Rules your business follows
Selling fuel
What Kila does for a business under the Fuel rules. Pump prices within EPRA's maximum, fuel sold only from a nozzle and counted by the meters, tanks dipped against the books, and the licences and inspections a station keeps.
A fuel station sells a product whose price the regulator caps, through pumps that must measure right, from tanks that must hold what the books say. Kila keeps these rules for every business with the Fuel rules: fuel stations start with them. Here is what the law asks, what Kila does about it, and what an inspector may ask to see.
The law says, Kila does
Link to this section: The law says, Kila does| The law says | Kila does |
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| EPRA sets the maximum pump prices for each town every month, in force from the 15th. Energy and Petroleum Regulatory Authority (EPRA), under the Petroleum Act, 2019. | Imports EPRA’s table for a cycle and sets your pump prices for 00:01 on the 15th, at the maximum or below it. A pump price above the maximum for your town is refused, warned about or not checked, as you choose. |
| A fuel station retails petroleum under a licence from EPRA. Petroleum Act, 2019; EPRA. | Keeps the EPRA licence, its number and its expiry date under Settings, Forecourt, reminds the owners before it expires, and shows it on the compliance calendar. |
| Pumps used for trade are verified and stamped. Weights and Measures Act (Cap. 513). | Puts Pump verification on the compliance calendar every year, for each branch. |
| Tanks are calibrated, and their dip charts certified. Weights and Measures Act (Cap. 513). | Puts Tank calibration (dip charts) on the compliance calendar every five years, for each branch. Each tank keeps its dip chart, which turns a dip in millimetres into litres. |
| A fuel station has a yearly environmental audit. National Environment Management Authority (NEMA), under the Environmental Management and Co-ordination Act, 1999. | Puts the NEMA environmental audit on the compliance calendar every year, for each branch. |
| A workplace is registered with the Directorate of Occupational Safety and Health. Occupational Safety and Health Act, 2007. | Puts Workplace registration (DOSH) on the compliance calendar every year, for each branch. |
| What an employer may take from an employee’s wages is limited. Employment Act, 2007. | Never takes an attendant’s shortage from their wages. A shortage beyond the tolerance goes for review, and Kila reminds the reviewer: “Deductions from wages follow the Employment Act: agree them with the attendant in writing.” |
The law says
Kila checks your prices against EPRA’s maximum for the town recorded as your EPRA town: record the town as EPRA’s table names it. Kila charges the new price from the moment it takes effect; the price on each dispenser and on the price board is yours to change at the same time.
Set it up
Link to this section: Set it upThe licences
Link to this section: The licencesThe owner records the forecourt’s licences and permits under Administration › Settings, in the Forecourt section: “The EPRA licence, pump verification and other permits, with their expiry dates. Kila reminds the owners before one expires.”
- For each one, type the Licence or permit, its Number and the date it Expires: the EPRA petroleum retail licence, the pump verification certificate, the NEMA licence, the county’s fire certificate and business permit, and the LPG licence if you refill gas.
- Tap Save changes.
When one expires within 60 days, Kila says A licence expires soon: “Renew it and record the new date here. Owners get reminders before the date and in the daily summary.”
EPRA’s prices
Link to this section: EPRA’s pricesOn Forecourt › Forecourt, the Settings tab has Pump prices and EPRA: the EPRA town, what Kila does Above EPRA’s maximum (Warn, Refuse or No check), whether Imported cycles set pump prices at the maximum or below it by a margin for each fuel, the Cycle day, the time Prices change at and the day to Remind on day. Highway Petrol Station refuses prices above the maximum.
The tanks, pumps and nozzles are on the same page: see Set up tanks, pumps and nozzles.
At the pumps
Link to this section: At the pumpsWhat Kila enforces at the till and on the forecourt device, in its own words:
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Fuel only from a nozzle. A shift that holds no nozzle of a fuel cannot sell it. The shop till says: “Diesel is sold from the pumps. Take a Diesel nozzle on this shift with its opening meter reading (Forecourt) before selling it.”
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Litres to three decimals. Fuel sells by litres or by amount, and the litres are rounded to three decimals: “Litres are rounded to 3 decimals, so the amount is KES 1,000.08.”
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No price above the maximum.
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The meters close the shift. A shift with nozzles closes only with their closing readings: “Record the closing meter reading of 1A Super, 1B Diesel, 2A Super, 2B Diesel (Forecourt) before closing the shift.”
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The right fuel for a fleet vehicle. “KCY 418M takes Diesel (AGO). Super petrol is not allowed on it.”
Registers and reports an inspector may ask for
Link to this section: Registers and reports an inspector may ask for- The compliance calendar (Compliance in Kila’s menu): each licence, permit, inspection and return with its date, its documents and who is responsible.
- Pump prices, under Price changes: “Every change, who set it and from when. Each is in the audit log.”
- Tank dips and Wet stock: every dip against the books, and each loss or gain with its review.
- Deliveries: every tanker with its delivery note, seals and dips, and each claim.
The forecourt’s reports, under Money › Reports in the Fuel group and in Kila’s menu under Forecourt:
- Meter reconciliationFuel rules
- 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 varianceFuel rules
- Each tank dip against book stock: gains and losses beyond the tolerance, and their review.
- Daily station reportFuel rules
- 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 tankFuel rules
- 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 attendantFuel rules
- Litres and value pumped by each nozzle on each attendant’s shifts (closed meter readings), with the totals by product and by attendant.
- Delivery variancesFuel rules
- Every tanker delivery: delivery note against litres received from the dips, the variance and the tolerance, and claims to the supplier.
- Fleet sales by vehicleFuel rules
- Every fill to a fleet vehicle: the account, registration, driver, odometer, order number, fuel, litres and amount, and kilometres per litre.
- Attendant cash-upsFuel rules
- 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.
Common questions
Link to this section: Common questionsCan we sell above EPRA’s price for a day? Not while Above EPRA’s maximum is set to Refuse: Kila refuses the price.
Do pump attendants need Kila accounts? No. They use a PIN on the shared forecourt device. See Sell on the forecourt device.
Who sees the licences? The owner keeps them under Settings, and the compliance calendar shows them with the station’s other dates.
- Fuel station: how Kila runs a fuel station.
- Change pump prices: the EPRA cycle step by step.
- Dip the tanks and Record a fuel delivery.
- Cash up an attendant: the meters and the count.