Approve an order over the credit limit

Kila checks every order on account against the customer’s credit left: their limit, less what they owe, less their other open orders on account. An order that is more than that is not lost: it is taken and held, and someone whose credit limit covers it decides. The order desk takes the order; the credit controller decides.

Steps

1. Take the order as usual

   On the order desk, as soon as the lines come to more than the customer has left, Kila warns beside Take order: Over the credit left: held for approval. “KES 7,751 more than the KES 39,539 Mumbuni Minimart has left. A manager approves it before it is picked.”

2. Tap Take order (F9)

   Kila takes the order and says SO-… held for approval: “KES 6,352 over the credit left. A manager decides in Approvals.” The amount over is worked out on the order’s final price, after any trade scheme.

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3. Tell the customer it is waiting

   The order is under Held for credit in Orders by stage, with how much it is over and In Approvals. It cannot be picked until it is approved.

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4. Open Approvals

   The credit controller, or anyone whose role approves credit, opens Approvals. The request is Order over the credit limit, with who took it and what it is: “SO-… for Mumbuni Minimart: KES 45,890.75 on account with KES 39,538.69 of credit left, KES 6,352.06 over the limit.” Open shows the order.

5. Tap Approve

   Kila asks you to confirm, with a Note if you want one: it is “Kept with the decision in the audit log.” Tap Approve. To turn it down, tap Reject and say why.

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6. The order goes to picking

   Kila says Approved, and on the order desk the order moves to To pick with Send to picking.

Who can approve

Someone whose role approves credit, up to their credit approval limit. The amount that counts is how much the order is over the credit left. At Mombasa Road Distributors:

Person	Role	Approves orders over by up to
Peter Kioko	Sales manager	KES 100,000
Grace Njoki	Credit controller	KES 200,000
Joyce Mwende	General manager	KES 500,000
Hassan Mohamed	Owner	Any amount

Good to know

Holding is Mombasa Road’s choice. The owner sets it on the order desk under Desk settings, in An order on account over the customer’s credit left: Hold it for a manager to approve, Refuse it until the customer pays or Take it anyway. Open orders use credit decides whether orders not yet invoiced count against the limit: “Orders on account not yet invoiced count against the credit limit.”

What if

The order was not approved

The order stays under Held for credit, marked “not approved”, and Kila keeps it at the depot: it cannot be picked or sent out. The reason is in the request under Approvals › All decisions.

Once the customer has paid or their limit has gone up, tap Ask again. Kila checks again; if the order is still over, it says SO-… sent for approval again and it waits in Approvals once more. If the customer will not pay, cancel the order.

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The customer’s account is on hold

The panel says On hold with the reason, and Account on hold shows beside Take order. Kila takes no new orders on account for them:

Kila shows:

The order was not taken

Donholm Hotel and Butchery is on hold (Over 30 days late on KES 30,200; no answer to calls. No new credit until paid). No new orders on account until the hold is lifted; take payment first.

Take a payment from the customer first, or ask the credit controller about lifting the hold.

The request says Above your approval limit.

The order is over by more than your credit limit allows, so there is no Approve for you. Someone with a higher limit decides it: at Mombasa Road, the general manager or the owner.

Related

• Take an order at the order desk
• Credit controller: holds, collections and the cheque register.
• Set a credit limit and payment terms

Next: the approved order is sent to the warehouse: Pick and pack an order.