General manager

Kila describes the role as “Runs operations across every branch.” You see each branch side by side and decide most of what the branch managers, buyers and accountants send up, with higher limits than theirs.

When you sign in

Kila opens the home page for every branch: “Here is how Mwangi Hardware is doing across all branches”. Choose one branch in the list at the top (1), or keep All branches. Sales today against the same day last week (2) gives each branch’s sales so far, and Tills open and their takings (3) each till. Further down, Sales by branch compares them over the days you choose.

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Your day

1. See how each branch is doing on your home page and in Insights: Your home page and What Insights shows. See the trading day opens the day: Check the trading day.
2. Decide what the branches send up in Approvals (1): expenses, credit agreements, refunds, transfers, shift reviews, stock adjustments and requisitions. Read each request (2), then Approve (3) or Reject it. See Approve or reject a request.
3. Move stock where it sells: Transfer stock between branches and Reorder stock.
4. Keep the money right: Check an M-Pesa payment that is not confirmed yet and Approve and pay an expense.
5. Report: Run a report.

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What you can do

• Everything a branch manager does, at every branch.
• Approve requests up to your limits, buy from suppliers, and pay expenses.
• See the books, reconciliation and the audit log, and run reports and Insights.
• Approve till devices: Approve a till device.

Everything the role is allowed to do

General

View dashboard; Read every record without changing anything: every till’s shifts, everyone’s expenses, reconciliation, claims and users; 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; Create and edit products and services; Manage prices and price lists; Suggest prices for products below the minimum margin

Pharmacy

Keep patients’ medication records: allergies, conditions, chronic medicines, repeats and owings

Agrovet

Set up subsidy programmes, claim redeemed vouchers and record check-offs

Health care

Laboratory: take samples, enter, validate and release results; MOH returns: visits by diagnosis, age and sex, and the service workload (counts, no names)

Customers

Third-party payers: eligibility checks, pre-authorisations, claim batches and remittances; View customers; Create and edit customers

Rooms and folios

Rooms and folios: see the room grid, reservations, folios and the guest register; Take and change reservations, groups and rooming lists (no room assignment, check-in or money); Assign and move rooms on reservations; Front desk: check guests in and out, post charges and take folio payments and deposits; Agree rates other than the rate plan, book past restrictions and waive cancellation charges; Housekeeping: own cleaning tasks, room status, minibar, lost and found, report faults; Assign and inspect housekeeping tasks; Maintenance: take, assign and complete work orders; Take rooms out of order and put them back; Run the night audit; Rooms, rates, restrictions, venues, channels and the booking page; Company accounts, agent contracts and commission, levy returns; Conferences and events: bookings, banquet event orders and their invoices; Hotel reports and the night audit pack

Stock

View stock; Create stock adjustments; Approve stock adjustments; Request transfers; Dispatch transfers; Receive transfers; Count stock; Approve and post stock counts; Build assemblies; Break down carcasses into cuts; Set up tots: the bottles each tot is poured from; Open bottles into tots

Warehouse

Manage bins, putaway and picking

Purchasing

View purchasing; Create requisitions; Create purchase orders; Approve purchase orders; Receive goods; Manage supplier invoices; Manage suppliers

Services

View services and bookings; Manage services and resources; Book and manage appointments; Create job cards; Assign job cards; Work on assigned job cards; Quality-check and verify finished job cards (any job); Insurance repairs: claims, assessments, authority to repair and release letters; Issue parts to any job card and order parts for jobs

Practice

See every matter, not only those on their team (restricted matters stay with their team); Keep the court diary and deadlines for every advocate and matter; Record and verify client identification (KYC) and risk ratings; Review and sign off clients’ returns before they are filed; Approve draft bills (write-downs and write-ups) before they are invoiced; Keep the registry: documents received and dispatched, and where the files are; Report, assign and close maintenance requests on managed properties

Legal practice

Hand matters and work over from one person to another; Leads, consultations and intake forms; Design and publish workflow templates; Curate the knowledge library, precedents and document templates; Fee agreements, the billing workbench, disbursements and collections; The compliance centre: policies, rules, privacy requests, incidents and practising records; The audit trail explorer; Firm-wide management dashboards and reports; Practice configuration: practice areas, matter types and fields, numbering, templates and rules; Use the AI assistant on matters they can open

Credit

View credit and agreements; Create agreements; Approve agreements; Record repayments; Restructure, waive and write off; 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; Receive drops into the safe, count the safe and pay cash out of it; Prepare banking: cash to the bank with a deposit slip; Match deposits to the bank statement or confirm them banked; Approve float top-ups and petty cash from the safe

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 cash deposited from the till to M-Pesa or the bank after trading (own branch)

Reports

View reports; Export reports

Delivery

View deliveries; Assign and dispatch deliveries; Complete own 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

Administration

Manage branches and tills; View audit log

Insights

View insights: the morning brief, stock, leaks, money owed and cash; View profit, margins, break-even and rising costs; View patterns about cashiers (refunds, voids, discounts); Manage the running costs list; Save scenarios in the scenario lab

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; Add and edit staff records, contracts and working hours; Record attendance for others and approve manual clock-ins; Record and approve leave; Record, approve, pay out and recover salary advances and staff loans; Export payroll inputs; See labour cost against sales: totals only

Payments out

View payment runs and payees; Prepare payment runs and send approved payments; Approve payment runs within the payment limit; Add payees and change their M-Pesa or bank details; Approve new payees and changed payee details

Branch operations

View checklists, audits, issues and the branch scorecard; Complete opening, closing and log checklists and report issues; Schedule and carry out branch audits; Assign, date, verify and cancel branch issues; Set up checklists, audit templates and branch operations settings

Compliance

View the compliance calendar and its documents; Add obligations, record renewals and filings, and add 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

Sell, take orders and collect on own route and van; 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; Visit outlets on own beat and record visits, without selling (merchandisers)

Distribution

View principals, trade schemes, claims and secondary sales; Set up principals, their products, price lists, terms and trade schemes; Prepare, submit and settle claims to principals; Add new outlets on the road and update an outlet’s census details; 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; Check shelves at outlets: must-sell lines, facings, shelf prices, displays and photos

Academics

View classes, subjects, the timetable, attendance and results; Set up subjects, teachers, the timetable, exams, grading and promotion; Take the register for the classes they teach; Enter marks and comments for the classes and subjects they teach; Sign off report cards as head teacher and send them to guardians; Send messages to guardians of a class, a route or everyone; Sign learners out and back on passes, keep the visitors’ log and pick-up lists, check children in and out; Keep sick bay visits and medication given, and read learners’ medical notes

Fitness

Check members in at the desk and book them onto classes; Sign members up, record waivers, cards, photos and plan members, assign lockers; Set up classes and the timetable, cancel classes, waive late cancellations; Mark class attendance and record fitness assessments; Read members’ health questionnaire answers and record a doctor’s clearance (every view is logged); Set up door and turnstile devices and lockers

Production

Plan, reserve and cancel production orders; Issue materials to production orders; Record output, scrap and downtime on the shift log; Close production orders with what was made; Edit recipes, routings, QC plans and pack labels (changes wait for approval); Approve recipe versions; Record QC checks and HACCP monitoring; Release or reject held batches, start recalls and verify HACCP records; Set up the HACCP plan (critical control points and limits); See production costs, standard costs and cost variances; Keep machines, maintenance plans and work orders; Record fields and seasons, animals, treatments and milk

Fuel

Use the forecourt device: attendants sign in with their PIN, take nozzles, sell and drop cash; Open and cash up pump attendants’ shifts, record their readings and drops, and review shortages; Add pump attendants and set or reset their PINs; Record fuel deliveries into tanks with the dips before and after; Set up fleet accounts and vehicles: cards, drivers and limits

Salon and venues

Chair renters: rent, takings held for them and settlements; Send messages to client segments (lapsed, birthdays, a service or stylist); Events and venue hire: quotes, deposits, confirmations and cancellations

What needs a manager

Your approval limits. Above them, the owner or the administrator decides:

Approval limit	Up to
Refunds	KES 200,000.00
Discounts	30%
Stock adjustments	KES 200,000.00
Credit agreements	KES 500,000.00
Purchase orders	KES 2,000,000.00
Expenses	KES 200,000.00
Payment runs	KES 200,000.00

Needs a manager

Users, settings and integrations are not yours to change: Users and roles shows you who can sign in, without Add user, and there is no Settings or Integrations and API in your menu. Payroll is not in your role either. Ask the owner or the administrator.

Common questions

How do I see one branch only? Choose it in the branch list at the top of your home page. All branches puts them back together.

A request says “Above your approval limit.” What now? Someone with a higher limit, the administrator or the owner, decides it. It stays in their Approvals.

Can I add a user for a new cashier? No. Ask the administrator or the owner: Add a user.

Related

• Branch manager: runs one branch for you.
• Administrator: users, settings and devices.
• What needs approval, and why: each role’s limits.