Your role
Cash office
Your day in a distributor's cash office, counting in the drivers' money and settling their trips, and selling at the cash-and-carry counter.
In the cash office you count in the money the drivers bring back and settle their trips, and you sell at the counter. Kila describes the role as: “Runs the cash-and-carry counter and the cash office: settles drivers’ trips and vans’ cash, keeps the cheque register and banks. No prices, credit limits or stock.” At Mombasa Road Distributors this is Lilian Akinyi.
When you sign in
Link to this section: When you sign inKila opens Trips and settlement on Settle drivers: each route’s trip for the day, with the orders delivered, short or refused, the Money taken and Settle the driver.
Your day
Link to this section: Your day- Settle each trip. When the driver is back and the store has counted the goods in, count the driver’s cash by notes and coins and tap Settle: Settle a driver’s trip.
- Keep the cheques. The cheques the drivers hand in go into the Cheque register (Credit control › Cheque register): “Every customer cheque from the day it is taken to the day it clears. Post-dated cheques wait in hand until their date.”
- Sell at the counter. Cash-and-carry customers buy at Sell › Point of sale, on your shift: see Cashier.
What you can do
Link to this section: What you can do- Settle the drivers’ trips, counting their cash by notes and coins.
- Keep the cheque register.
- Sell at the till on your own shift.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Start refunds and returns; Open and close own shift; Sell gift vouchers and check their balance; 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; Book, change, seat and cancel table reservations; 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
- View products and services; Suggest prices for products below the minimum margin
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings
- Credit
- View credit and agreements; Record repayments; Keep the cheque register: record, bank, clear and bounce customers’ cheques
- Finance
- View payments
- Cash
- View cash: tills, safes, money on its way to the bank and the daily cash report
- Money
- Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Delivery
- View deliveries; Settle drivers’ trips: count the cash, cheques and signed notes they hand in
- Branch operations
- Complete opening, closing and log checklists and report issues
- Warranty
- Look up warranties and take in warranty claims
- Field sales
- View vans, van days, visits and rep performance; Reconcile van days: cash, M-Pesa and differences
What needs a manager
Link to this section: What needs a manager| Approval limit | Up to |
|---|---|
| Refunds | KES 0.00 |
| Discounts | 5% |
| Stock adjustments | KES 0.00 |
| Credit agreements | KES 0.00 |
Needs a manager
A driver’s cash out by more than the business accepts. At Mombasa Road that is KES 200: beyond it, the trip waits for a manager in Approvals as a Trip settlement difference.
Common questions
Link to this section: Common questionsDo I type the total the driver hands in? No: under Count the cash, type how many notes of each value, from KES 1000 to KES 50, and the coins. Kila adds them up as Counted and shows the Difference.
A trip from yesterday is still open. Where is it? Trips from other days that are still open are listed at the top of Settle drivers.
The manager rejected the difference. Now what? The trip comes back to be counted again: count it with the driver and settle it.
- Wholesale and distribution: how the whole business works in Kila.
- Driver: what the driver does before you settle.
- Cashier: the till and your shift.