Cash up an attendant

An attendant’s shift ends with the supervisor, the attendant and the meters. You type each nozzle’s closing reading, Kila works out the litres pumped, turns the fuel nobody rang up into a meter sale, and compares the cash you count with what the meters expect. Do it with the attendant present.

Steps

1. Open Attendants and cash-ups

   In Kila’s menu, open Forecourt › Attendants and cash-ups. Under On shift now, each attendant’s row shows since when, whether they “signed in with PIN” or a supervisor opened the shift, their nozzles, how much cash they hold (“Holds about KES …”) and their takings by tender. You can also Receive a drop there during the shift.

2. Tap Cash up

   Tap Cash up on the attendant’s row. Kila opens Cash up Juma Otieno, SH-… with their nozzles under Closing readings, and what the shift took: “Rung up KES 31,869 in 4 sales”, the M-Pesa, card, fleet and voucher takings, and “Drops KES 20,000 · cash expected so far KES 3,074”.

3. Type each nozzle's closing reading

   Read each nozzle’s meter and type it under Closing. Under Test litres, type any litres pumped to test the pump and put back in the tank: they do not count as sold.

   Zoom

   Steps 3 to 5.

   

4. Add the card slips for fuel not rung up

   A card paid at the pump without a sale on the device leaves a slip. Tap Add slip and type its amount and reference. When the station’s M-Pesa till or paybill has payments on no sale, Kila lists them here too, to tick against the attendant’s fuel.

5. Count the cash and tap Cash up

   Count the attendant’s cash with them, type it in Cash counted and add a Note if you need one: “Counted with the attendant present. The count is kept with the shift; litres pumped but not rung up are charged at the pump price.” Tap Cash up.

6. Read the result, then tap Done

   Balanced means the count matches: “Counted KES 502,551.70 against KES 502,551.70 expected.” Kila names the meter sale for the fuel not rung up, such as “Fuel not rung up: meter sale S-… for KES 504,478.00.”, and the takings by Cash, M-Pesa, Card, Fleet and credit and Vouchers, with the Drops. Tap Done: the shift is closed and the attendant shows in Cash-ups.

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How Kila works out the cash

The meters give the litres each nozzle pumped. What was rung up on the device is already paid for, by its own tender. The rest is the meter sale, at the pump price: card slips and claimed M-Pesa come off it, and the remainder is cash. Drops to the cash office leave the attendant’s hands:

Juma Otieno's shift at Highway Petrol Station

Cash sales on the device	KES 23,073.70
Fuel not rung up: the meter sale	KES 504,478.00
Card slips for fuel not rung up	−KES 5,000.00
Drops to the cash office	−KES 20,000.00
Cash expected	KES 502,551.70

The M-Pesa sale and the fleet fill rung up on the device were paid by their own tenders, so they are not cash. The meter sale goes through the till like any sale, so the stock, the books and the cash all follow the meters.

What if

A reading is missing

Kila shows:

Not cashed up

Enter the closing reading of every nozzle Juma Otieno holds.

Every nozzle the attendant holds needs its closing reading. Read the ones you missed and tap Cash up again.

A reading is below the opening

Kila shows:

Not cashed up

3A Diesel, high flow closes at …, below its opening reading of …. Check the meter.

A meter only counts up. Read the nozzle again: a closing reading is never below the opening one.

The count is short

A shortage up to KES 50 is accepted. A bigger one goes for review: in Cash-ups, the shift shows the difference under Over or short and KES 200 · To review under Shortage. Tap Review:

1. Choose what happens to the Shortage of KES 200.00: Decide later, Paid back in cash now, Owed by the attendant (staff debt) or Written off (a manager). “Deductions from wages follow the Employment Act: agree them with the attendant in writing.”
2. Under What was found, say what you found.
3. Tap Save review. Kila says Reviewed, and the shortage shows what was decided, such as KES 200 · Paid back.

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Needs a manager

Writing a shortage off needs a manager whose limit covers it. A forecourt supervisor is told: “Writing off KES 200.00 is above your limit. A manager writes it off.” A station manager can write off up to KES 50,000.00.

Not available yet

Read from the pump controller fills the closing readings from a pump controller. Only Kila’s test pump controller works today, with readings made from Kila’s own records: read the meters by hand.

Related

• Sell on the forecourt device: the attendant’s shift up to the cash-up.
• The Forecourt page: each shift’s litres by meter against the till.
• Forecourt supervisor: the supervisor’s day.

Next: the next attendant taps their name on the forecourt device and takes the nozzles you just closed.