Introduction
The Business homepage has several menus:
Items
Sales
Purchases
Credit Notes
Customers
Branch List
KRA Notices
Insurance
Import List
Out of these, Items, Sales, Credit Notes and Customers, are the most commonly used. Below, we shall go into details of these except Customers which is covered in the Customer Management support page.
The lists under Purchases, Branch List, KRA Notices, and Import List are generated from KRA's eTIMS and are not editable nor actionable within DigiTax dashboard. Only KRA Notices has an actionable step. That is covered at the bottom of this support page.
Items
Create an item
From the Business homepage, click Add Item
Click the "Enter item name" field and input an item name.
Example given: Cement
Click "Item Type" field and scroll through the options:
Raw Material
Service
Finished Product
In this example, I'll click "Finished Product"
Click "Item Classification Code" field.
If you're conversant with KRA's item classification codes you can scroll right through to the specific one.
DigiTax has a filter feature here such that if you start typing characters, you get a shorter filtered list to select from.
In this example, I type "Ceme" and click "Cement and lime" from the filtered list.
Click "Packaging Unit" field and select appropriately. (Like the filter feature in "Item Classification Code" field)
In this example, I type "Ba" and click "Bag" from the filtered list.
Click "Quantity Unit" field and select appropriately. (Like the filter feature in "Item Classification Code" field)
In this example, I type "Ki" and click "Kilo-Gramme" from the filtered list.
The "Unique product code" is optional.
In this example, I'll skip it for now.
Click "Tax code" field and select appropriately.
In this example, I click "B-VAT 16%"
Click the "Unit Price" field and input a value appropriately.
Click "Select country" field and select appropriately.
In this example, I click "Kenya"
Check the Stock item checkbox if the item is stockable. That is you can do stock management on it, that is, Add or Reduce stock.
For example, for a consultant – consultancy services does not fit as stockable.
Click Add item (after filling in item details) to get to the Review Item screen.
Here, you are presented a view of the data you entered so that you can go back to edit (by clicking Go back - Edit) OR Save item.
In this example, I'll click "Go back - Edit" to update the item. (I left the unique product barcode for this purpose)
I click the "Enter unique product barcode" field and input a value appropriately.
I click "Add Item",
review details (in the next screen), then "Save Item" to complete item creation.
A toast message at the top right confirms that the item has been added. Your item gets displayed in the list as the top row.
Item Actions
A single row represents an item. Let's see what options you have, in managing an item.
From the extreme right, you have the following options:
Item composition (piechart icon under Actions)
View item (eye icon under Actions)
Stock (pencil icon under Stock Qty)
Item composition
Click the piechart icon under Actions to proceed.
In Item composition, you can specify the composite items that make up the item so selected.
Note that the items that make up the composite item need to have been added before hand.
View Item
Click the eye icon under Actions to proceed.
Here, you view the details of an item. Click the x icon to close.
Stock Management
You can adjust stock by either:
Add stock OR
Reduce stock
Click the pencil icon under Stock Qty to proceed.
Add Stock
Click "Select" field under Adjust Stock and click "Add stock"
Click "Select" field under Movement type and click appropriately.
In this example, I click "Adjustment"
Click the "Quantity" field and input an amount
In this example, I input "100"
Click "Continue" to finalize.
The item's quantity is now updated.
Reduce Stock
Click the pencil icon under Stock Qty to proceed.
Click "Select" field under Adjust Stock and click "Reduce stock"
Click "Select" field under Movement type and click appropriately.
In this example, I click "Adjustment"
Click the "Quantity" field and input an amount
In this example, I input "40"
Click "Continue" to finalize.
The item's quantity is now updated.
Stock Transfer
Click the pencil icon under Stock Qty to proceed.
Click "Stock transfer"
Click the "Quantity" field and input an amount
In this example, I input "10"
Click "Select" field under Branch and select appropriately.
In this example, I click "Branch 002"
Stock Transfer works across business branches. Your business must therefor have a branch.
Secondly, that item must exist in the selected branch and the quantity should match or be lower than the stock available in the selected branch.
Click "Continue" to finalize.
The item's quantity is now updated.
Sales
Make a sale
Once an item is added, sales can start 🎉
Click Sales on the secondary menu and click on Add Sale
Customer details are optional. Managing customers while making a sale is covered in Customer Management support page.
Specify the item,
and quantity and click Add.
This is where Stock management on DigiTax shines.
You cannot make a sale of more than the items in the number in stock.
You can add more items in a single sale.
The entered item(s) are reflected in the right column.
Here you can edit the quantity of the invoice items
or even delete them.
You can review the sale on the next screen after you click Continue.
From the review sale screen, you can go back - Go back - Edit
or save the sale by clicking Save.
The topmost row is the latest sale. That particular sale's status switches (in quick succession) from queued to in_progress and lastly to Completed.
In rare cases, the status may be failed.
Sales options
A single row represents a sale. Let's see what options you have, in managing a sale.
From the extreme right, you have the following options:
View Sales Invoice (under Actions)
Create Credit Note (under Actions)
View Sales invoice
By clicking the eye icon, you get to view the details of the sales invoice.
Sales Invoice actions
Below is the screen of a sales invoice.
The top menu under the title Sales Invoice has the following options:
Download invoice
Print invoice (You can start a print job by setting a printer in the print dialog)
Email invoice
POS Print
A toast message is displayed for every action.
In this example, I clicked "Download" and I get the notification "PDF Downloaded"
Scrolling down reveals the breakdown of the invoice.
For failed sales transaction, the above options are disabled.
Create Credit Note
By clicking the file icon (with a + sign), you get to amend/ edit a sales invoice.
Amending a completed sale creates a Credit Note.
Update the quantity, then click Save Changes to proceed.
Credit Notes
Click Credit Notes on the secondary menu.
You get a list of Credit Notes.
View Credit Notes Invoice
Click on the eye icon on one row.
In this example, I click on one whose status is complete.
Below is the screen of a Credit Note invoice.
Like Sales Invoice, the top menu under the title Credit Note Invoice has the following options:
Download invoice
Print invoice (You can start a print job by setting a printer in the print dialog)
Email invoice
POS Print
A toast message is displayed for every action.
Scrolling down reveals the breakdown of the invoice.
For failed credit note transaction, the above options are disabled.
KRA Notices
KRA sends notices that are particular to your business to its registered email address. We, at DigiTax, understand that these important notices can get lost, buried in other more frequent business correspondence, hence this menu item.
When you click on KRA Notices menu, you get a list of relevant notices.
You can click on the chain icon at the extreme right of each row, you'll be redirected to a KRA page to read the notice.