Frequently Asked Questions

The IFMIS Number is a Unique Identifier that a Supplier is given when they register in IFMIS.

For Successful registration in the IFMIS system at supplier.treasury.go.ke you require the following:

  1. For Limited Company: KRA Tax PIN and Company Registration Number.
  2. Sole Proprietors: Individual Tax PIN and Business Name Registration Number.
  3. GOK Consultants: Individual Tax PIN and National ID.

Do the following steps
Go To the internet.
Access the Kenya Supplier Portal through https://supplier.treasury.go.ke:8060/

On the left of the Kenya Supplier Portal home page there is a link for self-registration.

  1. Click on the Self-Registration and it will open a form for entering your details.
  2. Enter Company Registration Number
  3. Then enter Personal Identification Number (KRA PIN),
  4. Click validate
  5. Company name will appear automatically after validation.
  6. Enter VALID company e-mail address
  7. First Name of the owner, last name of the owner, Phone number

After Filling the form completely submit it.
You will receive an emails showing the status of the approval from IFMIS Department. The email will have a username and initial password that expires within 24 hours.

This means that the company or individual has not activated KRA TAX obligation. The suppliers are advised to visit KRA offices to enable the KRA to add VAT tax obligation to the PIN.

The approval takes one (1) day.

It very important that a user to register in IFMIS system with the correct email address. The reasons for not getting email.

  1. The email address was wrongly typed.
  2. The user forgot the email used to register.
  3. If the user domain is rejecting the mail from the ifmis.go.ke.

You can contact IFMIS department through sending an email info@ifmis.go.ke or supplier@treasury.go.ke or call 0204801801 for assistance or call 0800221416

Once the form is submitted it will be approved within one day

Change of company details such email address are sensitive and requires the user to send a formal letter together with supporting documents to Director IFMIS

How to reset the password in IFMIS supplier portal.
Log on to the https://supplier.treasury.go.ke/
On the Supplier Portal Click on the Log-In Assistance link

You will see a page like this below

  1. Under username please type the username.
  2. Please click forgot password.
  3. Open your email to view the link sent to you for resetting your password
  4. click reset password link
  5. enter the username
  6. type and confirm the new password

To get the IFMIS number log on the Kenya Supplier Portal https://supplier.treasury.go.ke/

Then log in with your username and password.

Then check on the top right side of the page. There is a IFMIS Number.

  1. Access the Kenya Supplier Portal.
  2. Click on sourcing Supplier.
  3. Click on sourcing.
  4. Click on sourcing home page.
  5. Click on the negotiation number.
  6. Click on Acknowledge then click go.
  7. Acknowledge participation- click Go
  8. click YES-apply
  9. Actions-create quote
  10. Click-‘I have read…….’
  11. Accept
  12. Header-add attachment (attach the documents required)
  13. click Lines
  14. Quote price-type in price
  15. Then Submit

IFMIS Department conduct supplier sensitization twice a year! The Sensitization workshop is advertised on our website and the newspapers’.

One can check from the Public Procurement Information Portal website (https://www.tenders.go.ke) , local dailies, Ministries’/County websites or one can do a direct enquiry from the entity’s offices.

Inquire from the with the procuring entity.

No. Your bank details will be updated by the procuring entity.

No. But one can get in touch with IFMIS Department / The Entity to enquire if your tender was submitted.

No will not be able to get a notification but You will receive a confirmation message that your Tender/RFQ has been submitted successfully.

They include;

  1. PIN Certificate
  2. Certificate of Registration
  3. CR12
  4. Your username
  5. Copy of ID

Yes. But one can always seek clarification from the buying entity (tender/RFQs owners)

IFMIS Department
The National Treasury
Fifth Flr, Treasury Build, Harambee Ave.
P.O. Box 30007-00100, Nairobi
Office Tel No: +254 0 (20) 225 2299
Helpdesk No.:020 4801801
Toll Free No :0800 221 416
Email: info@ifmis.go.ke

IFMIS is an automated system that is used for public financial management that interlinks planning, budgeting, expenditure management and control, accounting, audit and reporting.

In line with the PFM goals, the IFMIS system has been configured to facilitate the following:

Planning and Budgeting: The IFMIS system’s planning and budgeting module was used to prepare the 2012/2013 budget in MDAs. The module was also used to prepare the 2013/2014 National and County budgets, and users are currently developing the 2014/15 budget estimates through the system. This system has made the planning and budgeting process in MDAs and Counties more efficient.

Expenditure management: Six financial modules have been configured and are fully operational in the IFMIS system. These include the General Ledger, , Accounts Receivable, Purchase Order, Fixed Assets, Cash Management and Accounts Payable. IFMIS has inbuilt controls and audit trails that clearly indicate transactions from the point of initiation to the end. The system has an approval hierarchy which ensures segregation of duty and internal checks.

Reporting: The IFMIS system has been configured to generate more than 1000 statutory and management reports real time.  A user can generate the reports at the click of a button. However, the accuracy of generated reports depends on the data entered by the user.

Some of the reports that can be generated from the system include, Appropriation report, Statement of Assets and liabilities, Vote book report, Trial balance, Invoice register report, Invoice ageing report, Account analysis report, Unaccounted transactions report, Imprest register report, Outstanding imprest report and Miscellaneous receipt report.

The National Treasury established the IFMIS Academy in May 2012 to provide continuous training to IFMIS users. The Academy has trained over 5000 officers from MDAs and Counties to date on the use of the IFMIS system. The Academy trains on Plan to Budget, Procure to Pay, Record to Report, Revenue to Cash and ICT to Support components of the re-engineered IFMIS. The training has equipped many of the officers who are now effectively using the IFMIS system for financial management in National and County Governments.

The IFMIS Academy has trained both internal and external auditors on how to undertake audit through the IFMIS system. The auditors also have access to the system for audit and querying. Similarly, the system provides real time reports for audit purposes.

The IFMIS system works very well in both National and County governments. The system was first rolled out to Government ministries in 2003. It was later rolled out to all the 47 counties in March 2013 following the establishment of a devolved government. Government Ministries, Departments, Agencies (MDAs) and Counties now transact using the IFMIS system. Users in MDAs and counties are able to produce/print financial reports from the system. The reports are used by accounting and other authorized officers for decision making.

Data on personnel and wages is captured in the system at the planning and budgeting stages. IFMIS is also integrated with the Payroll system for the purposes of processing personnel emoluments

The National Treasury has made tremendous strides towards full automation of public procurement. Some procurement processes have already been automated. These include the supplier management, requisition process leading to auto creation of purchase orders (POs), invoicing and electronic payment.

The Government of Kenya has adopted the United Nations Standard Product and Services Classification (UNSPSC) for all items to be used for Procurement of goods and services. UNSPSC is a system of classification for commodities cutting across all private and public sectors having a single version of cataloging for all known items to be used.

The UNSPSC thus becomes the new way of capturing all procurement items going forward. The items have been defined in the system, thereby facilitating the procurement process.

The National Treasury plans to go live with the full automated procurement process by July 2014.