Your role
Principals and claims officer
You keep a distributor's principals' records, claiming back their schemes, price differences and expired or damaged goods, and following each claim until the credit note or payment comes in.
As the principals and claims officer you make sure the principals pay back what they owe. Kila describes the role as: “Keeps the principals’ records: secondary sales files, scheme, price-difference and expiry claims and their settlement; inspects returns and disposes of damaged goods.” At Mombasa Road Distributors this is Samuel Ochieng.
When you sign in
Link to this section: When you sign inKila opens your home page. Sales to outlets by principal this month shows each principal’s sales; Trade schemes and claims to principals what principals have approved and not yet paid, the claims with them and the drafts to send; Market returns to receive and credit the returns waiting, and the Damaged goods held for claims (cost).
Your day
Link to this section: Your day- Prepare and send the claims. Each month, for each principal: the schemes they fund, price differences, expired and damaged goods, transport: Claim from a principal.
- Record their answers and their money. What each principal approved, and the credit note or payment when it comes.
- Credit the market returns. Inspect the goods at the depot, credit the shop, and record what happened to the damaged ones: Take back a market return.
- Watch the schemes. Distribution › Trade schemes shows what each scheme has given and what is claimable. The sales manager sets the schemes up: Run a trade scheme.
What you can do
Link to this section: What you can do- Prepare claims, download their evidence files, mark them submitted, record the principal’s answer and the settlement.
- Inspect and credit market returns, and record damaged goods destroyed or sent back to the principal.
- See the principals, their schemes, the secondary sales and the stock.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- View sales
- Catalog
- View products and services
- Stock
- View stock
- Purchasing
- View purchasing
- Reports
- View reports; Export reports
- Distribution
- View principals, trade schemes, claims and secondary sales; Prepare, submit and settle claims to principals; Receive and inspect market returns, credit outlets and dispose of damaged goods
What needs a manager
Link to this section: What needs a managerNo approval limits: anything that needs approval goes to someone else.
Needs a manager
- Trade schemes are set up and run by the sales manager: you see them, with no New scheme.
- Taking a return in is the reps’, the drivers’ and the order desk’s: you credit it once it is at the depot.
Common questions
Link to this section: Common questionsKila says there is nothing to claim. Why? Nothing in that period is left to claim for that kind: “Lines already on a claim are left out.” A line is never claimed twice; a cancelled claim’s lines can go on a new one.
The principal approved less than we claimed. What do I record? The amount they approved, with their reasons: “Less than claimed is a part approval; nothing is a rejection.”
When are the damaged goods disposed of? After they are claimed: “Claim them from the principal, then dispose of them.” Then record whether they were Destroyed or Sent back to the principal, with the certificate or delivery note.
- Claim from a principal
- Wholesale and distribution: how the whole business works in Kila.
- Sales manager: who runs the schemes.