Your role
Procurement officer
You buy from suppliers. You turn what the branches need into purchase orders, follow them until they arrive and check the suppliers' invoices against them.
Kila describes the role as “Buys from suppliers.” You decide what to order and from whom, within your limit for purchase orders, and keep the suppliers’ paperwork straight.
When you sign in
Link to this section: When you sign inKila opens your home page. Low or out of stock (1) lists what is running low, with Reorder. Approvals and reviews waiting (2) shows the Supplier invoices to approve. Everything you buy is under Purchasing (3).
Your day
Link to this section: Your day- Work out what to buy. Kila suggests it from the reorder levels and recent sales, and makes draft orders from the products you choose: Reorder stock.
- Answer the branches. On Purchasing › Requisitions, “Branches ask for stock; a manager approves; purchasing turns it into an order or a request for quotation.”
- Order. Purchasing › Purchase orders shows “What you have ordered, from whom, and what is still to arrive.” New purchase order starts one: “Prices exclude VAT. They default to the supplier’s price list and pack sizes; order by the piece or by the pack.”
- Check the invoices. On Purchasing › Supplier invoices, “Each invoice is matched against what was ordered and what was received before it can be paid.” Record invoice adds one.
- Watch the suppliers. Purchasing › Overview shows “Where the money goes, which suppliers deliver on time, how prices are moving and what is already ordered.”
As you add lines to an order, Kila compares its total with your limit. Within it, the notice says “Within your limit. Submitting approves it; then send it to the supplier.” and the button is Submit and approve. Above it (1), the notice (2) says the order goes for approval, and the button becomes Submit for approval (3).
What you can do
Link to this section: What you can do- Raise purchase orders and requisitions.
- Receive goods, and record and manage the suppliers’ invoices.
- Add suppliers and keep their details.
- See products and stock, and run reports.
Everything the role is allowed to do
- General
- View dashboard
- Catalog
- View products and services
- Stock
- View stock
- Purchasing
- View purchasing; Create requisitions; Create purchase orders; Receive goods; Manage supplier invoices; Manage suppliers
- Reports
- View reports
- 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
What needs a manager
Link to this section: What needs a managerYour approval limit for purchase orders. Above it, someone with a higher limit, such as the general manager or the owner, approves the order before it goes to the supplier:
| Approval limit | Up to |
|---|---|
| Purchase orders | KES 150,000.00 |
An order above your limit says Awaiting approval, and on the order:
Needs a manager
In your own Approvals, the order is marked Your request: “You raised this request. Someone else must decide it.”
Common questions
Link to this section: Common questionsWhy is my order Awaiting approval? Its total, with VAT, is above your limit for purchase orders. Kila sent it to everyone who can approve it. Once one of them approves it, send it to the supplier.
Where do the branches tell me what they need? On Purchasing › Requisitions, and from the reorder suggestions: Reorder stock.
Can I keep an order and finish it later? Yes: Save draft keeps it without sending it for approval.
- Storekeeper: receives what you order.
- Inventory manager: keeps the stock right and the reorder levels.
- Accountant: pays the suppliers.
- How buying works: who does what in buying.
- Make a purchase order: your main job.