KDA Marketplace | Marketplace Guide

The KDA Marketplace is the public online store run by the Kenya Dental Association. It's open to anyone — you don't need to be a KDA member to shop. This guide walks through everything from registering your guest account to tracking the order all the way to receipt.

1. What it is 2. Register 3. Sign in 4. Browse the catalogue 5. Cart & checkout 6. Payment 7. Track your orders 8. Invoices & receipts 9. Pickup vs delivery 10. Returns & refunds 11. Account management 12. Get help

1. What is KDA Marketplace?

It's a separate, public-facing online store at https://kda.or.ke/marketplace/ that sells dental supplies, books, and official KDA branded merchandise. Behind the scenes it shares accounts and payment infrastructure with the KDA Members Portal, but it has its own catalogue, its own check-out flow, and its own — guest — account type so members of the public can shop without going through full KDA membership.

How is this different from the KDA Members Portal?

KDA Members Portal (kda.or.ke/portal/members) — for KDA dental association members; covers membership renewal, CPD tracking, mentorship, member-services marketplace, etc.
KDA Marketplace (this site) — for everyone; just shopping. A guest account works only here.

If you're a registered KDA member you can still create a guest account on the Marketplace with a different email if you prefer to keep purchases separate.

2. Register a guest account

Registration is silent (no welcome email or SMS — just an account) and takes about 30 seconds. You'll need four things:

Full name — the recipient name on your invoices
Email address — we send OTP codes and order notifications here
Phone number — alternative OTP delivery + M-Pesa STK push when you pay
National ID or Passport number — for the VAT-invoice and tax records

Click Register in the top-right of any page.

Fill in the four fields. The form runs a Google reCAPTCHA v3 check in the background — you don't see it but it stops automated bots.

Click Create Account. You're sent back to the sign-in page with your email pre-filled.

One account per email + phone + ID The system rejects duplicates on email or phone or ID. If you've registered before and forgotten, use the Forgot PIN? link on the sign-in page to recover access.

Sign-in uses a two-tier system. Your first sign-in is always via a one-time code (OTP); after you set a PIN, subsequent sign-ins are instant with email + PIN.

First-time sign-in (OTP)

On the Sign-In page, enter your email and click Continue.

You're routed to the OTP entry page. Check your email for a 6-digit code; the same code is also sent to your phone by SMS.

Enter the code (or just click the magic-link in the email, which auto-fills it). The code expires after 120 minutes.

You're prompted to Set a 4-digit PIN. Choose something memorable but not easily guessed. Confirm and save.

You're signed in. Future sign-ins just need email + PIN.

Returning sign-in (PIN)

Enter your email and click Continue.

Enter your 4-digit PIN on the next page. You're in.

Forgot your PIN?

On the PIN entry page, click Forgot PIN?. The system sends a fresh OTP to your email + phone. Enter it, then set a new PIN — the old PIN is replaced.

4. Browse the catalogue

You don't need to sign in to browse. Three ways to find what you want:

Categories — on the home page, pick a category card (Dental Supplies, Books, Apparel, Equipment, etc.) for a curated subset.
Search — type in the top-bar search field on any page. Matches names + descriptions.
Latest products — the home page's bottom grid shows the most recently added items.

Each card shows the price (with VAT line if applicable), a "pickup only" badge if delivery isn't possible, and the primary image. Click any card to open the item detail page with the full description and image gallery.

Anonymous = browse only You can look at any item without signing in. The moment you click Add to cart, you'll be bounced to sign-in (with the item URL preserved). After you sign in, you'll land back on the same item ready to add it.

5. Cart & checkout

Add to cart

On the item detail page, pick a variant (size / colour / model) if the item has multiple, set the quantity with the +/- buttons, and click Add to cart. The cart badge in the top-right increments.

Review your cart

Click the cart icon in the top nav to review what you've added. You can:

Adjust quantity with the in-line +/- buttons
Remove a line entirely
Apply a coupon code if you have one
Toggle between Pickup and Delivery

The summary on the right always shows subtotal + VAT + shipping (if delivery) + discount = your grand total.

Choose fulfillment

Before checkout you must pick either Pickup or Delivery:

Pickup — choose a KDA branch from the dropdown. No charge.
Delivery — choose an address from your saved addresses (or add one via Addresses). The system calculates shipping from the total weight of your cart and your destination. If no shipping rate covers your weight class, the page tells you to switch to pickup or contact the secretariat.

Checkout

Click Checkout. You'll see a final summary page. Click Confirm & pay with iPay to create your order (it lands in Awaiting payment) and get bounced to the iPay gateway.

Items reserved at checkout, not in cart Adding to cart does not reserve stock. Stock is reserved at the checkout step. Between cart and checkout someone else may grab the last unit — you'll see "Not enough stock" if so. Cart sessions self-expire after a week, so abandoned carts won't lock items forever.

6. Payment

All payments go through iPay, a regulated Kenyan payment service provider. Supported methods:

📱

M-Pesa

STK push to your registered phone

📱

Airtel Money

STK push to your registered phone

💳

Visa / Mastercard

Card payment (debit + credit)

🏦

Bank transfer

Direct transfer from your bank

When you confirm checkout you're redirected to iPay. Pick a method, enter the required details, complete the payment, and you'll be returned automatically to the Marketplace.

After payment

The page you land on tells you the result:

✅ Payment received — your order is now confirmed and live. Receipt + VAT invoice are emailed to you within a minute.
⏳ Payment pending — the system is still confirming with the gateway. The page auto-refreshes every 8 seconds. You'll see ✅ once it confirms (usually within 30 seconds).
❌ Payment did not complete — something failed (cancelled STK, declined card, network drop). You can retry from My Orders using the Pay now button.

Failed M-Pesa attempts are free If you cancel the STK push or it times out, you are not charged. Only completed M-Pesa transactions count. If you were charged but the marketplace still says "pending", refresh the page; if it persists for more than 5 minutes, contact the KDA secretariat with your M-Pesa code.

7. Track your orders

From any page click Orders in the top-nav account dropdown (or visit https://kda.or.ke/marketplace/orders.php directly). You'll see every order you've placed.

Order statuses

Awaiting payment → Paid → Processing → Ready for pickup (or) Shipped → Completed / Delivered

Click any order to see the detail page with:

Full line-item breakdown with quantities + unit prices
VAT and shipping breakdown
Fulfillment details (pickup location or delivery address)
Payment activity (which method, when, transaction code)
Status history (auditable timeline of every state change)
Downloadable PDFs — invoice + receipt
A Pay now button if status is Awaiting payment
A Cancel order button (red zone) if status is still Awaiting payment

Filtering

Use the filter pills at the top of the orders list to narrow by status — useful when you have many orders to find a specific one.

8. Invoices & receipts

Every paid order automatically generates two PDF documents:

VAT Invoice — the formal tax-compliant document showing what you bought, line-item VAT, and your buyer details. Use this for accounting / tax filings.
Payment Receipt — confirms the money received, the method, and the date.

Both are emailed to you when the order is paid, and are also permanently downloadable from the order detail page under Documents. PDFs typically appear within a minute of payment; if you don't see them, refresh the page.

Tip — keep your details accurate The invoice uses your registered name and ID. If those are wrong on your profile, your invoice will be wrong too. Edit them under Account → Profile before placing an order.

9. Pickup vs delivery

Pickup

Free. Available at any KDA branch with the pickup-location flag enabled. After paying, you'll receive a notice once your order moves to Ready for pickup. Bring your order number (or just your registered email) when you arrive.

Delivery

Countrywide via third-party couriers. Shipping cost depends on:

Total weight of all items in your order
Destination county / town from your saved address

The system shows the calculated shipping cost in your cart summary before checkout — no surprises. Risk of loss passes to you when the courier hands the parcel over; the courier provides a tracking number on the order page once dispatched.

Some items are pickup-only Look for the pickup only badge on item cards / detail pages — usually fragile equipment or items too large to ship cost-effectively. If your cart contains a pickup-only item, the Delivery option will be disabled until you remove it.

10. Returns & refunds

Each item lists its own Returns policy on its detail page. The default policy:

Damaged on arrival, defective, or wrong item shipped — contact the secretariat within 7 days of receipt. We arrange a replacement or refund, including reasonable return shipping.
Change of mind — at KDA's discretion. Items must be unused, in original packaging, with proof of purchase. Some categories (e.g. sterile consumables) are non-returnable for hygiene reasons.

Refunds are issued back to the original payment method. Processing usually takes 5–10 business days depending on iPay and your bank.

Full terms in the Terms of Service.

11. Account management

Update your profile

From the account dropdown choose Profile. Edit your name, email, phone or ID number. The new info will appear on all future invoices; existing invoices keep the details that were valid at the time.

Manage delivery addresses

Account dropdown → Addresses. Add as many addresses as you like, mark one as your default (used automatically at checkout), edit or remove them anytime.

Change your PIN

Two ways: the dedicated Change PIN page in your account menu (requires you to enter your current PIN), or use Forgot PIN? on the sign-in page to OTP-reset.

Sign out

Account dropdown → Sign out. Your session is destroyed; the next visit will require email + PIN again.

Delete your account

Email the secretariat from your registered address to request account deletion. We honour the request within 14 days, retaining only what's required for tax / accounting records (typically the invoice trail).

12. Get help

Quickest options:

Browse the FAQ — covers the most common questions.
Read the Terms of Service for the formal policies.
Email secretariat@kda.or.ke — include your order number and a screenshot if relevant.
Call +254 710 856 304 or +254 717 607 652 during business hours (Mon–Fri 09:00–17:00 EAT).
Visit in person at Fifth Avenue, Ngong Road, Nairobi.

Issue with payment specifically? For payment-related queries always include the M-Pesa code (or card transaction reference) and your order number. The secretariat can reconcile any "stuck" payment using these two pieces of info via the admin reconciliation page.