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Your role
Branch manager
You run one branch. Its tills, shifts, stock and staff are yours, and you approve what your cashiers and storekeepers cannot, up to your own limits.
Kila describes the role as “Runs one branch: tills, stock and staff.” You see your own branch, and you decide what the people working there ask for above their limits.
When you sign in
Link to this section: When you sign inKila opens your home page for your branch: the branch list at the top shows it (1), such as Rongai at Soko Fresh Mini-Mart. The cards show today’s sales against the same day last week, Tills open and their takings (2) with who is on each till, the top sellers, low stock, margin, payments waiting for confirmation, Approvals and reviews waiting (3) and the licences and returns due.
Your day
Link to this section: Your day- Open the branch. Branch operations keeps the “Opening and closing checklists, audits and the issues at each branch, tracked until they are fixed”: answer the Opening checks there.
- Watch the tills. Each cashier opens their own shift: Open a shift. To check a drawer during the day: Ask for a surprise cash count.
- Decide what waits for you in Approvals: discounts and refunds above the cashiers’ limits, shift reviews, stock adjustments and leave. See Approve or reject a request.
- Review the shifts that closed short or over. Sales › Shifts has “Every till session with its float, takings and count. Shifts that closed off balance wait here for review.” See Review a shift.
- Keep the stock right: Count stock, Transfer stock between branches and Deal with expiring stock.
- Close. The Closing checks in Branch operations, and the day’s tills and cash: Check the trading day.
In Approvals you see “what your role can act on, at your branches”. Approve (1) or Reject each request. A request you raised yourself (2) waits for someone else.
What you can do
Link to this section: What you can do- Sell at the till and run your own shift, like a cashier: Cashier.
- Give discounts and refunds within your limits, and approve your cashiers’ requests.
- Review shifts, and approve till devices: Approve a till device.
- Adjust, count and transfer stock, and approve your storekeepers’ adjustments and counts: Adjust stock.
- Inspect goods customers return: Inspect returned goods.
- Record expenses for the branch: Record an expense.
- Ask for stock on Purchasing › Requisitions: “Branches ask for stock; a manager approves; purchasing turns it into an order or a request for quotation.”
Everything the role is allowed to do
- General
- View dashboard; Approve or reject requests
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Override prices; Start refunds and returns; Approve refunds; Void sales; Correct the payment method on a completed sale, and approve such corrections; Open and close own shift; Review shifts and variances; Approve till devices; Open the cash drawer without a sale; Sell gift vouchers and check their balance; Give free vouchers, and void, reissue or extend vouchers (and approve these); Open bills and add orders on tables and tabs (no till shift needed); See the kitchen and bar screens; Move kitchen tickets (cooking, ready, done) and print them; Move other staff’s bills and hand them over at shift change; Book, change, seat and cancel table reservations; Switch menu items off for the day (86) and set how many are left; Take entry charges at the door and keep the headcount; Send an M-Pesa prompt for a bill at the table; Start and release card holds on bills (pre-authorisation)
- Catalog
- Keep recipe cards and plate costs, and record kitchen and bar waste; View products and services; Suggest prices for products below the minimum margin
- Stock
- View stock; Create stock adjustments; Approve stock adjustments; Request transfers; Dispatch transfers; Receive transfers; Count stock; Approve and post stock counts; Break down carcasses into cuts; Open bottles into tots
- Purchasing
- View purchasing; Create requisitions; Receive goods
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings; Book and manage appointments; Create job cards; Assign job cards
- Credit
- View credit and agreements; Record repayments; Keep the cheque register: record, bank, clear and bounce customers’ cheques
- Finance
- View payments; View the fixed asset register and its custodians; Submit expenses
- Cash
- View cash: tills, safes, money on its way to the bank and the daily cash report; Receive drops into the safe, count the safe and pay cash out of it; Prepare banking: cash to the bank with a deposit slip; Approve float top-ups and petty cash from the safe
- Money
- Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Reports
- View reports
- Delivery
- View deliveries; Assign and dispatch deliveries; Book parcels at the counter: quote, take payment, print waybills and labels; Scan parcels in and out at a depot and build and receive manifests; Count riders’ cash on delivery in and prepare remittances to merchants; Keep the fleet: vehicles, their papers and status; Plan trucks’ trips, check their loads, issue gate passes, send them out and count them back in; Settle drivers’ trips: count the cash, cheques and signed notes they hand in; Take payment on delivery: cash, M-Pesa and cheques, for the order or on the customer’s account
- Staff
- View staff records, attendance and leave; Record attendance for others and approve manual clock-ins; Record and approve leave
- Branch operations
- View checklists, audits, issues and the branch scorecard; Complete opening, closing and log checklists and report issues; Assign, date, verify and cancel branch issues
- Compliance
- View the compliance calendar and its documents
- Warranty
- Look up warranties and take in warranty claims; Decide warranty claims: send to the supplier, record the outcome, accept claims out of warranty
- Field sales
- View vans, van days, visits and rep performance; Set up vans, reps’ routes and targets; Load vans and count them back in; Reconcile van days: cash, M-Pesa and differences
- Distribution
- View principals, trade schemes, claims and secondary sales; Approve or reject outlets added on the road; Take in market returns from outlets on the road, on delivery or at the depot; Receive and inspect market returns, credit outlets and dispose of damaged goods; Record empties and crates out and back, and container deposits
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 |
|---|---|
| Refunds | KES 20,000.00 |
| Discounts | 15% |
| Stock adjustments | KES 20,000.00 |
| Credit agreements | KES 100,000.00 |
| Purchase orders | KES 0.00 |
| Expenses | KES 20,000.00 |
Needs a manager
- Your own requests, such as an expense above your limit, wait in Approvals for someone else, marked Your request.
- Purchase orders. Your role does not order from suppliers. Raise a requisition, and the buyer or the owner orders.
- A product’s price. On Products › Suggest prices, suggest the price the market will take: “an owner approves it and the till charges it from then on.” See Suggest a price.
Common questions
Link to this section: Common questionsA cashier asked for a bigger discount. Where do I approve it? In Approvals. Once you approve it, the cashier’s till goes on by itself: Cashier.
Why can I not see the other branches? Your role works at your branch: Approvals shows “what your role can act on, at your branches”. The general manager and the owner see every branch.
Why is there no New purchase order? Your role asks for stock with a requisition, and the buyer orders it. See Procurement officer.
- How shifts and cash-ups work: what Kila expects in each drawer, and when a shift goes for review.
- What needs approval, and why: each role’s limits.
- Till supervisor: runs the tills on the floor for you.
- General manager: runs every branch.
- Fill in a checklist: the branch’s checklists and logs.
- Do an audit: audits of your branch.
- Approve leave: your team’s leave.