Track credit sales for regular customers who don't pay immediately—whether they're individuals or groups. This feature helps you monitor daily consumption, track payments, and see exactly who owes what.

What You'll Learn

• What a tender is and who it's for
• How to create a tender account
• How to add employees (authorized users)
• How to manage tender status (activate, cancel, edit, delete)
• How to make credit sales (two ways: Batch Order or Tender Order)
• How to track consumption and outstanding debts
• How to record payments (company and individual)

What Is a Tender?

A tender is a credit account for a regular customer who buys now and pays later—on their own schedule. The customer can be an individual or a group/organization.

Who uses this feature:

How It Works

1. You create a tender (credit account) with the customer's details, delivery schedule, and supply cycles
2. Add employees (authorized users) who will make purchases under this tender
3. Employees take goods on credit
4. You track everything they purchase—daily, weekly, monthly
5. When they pay, you record the payment
6. You always see the outstanding balance

Why This Matters

• For Individuals: Helps you serve loyal customers who may have irregular cash flow
• For Groups/Organizations: Simplifies billing—one invoice for multiple purchases or members
• For You: You never lose track of who owes what

1. Create a Tender (Credit Account)

Set up a credit account for an individual or an organization.

Where to go: Access the sidebar navigation on the left of the dashboard → Tender Management → Add Tender

Steps:

1. Access the sidebar navigation on the left of the dashboard
2. Click Tender Management in the left menu
3. Click the Add Tender button

Fill in the Tender Details:

1. Click Save to create the tender

2. Add Employees (Authorized Users)

After creating a tender, add the employees or individuals who will make purchases on credit. The number of employees added determines whether this is an individual tender or a group tender.

Where to go: Access the sidebar navigation on the left of the dashboard → Tender Management → Click the Manage Employees icon (people icon) in the Actions column

Steps:

1. From the Tender Management list, find your tender
2. In the Actions column, click the people icon (hover shows "Manage Employees")
3. The Manage Employees modal will open

Add Employees:

Employee Fields:

What the Daily Allowance Means:

3. View Tender Details

See all the information about a tender.

Where to go: Access the sidebar navigation on the left of the dashboard → Tender Management → Click the eye icon in the Actions column

What You Can See:

• Tender Information: Tender Number, Company Name, Created Date, Date Range
• Delivery Details: Delivery Schedule, Supply Cycles Covered
• Contact Information: Contact Person, Phone, Email
• Statistics: Total Employees, Total Value, Materials Supplied
• Employees Summary: List of all employees with their daily limits and remaining balances

4. Manage Tender Status

Activate, cancel, edit, or delete a tender.

Where to go: Access the sidebar navigation on the left of the dashboard → Tender Management → Actions column

Status Management:

Available Statuses:

5. Making a Sale on Credit

There are two ways to make a credit sale: Batch Order (for multiple employees at once) or Tender Order (for individual employees at the POS).

Option A: Batch Order (Recommended for Multiple Employees)

Create orders for multiple employees at once.

Where to go: Access the sidebar navigation on the left of the dashboard → Point of Sale → Click the Batch Order button (black button on the top right)

Steps:

1. Access the sidebar navigation on the left of the dashboard, select Point of Sale
2. Click the Batch Order button on the top right of the page
3. The Batch Order Entry pop-up will appear

Step 1: Select Tender

• Choose the active tender from the Select Contract & Tender dropdown

Step 2: Add Employees

• If no employees are added yet, you'll see a note to add them
• You can upload a CSV using Download Template and Upload CSV
• Search for employees using the search bar
• Click Select All Customers if you want to add orders for all employees at once

Step 3: Select Products for Each Employee

• Next to each employee, click Select Products (may show as "Select Meals" for restaurants or "Select Medicine" for pharmacies)
• A pop-up will appear showing:

- Daily Credit Allowance - What the company covers

- Remaining - How much allowance is left for the day

• Select the Order Cycle (Morning, Midday, Afternoon, Evening)
• Click Add Item to search and select items
• Enter quantity for each item
• Click Add to Order to add items
• Click Save Selection when done

Step 4: Review and Create Orders

• Review each employee's order
• You'll see:

- Company Credit Allowance Total - Total allowance used

- Customer Extra Payments - Amount employees will owe personally

- Total Order Value - Combined total

• Click Create Order to finalize all orders

Option B: Tender Order (For Individual Employees at POS)

Create an order for a single employee directly at the Point of Sale.

Where to go: Access the sidebar navigation on the left of the dashboard → Point of Sale

Steps:

1. Access the sidebar navigation on the left of the dashboard, select Point of Sale
2. Add items to the cart by selecting product tiles
3. Adjust quantities as needed in the cart
4. Click the Tender Order button

Step 1: Select Tender

• In the Contract & Tender Checkout pop-up, select the tender from the dropdown

Step 2: Select Order Cycle

• Choose the appropriate Order Cycle (Morning, Midday, Afternoon, Evening)

Step 3: Select Employee

• Search for the employee by name, ID, or department
• Click on the employee to select them
• You'll see their:

- Daily credit allowance

- Remaining balance

Step 4: Confirm Checkout

• Review the order details
• Click Confirm Checkout to complete the sale

What Happens Behind the Scenes:

6. Tracking Consumption & Outstanding Balances

See exactly what each tender or individual has purchased and track outstanding debts.

Where to go: Access the sidebar navigation on the left of the dashboard → Order Queue → Tendered Orders submenu

Available Tabs:

Active Orders Tab

Track orders that are currently in progress.

Where to go: Access the sidebar navigation on the left of the dashboard → Order Queue → Tendered Orders → Active Orders tab

What You Can See:

Order Details:

• Click on any order to see:

- Items ordered

- Allowance used

- Extra amount owed

- Status (Pending, Preparing, Ready, Served)

- Served by (staff who processed the order)

Debts Tab (Individual Employee Debts)

Track and clear outstanding personal debts from purchases not covered by daily allowance.

Where to go: Access the sidebar navigation on the left of the dashboard → Order Queue → Tendered Orders → Debts tab

What You Can See:

Clearing a Debt:

1. Under the Balance / Debt column, click the amount with "DR"
2. The Clear Debt form will appear showing:

- Employee Name and ID

- Tender name

- Total Debt amount

1. Choose payment option:

- Full amount - Pay the entire debt

- Partial amount - Enter a custom amount

1. Select Payment Method (Cash, M-Pesa, etc.)
2. Add optional notes
3. Click Clear Debt to confirm

Pending Company Payment Tab

Track orders awaiting company payment (the allowance portion). Companies typically pay weekly or monthly.

Where to go: Access the sidebar navigation on the left of the dashboard → Order Queue → Tendered Orders → Pending Company Payment tab

Two Views:

By Employee View

View pending payments grouped by employee.

By Tender View

View pending payments grouped by tender/company.

Applying Date Range:

• Use the Start Date and End Date filters
• Click Apply Date Range to filter orders

Company Payment Details:

• Enter Payment Reference / Invoice Number
• Add optional Notes
• Selected shows number of orders being paid
• Total Company Payment shows total amount
• Click Mark Tender Paid to record the payment

7. Recording Payments

Recording Individual Debt Payments

Where to go: Access the sidebar navigation on the left of the dashboard → Order Queue → Tendered Orders → Debts tab

Steps:

1. Under the Balance / Debt column, click the amount with "DR"
2. In the Clear Debt form:

- Choose Full amount or Partial amount

- Select Payment Method (Cash, M-Pesa, etc.)

- Add notes (optional)

1. Click Clear Debt

Recording Tender Payments

Where to go: Access the sidebar navigation on the left of the dashboard → Order Queue → Tendered Orders → Pending Company Payment tab

Method 1: Mark Tender Paid (Bulk Payment)

1. Go to Pending Company Payment tab
2. Switch to By Employee or By Tender view
3. Review the orders to be paid
4. Enter Payment Reference / Invoice Number (required)
5. Add optional notes
6. Verify Total Company Payment amount
7. Click Mark Tender Paid to record the payment

Method 2: Pay by Tender (View Allowance Summary)

1. Go to Pending Company Payment tab
2. Switch to By Tender view
3. Click on the amount in the Tot by Allowance column
4. The Allowance Summary will appear showing:

- Tender name and date

- Employee details

- Items consumed

- Day total and total for all employees

1. Click Mark Tender Paid to record the payment

8. Completed Orders

View completed tender orders.

Where to go: Access the sidebar navigation on the left of the dashboard → Order Queue → Click Completed → Switch to Tendered Completed tab

What You Can See:

• All completed tender orders
• Order details including items, amounts, and dates
• Payment status

Quick Tips

• Set realistic delivery schedules and supply cycles that match your operations
• Set daily allowance to 0 if employees should pay for everything themselves
• The number of employees determines if it's an individual or group tender—add one for individual, multiple for group
• Activate the tender before employees can start making purchases
• Use Batch Order for multiple employees at once to save time
• Track daily consumption to catch problems early
• Contact customers before they hit their limit
• Run reports monthly to stay on top of outstanding balances
• Record payments immediately to keep balances accurate
• Use the Debts tab to track what individuals owe personally
• Use the Pending Company Payment tab to track what companies owe

What's Next?

Now that you can manage credit accounts, learn how to:

• Process sales at the POS
• See financial reports
• Manage your inventory