Your role
Accountant
You keep the books. You confirm the money against the statements, approve and pay expenses, prepare payroll and close each month.
Kila describes the role as “Keeps the books, reconciles and pays.” Every sale, expense and payment ends up in the books; you make sure the money behind them is really there.
When you sign in
Link to this section: When you sign inKila opens your home page with the business’s day: sales, the tills, stock and the cards about money. Payments waiting for confirmation (1) counts the payments not confirmed yet. Approvals and reviews waiting (2) lists the Supplier invoices to approve, the Reconciliation exceptions and the Closed shifts to confirm. Reconciliation (3) and the rest of Money, with Books, are in your menu.
Your day
Link to this section: Your day- Confirm the money. Money › Reconciliation: “Match what the M-Pesa and bank statements say against what Kila recorded. Money is confirmed by evidence, never by assumption.” See Reconcile M-Pesa and bank statements and Upload a statement. For a payment that is not confirmed yet, see Check an M-Pesa payment that is not confirmed yet.
- Approve and pay the expenses. In Approvals (1), Approve (2) the ones within your limit. Money › Expenses shows “What the business spends, who approved it and how it was paid. Paid expenses post to the books.” See Approve and pay an expense.
- Confirm the shifts the tills closed: Review a shift.
- Follow the customers who owe: Print a customer statement.
- Close the month. Books › Periods: “Monthly periods. Closing one locks it: anything dated inside it is refused, and corrections post in the current month.” See Close a month.
- Report: Run a report and Schedule a report.
What you can do
Link to this section: What you can do- Reconcile the M-Pesa and bank statements, and keep the money accounts: Money shows “Where Soko Fresh Mini-Mart keeps its money, and how it moves.”
- Approve and pay expenses within your limit, and manage the suppliers’ invoices.
- Read and post to the books: Books has the “Statements from the double-entry ledger. Every figure comes from posted journals and links to its source.” See Post a journal, Read your profit and loss and Prepare the VAT return.
- Prepare payroll: “Pay your staff from their contracts, attendance, commission and advances; a second person approves; the journal goes to the books.”
- Read the audit log: Find an action in the audit log.
- Value the stock: See what your stock is worth and See stock as of a date.
Everything the role is allowed to do
- General
- View dashboard; Approve or reject requests
- Point of sale
- View sales; Review shifts and variances
- Catalog
- View products and services
- Stock
- View stock
- Purchasing
- View purchasing; Manage supplier invoices
- Customers
- View customers
- Credit
- View credit and agreements; Keep the cheque register: record, bank, clear and bounce customers’ cheques
- Finance
- View payments; Reconcile payments; View the books; Post manual journals; Close periods; View the fixed asset register and its custodians; Add and move fixed assets and post depreciation; Sell or write off fixed assets; View the client account: balances held per client and matter, and the client ledger; Receive client money, pay out of it and transfer fees to office against a fee note; Submit expenses; Approve and pay expenses
- Cash
- View cash: tills, safes, money on its way to the bank and the daily cash report; Prepare banking: cash to the bank with a deposit slip; Match deposits to the bank statement or confirm them banked
- Money
- View money accounts: cash, M-Pesa and bank balances and their checks; Add money accounts, move money between them and record actual balances; Record owner put in or took out, correct balances and change where a payment came from; Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Reports
- View reports; Export reports
- Administration
- View audit log
- Statements
- View M-Pesa and bank statements and their analysis; Upload statements, classify and match lines and work their exceptions
- Staff
- View staff records, attendance and leave; Record, approve, pay out and recover salary advances and staff loans; Export payroll inputs
- Payments out
- View payment runs and payees; Prepare payment runs and send approved payments; Add payees and change their M-Pesa or bank details
- Payroll
- View payroll runs, payslips and pay figures; Prepare payroll runs, send them to the provider, lock approved runs and record net pay paid
- Compliance
- View the compliance calendar and its documents
- Distribution
- View principals, trade schemes, claims and secondary sales; Prepare, submit and settle claims to principals
- Delivery
- Settle drivers’ trips: count the cash, cheques and signed notes they hand in
What needs a manager
Link to this section: What needs a managerYour approval limits. Above them, someone with a higher limit, such as the general manager or the owner, decides:
| Approval limit | Up to |
|---|---|
| Expenses | KES 300,000.00 |
| Refunds | KES 50,000.00 |
Needs a manager
- Payroll. You prepare the run and send it for approval: “Someone other than whoever sends it for approval approves it.”
- Your own requests, such as an expense you record, wait for someone else, whatever the amount.
Common questions
Link to this section: Common questionsWho approves the payroll? Someone other than the person who sent the run for approval, such as the owner. Kila asks them to “Check each run’s figures before approving it.”
Why can I not post into last month? Its period is closed: “anything dated inside it is refused, and corrections post in the current month.”
Why is a payment not confirmed? Kila confirms money by the M-Pesa or bank statement, and that line has not been matched yet. See Check an M-Pesa payment that is not confirmed yet.
- What needs approval, and why: each role’s limits.
- How money accounts work: cash, M-Pesa and bank in Kila.
- Auditor: reads the same records, and changes nothing.
- Procurement officer: orders from the suppliers you pay.
- Run payroll: the month’s payroll.
- How buying works: who does what in buying.
- Record a supplier invoice: matching invoices to orders and deliveries.