

We renewed the licence. How do we sell again? Record the new expiry date under Agrovet settings and tap Save changes. The till sells the products again.

Does Kila check the PCPB or VMD number? No. It keeps the number you record on the product and writes it into the register.

Agrovet: how Kila works for an agrovet.
Shops: everything a shop does in Kila.
Track batches and serial numbers: batches, and blocking one for a recall.
Selling medicines: the rules for a pharmacy.
Farm: a farm using what it buys.
Follow a field or herd’s costs: a field’s or herd’s inputs and treatments.
Agro-dealer in charge: who runs the agrovet counter.
Animal health officer: who sells prescription-only veterinary medicines.