Cement by the bag, rebar by the ton and blocks by the piece on one invoice, with the contractor’s advance settling part of it.
Sell to a contractor or a homeowner: every item keeps its own unit and every contractor keeps an account.
Building Materials Accounting Software in Saudi Arabia starts with an invoice that carries what left your yard for the site: cement by the bag, rebar by the ton and blocks by the piece. In Riyadh, Jeddah or Dammam, a contractor pays part of a supply in advance and takes the rest on account. In Qoyod, give each item its unit of measure, record the advance as a receipt in the contractor’s name, then issue the sales invoice and use that receipt to pay part of it.
1. Where does a building materials dealer’s money go missing?
Before you pick accounting software for a building materials store or a supply yard, look at what happens today: contractors who take goods on account while nobody knows what each one owes, steel bought by the ton but asked for by the bundle, a delivery slip that leaves with the goods and gets lost, and a supplier invoice that sleeps in a drawer.
A ton bought, a bag sold
You buy steel from the supplier by the ton, the contractor asks for it by the bundle or the piece, and every invoice turns into arithmetic in the margin of a notebook.
With Qoyod: give each item its unit and add another unit with a fixed relation between the two, depending on your subscription.
A contractor drawing on account
A contractor takes cement and steel every week and pays when cash allows, and his account is spread across papers that nobody adds up.
With Qoyod: issue him credit invoices and record his payments as receipts, and the customer statement shows his balance.
A delivery slip that gets lost
Goods leave for the site with a handwritten delivery slip, and then the slip goes missing or does not match the invoice.
With Qoyod: print the delivery note from the approved sales invoice for the receiver to sign.
The supplier’s invoice in the drawer
The supplier’s invoice arrives with the goods and stays unrecorded for days, so the store balance reads lower than the real one.
With Qoyod: record the purchase invoice with its quantity and the stored item’s balance goes up, depending on your subscription.
2. A supply for a contractor, from quotation to returned surplus
A contractor in Riyadh is building a residential block and needs cement, steel and blocks for the structure phase. Follow his order in five stops; each stop adds a line to the journey card.
Stop 1: The contractor sends his quantities
Send him, depending on your subscription, a quotation listing the items with their units and the date it expires, and once its status is approved convert it into a sales invoice.
Stop 2: He pays an advance before delivery
Record a receipt in his name for the advance before you issue any invoice; it stays unused until you use it to pay an invoice.
Stop 3: You buy the steel from the mill
Enter, depending on your subscription, a purchase invoice with the number of tons and the price per ton, and the steel’s quantity in the store goes up because it is a stored item.
Stop 4: The order reaches his site
Issue the sales invoice with the items and their quantities and use the advance receipt to pay part of it, so it stays partially paid. Then print the delivery note for the receiver to sign.
Stop 5: The contractor returns his surplus
Issue him a credit note for the returned quantity, so what he owes goes down, and the quantity goes back to the store when the item is a stored one, depending on your subscription.
Each subscription has its own scope, and some of what this journey shows is available only in a higher one, so ask our sales team which suits your company.
3. Building Materials Accounting Software in Saudi Arabia: six tasks from receiving to delivery
A single item passes through more than one unit and more than one document in your yard: it arrives from the mill by the ton, leaves for the contractor by the bag or the piece, and some of it comes back. Here are six tasks whose accounts Qoyod keeps.
Every item keeps its unit
A unit of measure is mandatory when you create an item in Qoyod, and units come in several types, among them weight, length, area and volume. Create the unit with its name and how it is displayed, and the invoice shows cement by the bag, rebar by the ton and blocks by the piece. Pick an item’s unit before its first invoice, because the unit of an item that has been used on an invoice or in stock cannot be changed. If you buy an item in one unit and sell it in another, add a unit with Unit conversion, depending on your subscription, defining a larger unit that equals a number of the smaller one. You type the purchase and selling price of each unit yourself, so Qoyod does not work them out from the base unit’s price.
A quotation for a list of quantities
A contractor asks for the price before he decides, and often asks more than one dealer. Send him, depending on your subscription, a quotation with an expiry date, or save it as a PDF, and convert it into a sales invoice once its status is approved. A quotation does not affect stock before it is converted, depending on your subscription, and one that asks for more than your store holds will not convert. If you prefer paper, use our price quote template.
The contractor’s account and his price
Issue the contractor credit invoices and record his payments as receipts whenever he pays, and the customer statement shows his balance. If you agree a discount with him, enter it on the line as a percentage or an amount. Per-customer price lists are not supported in Qoyod, so a price agreed with one contractor is typed into the unit price on the line. The customer ageing report, which compares your receivables between periods, is available depending on your subscription.
A delivery note for what leaves, a credit note for what returns
Once a sales invoice is approved, print from its foot a delivery note carrying the customer, the items, their quantities and the sender’s and receiver’s signatures. The note does not list non-stored items unless you turn on “Show non-stored products and services on the delivery note” in the sales invoice settings. Each sales invoice has one delivery note and it cannot be split, so when you deliver an order in more than one go, issue an invoice for each delivery or write the delivery table in the notes. What comes back to you is recorded as a credit note that lowers the customer’s account, and its quantity returns to the store when the item is a stored one, depending on your subscription.
Stored items and what they cost
Make cement, steel and blocks stored items, depending on your subscription: each purchase invoice from the supplier raises an item’s balance and each sales invoice to a contractor lowers it. Qoyod works out an item’s cost as the average unit cost from purchase invoices, not the last price you paid, depending on your subscription. The product cost and margin report lists each item’s available quantity and average unit cost, and it relies on purchases and stock being switched on, depending on your subscription. If an item runs short in the yard against the book, start an inventory count for the store’s location, depending on your subscription. In that count, pick the cost account for short quantities, such as a damaged goods account that you first add to the chart of accounts, and enter the actual quantity; the difference shows and is posted to that account.
What you owe the mill and the supplier
Pay a supplier invoice from the invoice list, or create one supplier voucher that pays several invoices together, depending on your subscription. The supplier statement shows all of its movements with your company, and the supplier ageing report compares what you owe between periods, depending on your subscription.
4. Building materials invoices and the Zakat, Tax and Customs Authority
A homeowner or a contractor?
These are the two kinds of tax invoice, by buyer:
- For an individual customer: a simplified tax invoice that you hand over at the sale, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a contractor, a company or a government body: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, and Phase 2 linkage with the Authority is available depending on your subscription.
The tax on every item
Every product and service you define takes a default tax picked from the taxes set up for your business, which appears on the invoice line where you may change it. In the Kingdom, the standard VAT rate is 15%. When a period closes, the VAT return form report gathers your invoice figures, and you file the return yourself on the Authority’s portal.
Phase 2 linkage with the Authority is available depending on your subscription, so ask sales about it.
5. Your yard accounts, between you and your accountant
In Qoyod your accountant, or the accounting firm that follows your company, opens the books you open yourself: you ask about contractors and their balances, and they review the documents and the reports.
What you follow
- Each contractor’s balance in the customer statement.
- The status of every receipt: used, partially used or unused.
- Each item’s available quantity and average cost in the product cost and margin report, which relies on purchases and stock being switched on, depending on your subscription.
- What you owe each supplier in the supplier statement, depending on your subscription.
What your accountant reviews
- Every document: sales invoices, receipts and credit notes, plus purchase invoices, supplier vouchers and inventory counts depending on your subscription.
- The income statement, the balance sheet and the trial balance.
- The VAT return form report at the close of each period.
- Reports exported as Excel or PDF.
Your accountant can have a user account in Qoyod with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
Qoyod Accounting keeps the company’s books, while the payroll and attendance of your yard workers, store staff and sales team live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a building materials dealer with workers and staff in a yard and one or more branches.
Qoyod HR is a Saudi HR system, and the connection to Qoyod Accounting is now available.
- Payroll with earnings, allowances, deductions and advances, and the WPS file ready from the payroll run itself.
- Attendance across your branches, with late hours and overtime carried into the payroll.
- Every document in the employee file, such as the iqama and the contract, with its expiry date and an alert before it.
7. Frequently asked questions
Which invoice do I issue to a homeowner, and which to a contractor or a company?
A homeowner is an individual customer, so he gets a simplified tax invoice that in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. For a contractor, a company or a government body, Qoyod issues a tax invoice that the Authority clears before it reaches them, and Phase 2 linkage with the Authority is available depending on your subscription.
How do I buy steel by the ton and sell it by the piece?
Create the item with its base unit, preferably the smaller one such as the piece, then, depending on your subscription, add another unit in the Unit conversion table: choose the larger unit and the number of small units it equals, and type that unit’s purchase and selling price. All of the item’s units then appear on invoices. You cannot change the base unit of an item that has been used on an invoice or in stock, so if you get it wrong, archive the item and create a new one with the right unit, or add a unit with Unit conversion depending on your subscription.
How do I record the advance a contractor pays before delivery?
From the Sales menu open Customer receipts and create a customer receipt in the contractor’s name for the advance. It stays unused until you allocate it to an invoice, so when the delivery invoice is issued, press Pay on it and settle it from that receipt, in full or in part.
Can I set a credit limit, or a special price, for each contractor?
No. Qoyod does not currently offer a credit limit for a customer, and it has no per-customer price lists. You follow the contractor’s debt in the customer statement, and you type the price you agreed into the unit price on the invoice line.
Does Qoyod organise order deliveries and track trucks?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, suppliers, purchase invoices, stored items, unit conversion and inventory counts depending on your subscription. Allocating orders to drivers and tracking trucks are not shown here.
Does the free trial include stock, quotations and unit conversion?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include quotations, suppliers, purchase invoices, supplier vouchers, stored products, unit conversion or inventory counts, nor Phase 2 linkage with the Authority or more than one user. These depend on your subscription. Each subscription covers a different scope, so ask sales which one suits your company.
So a building materials dealer’s accounts come together in one place: every item with its unit on an invoice, the advance on a receipt, and a statement for every contractor.
