Short answer: A pharmacy needs accurate sales invoices and a traceable purchase record. Confirm the taxpayer and item tax setup, preserve the unit and buyer details, check KRA acceptance and match distributor invoices to deliveries. A supplier PIN lookup is a separate check: it does not verify a particular invoice, establish stock quality or decide deductibility.
Start With the Pharmacy's Actual Sales
A pharmacy may sell medicines, medical supplies, personal-care products and services. Establish the applicable treatment of each supply and the pharmacy's taxpayer registration. Do not assign one tax classification to every line solely because it is sold in a pharmacy.
Separate the sales-invoice workflow from clinical, dispensing and stock controls. The invoicing system should preserve what was sold; it should not be assumed to manage prescriptions, batches, expiry dates or stock-release decisions unless those functions have been verified.
Five Counter and Receiving Scenarios to Rehearse
| Scenario | Invoice or record check | Evidence to retain |
|---|---|---|
| A basket contains different product categories | Review each item's identity, quantity, price and confirmed tax treatment; do not copy one classification across the basket. | The accepted invoice with distinct line items |
| A supplier sells packs but the counter sells units | Agree the sales unit and stock conversion, and verify that the selected system supports them. | The catalogue definition and receiving-to-sales reconciliation |
| An employer or insurer may pay | Confirm the contracting buyer and requested invoice details. The patient, payer and buyer may differ. | The buyer instruction and payment or claim reference in the appropriate records |
| A distributor delivery is short | Compare the delivery and invoice by item and quantity, then request the correct supplier document. | Original invoice, delivery discrepancy and linked correction |
| A sale needs a return or price adjustment | Find the original accepted invoice and use the originating solution's appropriate credit-note process. | Original invoice, credit note and refund or balance adjustment |
Example: Check the Unit Before the Total
Illustrative arithmetic: a catalogue item sold as a box at KES 600 gives KES 1,200 for two boxes. If the intended sale was two pieces, that same arithmetic can still be correct while the invoice describes the wrong unit. Confirm the item and sales unit before entering quantity.
Use agreed, tax-inclusive or tax-exclusive prices consistently and apply the actual tax treatment. These figures are fictional; they are not medicine prices or a statement of a tax rate. Keep any pack conversion in the stock system aligned with the invoicing catalogue.
A Receiving Checklist for Distributor Purchases
An electronic invoice is one part of purchase evidence. It does not establish that an expense is deductible or that input VAT is claimable. The transaction facts, taxpayer position and applicable law still matter.
- ✓Identify the supplier, the pharmacy buying the goods and the distributor's invoice reference.
- ✓Compare the physical delivery, purchase order and invoice by product, pack, unit and quantity.
- ✓Keep batch, expiry and other required receiving checks in the pharmacy's stock and professional records.
- ✓Verify the invoice through the applicable KRA route and compare the returned seller, buyer, transaction and amount details.
- ✓Record any shortage, substitution, damaged stock or document mismatch with a named owner and next action.
- ✓Link the supplier's correction and payment evidence to the original purchase rather than replacing the original trail.
What a Risiti Supplier Check Does—and Does Not Establish
Risiti's supplier check looks up the supplier's PIN through KRA's taxpayer lookup and retains the result and check time. The alert workflow can flag a lookup that needs attention, including an unavailable or unresolved result.
That check does not submit the supplier's invoice number, line items or total for invoice-specific verification. A positive PIN result does not prove a particular invoice was accepted, that a delivery matches it or that the expense is deductible. An unsuccessful lookup does not by itself prove misconduct.
Use the result to decide what to investigate. Verify the actual invoice separately and match it to the delivery and payment records. Do not assume the alert system has discovered every missing document.
| Check | Question it helps answer | What remains to verify |
|---|---|---|
| Supplier PIN lookup | Can the taxpayer lookup resolve this PIN now? | The particular invoice, goods received and purchase evidence |
| KRA invoice verification | Does KRA's returned record match the invoice details? | Whether the invoice reflects the actual delivery or service |
| Receiving and payment reconciliation | Do the invoice, delivery and payment belong to the same purchase? | Any legal or tax judgment about that expense |
Handle Accepted-Invoice Corrections and Connection Failures
For a correction, identify the original sale and the quantity or amount being adjusted. KRA says a credit note must be generated in the solution that issued the original invoice. Keep the correction linked to any refund, account adjustment and separate stock decision.
For a timeout, find the original invoice and inspect its status before entering another sale. Risiti can preserve supported work and retry temporary submission failures, while invalid details or exhausted retries need attention. A saved record or received payment does not prove KRA acceptance.
Close the Day With an Exception List
| Check | Exception to investigate | Owner's next action |
|---|---|---|
| Sales against accepted invoices | Missing, duplicated, pending or failed records | Find the original sale and resolve its submission state |
| Invoices against payments | Unmatched payments or unsettled payer balances | Allocate the reference or follow up on the balance |
| Returns against credit notes | A refund or adjustment without a linked correction | Complete the originating solution's correction process |
| Deliveries against supplier records | A quantity discrepancy, missing invoice or unresolved lookup | Verify the document and contact the supplier with its reference |
Choose Risiti App or Connect the System You Already Use
Risiti App supports invoice preparation, reusable items and clients, KRA status tracking and accepted receipt PDFs for sharing. An opt-in buyer SMS can be queued when the required contact and consent details are present. Complete taxpayer onboarding before relying on production invoicing.
If your pharmacy already uses a POS or stock system, assess its integration first. Direct API is for one business and Platform API is for products serving multiple merchant businesses. Verify item mapping, correction ownership, synchronization and support before rollout.
Compare current product pricing with an appropriate KRA channel and any existing system costs. Evaluate batch and expiry controls, dispensing, insurer claims and other pharmacy requirements separately; this guide does not establish those capabilities for Risiti.
Official sources
Official guidance and legislation used to prepare this guide.
Frequently asked questions
Open a question to read the answer.
Should all pharmacy items use the same tax type?
No category-wide tax treatment is prescribed here. Confirm the pharmacy's taxpayer position and the treatment of each product or service before configuring the catalogue.
Does a supplier PIN check verify the invoice?
No. Risiti's supplier check looks up the taxpayer PIN. Verify the particular invoice through the applicable KRA route, then match it to the actual delivery and payment.
What should I do when a distributor delivery is short?
Record the item and quantity discrepancy, retain the original invoice and delivery evidence, and ask the supplier to use the appropriate document-correction process.
Can I edit the PDF to correct an accepted pharmacy invoice?
Editing the PDF does not change the accepted record. Use the originating solution's appropriate correction or credit-note workflow and retain the original.
Does Risiti replace a complete pharmacy management system?
Evaluate its invoice workflow separately from batch, expiry, dispensing, insurer-claim and other pharmacy requirements. Existing software may instead use the API.
Updated: 14 Sept 2026. Source-check scope and limitations, where recorded, appear below. This guide is not tax or legal advice. Confirm unusual cases with KRA or a qualified tax professional.
Keep reading
Selected from the same guide librarySource check: . Operational scenario boundaries, KRA invoice verification guidance and Risiti's supplier-PIN lookup implementation.
No clinical, stock-system, live supplier or product-specific tax validation was performed. The article does not claim batch/expiry or patient-record functionality.
What changed in this review
- Added pack/unit, receiving, return and close-of-day examples.
- Clarified that supplier PIN lookup does not establish invoice validity, missing-document detection or deductibility.