Station manager

Run the station. Set the pump prices against EPRA's maximum, review the dips and the tankers, decide the attendants' shortages, keep the fleet accounts and read the forecourt reports.

A station manager runs the station for the owner. Kila describes the role: “Runs the station: pump prices and EPRA schedules, wet-stock and delivery reviews and claims, attendants and their shortages, fleet accounts, and the reports.” At Highway Petrol Station, that is Mercy Mwikali.

Kila opens Home: “Here is how Highway Petrol Station is doing”, with the forecourt’s cards. Three are yours to act on: Pump prices and the EPRA cycle (1), each fuel’s pump price against its max; Wet stock: dips to review and the month’s variance (2), with the dips “beyond the tolerance to review”; and Attendants on shift, cash-ups and shortages (3), with Shortages to settle. Fleet accounts this month shows what the fleet accounts bought this month and what they owe.

In Kila’s menu, the Forecourt section has the forecourt’s pages, Fleet accounts, and the forecourt reports: Daily station report, Sales by nozzle and attendant, Attendant cash-ups, Meter reconciliation, Wet stock by tank, Wet-stock variance, Delivery variances and Fleet sales by vehicle.

Mercy Mwikali's home page at Highway Petrol Station: Pump prices and the EPRA cycle with each fuel's price against its maximum (1), Wet stock: dips to review and the month’s variance (2), and Attendants on shift, cash-ups and shortages with Shortages to settle (3). The menu's Forecourt section lists Fleet accounts and the forecourt reports.

Your day

Read the home page first thing: the prices, the tank levels, the dips and the shortages.
Review the dips beyond the tolerance, and take a loss or a gain into stock: Dip the tanks.
Settle the shortages the cash-ups left for review, as below.
Follow the tankers’ claims until the supplier’s credit note settles them: Record a fuel delivery.
Set the pump prices for each EPRA cycle: Change pump prices.

Write off a shortage

A cash-up short by more than the station’s tolerance goes for review. On Forecourt › Attendants and cash-ups, under Cash-ups, the shift shows KES 200 · To review.

Tap Review on its row. Kila says what was counted, such as “Counted KES 690.00 against KES 890.00: short KES 200.00.”
Under Shortage of KES 200.00, choose what happens (4): Paid back in cash now, Owed by the attendant (staff debt) or Written off (a manager). “Deductions from wages follow the Employment Act: agree them with the attendant in writing.”
Under What was found, say what you found, and tap Save review (5). Kila says Reviewed, and the shift shows KES 200 · Written off.

Review Wambui Njeri's shift at Highway Petrol Station, counted KES 690.00 against KES 890.00: the shortage of KES 200.00 set to Written off (a manager) (4), what was found, and Save review (5).

A forecourt supervisor can choose the other outcomes, but a write-off is above their limit: it waits for you.

What you can do

Set the pump prices and schedule them from EPRA’s maximum prices: Set prices on the Pump prices tab of Forecourt › Forecourt.
Review the dips and the deliveries, and take a dip’s difference into stock.
Settle the attendants’ shortages, including writing them off within your limit.
Everything a forecourt supervisor does: attendants’ shifts, cash-ups, drops, dips and tankers.
Keep the fleet accounts: Fleet accounts, with the vehicles and their statements.
Read the forecourt reports.

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; Manage prices and price lists; 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
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

What needs a manager

Approval limit	Up to
Refunds	KES 10,000.00
Discounts	15%
Stock adjustments	KES 50,000.00
Credit agreements	KES 100,000.00
Purchase orders	KES 0.00
Expenses	KES 20,000.00

Needs a manager

The tanks, pumps and nozzles. Forecourt has no Tanks and pumps tab for you: the owner sets them up. See Set up tanks, pumps and nozzles.
The forecourt’s settings. On Settings, Kila says: “Only someone who manages the settings changes these.”
Anything above your limits, such as a write-off of more than KES 50,000.00, goes to the owner.

Common questions

What does “max” mean next to a pump price? It is EPRA’s maximum price for the station’s town in the current cycle. Kila shows each pump price against it, and at Highway refuses a price above it. See Selling fuel.

Can Kila take a shortage from the attendant’s wages? Kila never deducts anything on its own. At the review, Owed by the attendant (staff debt) records what the attendant owes, and as Kila says: “Deductions from wages follow the Employment Act: agree them with the attendant in writing.”

A new tank went in. Why can I not add it? Tanks and pumps is only for someone who manages the branches or the settings, usually the owner. Ask them to add it: see Set up tanks, pumps and nozzles.

Change pump prices: the EPRA cycle and scheduled prices.
Dip the tanks: the dips and their review.
Forecourt supervisor: the supervisors who run each shift.
Selling fuel: the rules for fuel and the forecourt reports.