Recall a batch

When the Pharmacy and Poisons Board or a supplier recalls a batch, block it in Kila first: from that moment every till refuses it. Then find out who bought it, and send what is left back to the supplier.

Steps

1. Find the batch

   Open Inventory › Batches and serials. Under Batches and expiry, each batch shows its product, its expiry, where it is and how much, and its supplier.

2. Tap Block on its row

   Kila opens Block with the product and the batch, such as Block Co-trimoxazole suspension 240mg/5ml, 100ml batch COTR2511K.

3. Write why

   In Why, write the recall notice or the reason: “A recall notice, a quality hold. Every till refuses the batch until it is released.”

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4. Tap Block from sale

   Kila says Batch blocked: “Co-trimoxazole suspension 240mg/5ml, 100ml batch COTR2511K cannot be sold until it is released.” The batch’s row now says Blocked: with your reason, and Release.

5. See who bought it

   Open Pharmacy › Expiry, returns and recalls and choose Recalls: the batch shows as Blocked (recall), with its branch, quantity and supplier. Tap Who bought it: Kila lists how much is “left in stock” and each sale of the batch, with the patient or customer, their phone, the sale and the date. Call them as the recall notice asks.

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6. Send it back to the supplier

   Tick the batch and tap Return 1 batch to the supplier. Kila opens Return to Medisafe Distributors Ltd: “From Kitengela. Each line names its batch; a debit note reduces what is owed to the supplier.” The Reason reads “Recalled batch returned to the supplier”. Add the Supplier’s return authorisation number if they gave one, and tap Record the return.

The return goes under Purchasing › Returns, with its debit note. At Dawa Bora Chemists, the Board’s recall of co-trimoxazole batch CTS24B117 is there: “PPB recall RC/2026/041: batch CTS24B117 returned unopened.”

At the till

A blocked batch cannot be sold anywhere. When it is all the branch has, the cart says so and Charge stays grey:

Kila shows:

Co-trimoxazole suspension 240mg/5ml, 100ml batch COTR2511K is blocked from sale (PPB recall notice of 30 October). Sell another batch.

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What if

The recall is over, or the batch was blocked by mistake

On Batches and serials, tap Release on the batch’s row. Kila says Batch released: ”… can be sold again.”

Block from sale stays grey

Write the reason in Why first. Kila keeps it with the batch: its row reads Blocked: and the reason.

The batch is no longer on Expiry, returns and recalls

The page lists batches with stock. Once everything has gone back to the supplier, the batch leaves the list; its return stays under Purchasing › Returns.

Needs a manager

Blocking and releasing a batch is for people who approve stock adjustments, such as the stock controller, the operations manager and the owner.

Related

• Return expired and short-dated stock: the same page, for stock near or past its date.
• Track batches and serial numbers: batches in every business.
• Selling medicines: batches, expiry and the rules behind them.

Next: tell the patients who bought the batch, and the supplier, what the recall notice asks of them.