Dates by the kilo, a jar of honey and a gift box on one sales invoice, with a receipt that shows what went into the cash box.
The seller weighs the dates and hands over the honey jar, so each item lands on the invoice in its own unit and the box takes a line of its own.
Date and Honey Accounting Software in Saudi Arabia starts from something every shop owner already knows: dates sell by the kilo, and honey sells by the jar. At a date shop in Buraydah, Riyadh or Al-Ahsa, the customer picks the items and pays before leaving. In Qoyod, create dates as a product whose unit is the kilo, honey as a product whose unit is the jar and the gift box as a product counted in pieces, then issue the sales invoice and collect the amount with a receipt into the cash box.
1. Where do a date and honey shop’s numbers leak away?
Before you choose accounting software for a date or honey shop, watch what happens between the scale and the cash box: prices that differ from one variety to the next and live only in the seller’s memory, jars and boxes that leave with no line to show for them, company orders that pile up in Ramadan and the Eids and get paid late, and shipments from farms whose cost nobody can tell.
A price for every variety, held in memory
The shop sells Sukkari, Khalas and Medjool at different prices per kilo, so the seller adds them up in their head and writes the total by hand.
With Qoyod: make each variety a product of its own whose unit is the kilo, with its selling price, type the weight on the invoice line, and the line value comes from the quantity and the unit price.
A jar and a box off the slip
The seller drops a honey jar into the customer’s bag or arranges dates in a gift box, and the price of neither shows on the slip.
With Qoyod: set up the honey jar as a product whose unit is the jar and the box as a product counted in pieces, and add each as a line on the same invoice.
Ramadan orders on account
In Ramadan and the Eids, companies and hotels order date boxes for their staff and guests, then pay over several transfers.
With Qoyod: issue each company a credit sales invoice, book every amount that arrives as a receipt, and the remainder shows in the customer statement.
A farm shipment with no known cost
Date boxes arrive from the farm and honey jars from the beekeeper, then some dates dry out or a jar breaks, and nobody knows what an item cost.
With Qoyod: record, depending on your subscription, a purchase invoice in the farm’s name, and create a stocktake for what went missing, so the difference is posted to the account you choose.
2. From the date farm to the hotel’s account
Before Ramadan, ready date boxes reach your shop in Riyadh from a farm, a hotel orders 120 boxes for its guests, and it pays for them in two transfers. Five stops follow that order, and each stop has its line on the journey card.
Stop 1: The boxes arrive from the farm
Record, depending on your subscription, a purchase invoice in the farm’s name for 120 ready date boxes, and the balance of the boxes you set up as a stored product counted in pieces goes up.
Stop 2: The hotel asks for a price
Prepare for the hotel, depending on your subscription, a quotation for 120 boxes with the date on which the offer expires.
Stop 3: A credit invoice in the hotel’s name
Issue the hotel a credit sales invoice for the 120 boxes, or convert the quotation into it once the hotel approves, depending on your subscription.
Stop 4: The first transfer arrives
Record what the hotel transferred to the bank account as a receipt on the invoice, and the invoice shows as partially paid.
Stop 5: The remainder in the statement
Open the customer statement for the hotel to see the balance due until you record the second receipt.
3. Date and Honey Accounting Software in Saudi Arabia: six tasks from the farm to the statement
In a date and honey shop every item has its own unit: loose dates weighed by the kilo, honey sold by the jar, and ready date boxes going to companies by the piece. Here are six tasks whose accounts Qoyod keeps.
A unit for every item
Set up each kind of date and honey as a product you sell, with a default selling price, a revenue account, a unit of measure and a tax. When you create a new unit you type its name and display form and pick its type: the kilo is of the weight type, while the jar and the box are units you name yourself. On the invoice you type the quantity, the default unit price appears, and you may change it on the line. Settle the unit before you sell, because it cannot change once the item is on an invoice; if you sell dates loose by the kilo and in ready boxes, make them two products.
Packing on a line of its own
The gift box and the wrapping bag are products you set up with the piece as their unit and a price each, then add to the dates invoice itself with Add more, so the cost of the packing shows on its own. If you give a customer a discount, put it on the line, as a percentage or an amount, within the maximum discount percentage allowed for each user.
Payment before the customer leaves
When the customer pays, open the invoice, choose Pay against the invoice, then Create new receipt, and set the collection account: the cash box for cash, the bank account for money that reached the bank. The invoice then turns to paid, or partially paid if part of it was settled. The payment method field inside the invoice only describes the payment; it records no amount and creates no receipt.
Companies and hotels in the busy seasons
When a company orders date boxes for its staff, issue it a credit sales invoice in its name, book each amount that comes in as a receipt, in full or in part, and the customer statement shows what is left. If it asks the price of a large quantity, offer it, depending on your subscription, a quotation with an expiry date, then convert it into an invoice once it approves. If a hotel sends boxes back, choose Return invoice on the invoice itself, mark the returned lines and save the credit note. Qoyod does not support a price list per customer, so the price you agree with a company goes on the invoice line. The customer ageing report compares company balances from one period to another, depending on your subscription.
Farm and beekeeper purchases and their cost
Record, depending on your subscription, what reaches you from a farm or a beekeeper on a purchase invoice in the supplier’s name, and if the item is a stored product its balance in stock goes up. Qoyod works out an item’s cost as the average unit cost across your purchases, depending on your subscription, rather than leaning on the last price you paid alone. The product cost and profit margin report shows each item’s quantity in stock and its average cost, and it needs purchases and stock switched on, depending on your subscription.
Dates that dried out, and tasting samples
If some dates dried out, a honey jar broke or you handed customers tasting samples, create, depending on your subscription, a stocktake for the location, choose the cost account for missing quantities, such as a damaged goods account or a samples and gifts account that you first add to the chart of accounts, and enter the actual quantity. The software works out the difference at the average cost and posts it to that account, and a regular stocktake covers one location at a time.
Plans differ in scope, and part of what these tasks describe needs a higher plan; ask our sales team which one fits your shop.
4. Date and honey shop invoices and the Zakat, Tax and Customs Authority
An individual or a hotel?
These are the two kinds of tax invoice, by buyer:
- For an individual customer buying dates and honey: a simplified tax invoice that you hand over at payment, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a company, a hotel or a government body ordering date boxes: 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, and that tax appears on the invoice line, where you may change it; with the inclusive option on the line, the price you enter includes the tax. In the Kingdom, the standard VAT rate is 15%. When a period ends, the VAT return form report collects 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. What you follow at your shop, and what your accountant reviews
If an accountant or an accounting firm keeps your books, they work in the same Qoyod account as you: you follow companies and collections, and they review the documents and reports.
What you follow
- What each company and hotel owes, in the customer statement.
- Cash in the cash box account, and transfers in the bank account.
- The status of each invoice after every receipt: paid or partially paid.
- The quantity of dates and honey in stock and its average cost in the product cost and profit margin report, which needs purchases and stock switched on, depending on your subscription.
What your accountant reviews
- Sales invoices, receipts and credit notes, plus purchase invoices and stocktakes depending on your subscription.
- The income statement, the balance sheet and the trial balance.
- The VAT return form report for 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 shop’s books, while the attendance and pay of your sellers and seasonal workers live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a shop with sellers and workers in more than one branch.
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 an individual customer, and which to a hotel or a company?
If the customer is an individual, issue a simplified tax invoice, which in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. If it is a hotel, a company or a government body, Qoyod issues a tax invoice that the Authority clears first, before it reaches them, in Phase 2, depending on your subscription.
How do I sell dates by the kilo and honey by the jar?
Under Products and costs, create each item as a product and pick its unit of measure. If the kilo or the jar is not on the list, press the + sign beside the field and add the unit with its name, its display form and its type; the kilo is of the weight type. Then type the quantity on the invoice line, and the line value comes from the quantity and the unit price. A unit cannot change once the item has been on an invoice, so loose dates and ready boxes are two separate products.
How do I record a hotel’s or a company’s Ramadan order?
Issue the hotel a credit sales invoice in its name with the number of boxes and their price, and book each amount that arrives as a receipt through Pay against the invoice; the invoice stays partially paid until it is settled, and the customer statement shows the balance due. If it asks for a price before it buys, prepare for it, depending on your subscription, a quotation with an expiry date and convert it into an invoice once it approves.
How do I record damaged dates and tasting samples, and does Qoyod track expiry dates?
Create, depending on your subscription, a stocktake under Products and costs: set the location and the cost account for missing quantities, add the item and type the actual quantity, and Qoyod works out the difference and posts it to that account. For samples, choose an account named samples and gifts that you first add to the chart of accounts. Qoyod does not track a batch number or an expiry date for any item; it shows each item’s balance, average cost and movement at each location, and a regular stocktake shows which items move slowly, depending on your subscription, while the expiry date is read off the packaging itself.
Does Qoyod work out the sorting of dates and the filling of boxes?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, suppliers, purchase invoices, stored items and stocktakes depending on your subscription. Sorting dates by size and filling them into boxes are not shown here.
Does the free trial include suppliers, stock and quotations?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include quotations, suppliers, purchase invoices, stored products or stocktakes, 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 shop.
That is how a date and honey shop finds its accounts in one place: the kilo and the jar on the invoice, cash in its cash box, and what every hotel and company owes in its statement.
