The piece, its wrapping and its discount on one sales invoice, and what the customer pays on a receipt against it.
From a small gift to a display antique, every sale goes through an invoice and every payment through a receipt.
Gift Shop Accounting Software in Saudi Arabia starts from an invoice that holds every piece the customer bought, its wrapping and the seller’s discount on it. At a gift shop in Riyadh, Jeddah or Dammam, a customer buys a coffee cup set and two wooden frames, asks for both to be wrapped, and pays at the purchase. In Qoyod each piece is a product you sell and the wrapping a “Service” product, all on one sales invoice, with the discount added on the line, and the payment is a receipt against it.
1. From the shipment to the gift: where a gift shop’s numbers slip away
Before you choose accounting software for a gift and antique shop, look at the week before Eid: hundreds of pieces sell every day, wrapping is given without being recorded, a custom order’s deposit sits on a slip of paper, and pieces break in the shipment without reaching any figure.
Hundreds of pieces, prices in memory
The shop holds hundreds of pieces, each in a small quantity, and the price lives with the seller or on a sticker.
With Qoyod: set up each piece as a product you sell at its selling price, and put what a customer buys on one sales invoice.
Wrapping and discounts on a word
The seller wraps the gift and takes something off the price on a word, so neither the wrapping nor the discount shows on any invoice.
With Qoyod: add the wrapping as a service with its price, and put the discount on the line within the percentage you set for each user, and more than one user is available depending on your subscription.
A custom order’s deposit on paper
A customer pays a deposit for a piece engraved with their name, or for a company’s gifts due in a week, and all that is left is a slip in the drawer.
With Qoyod: record it as a receipt in the customer’s name; it stays Unused until you apply it to part of their invoice.
Pieces that break in the shipment
The shipment arrives before the season, some pieces break and others stay on sale, and nobody knows what the loss cost the shop.
With Qoyod: record the shipment as a purchase invoice and count what is left in an inventory count, and the difference is posted to the cost account you choose, depending on your subscription.
2. A company’s order in your books: from the shipment to the end-of-season count
A company orders forty hospitality sets as gifts for its employees before Eid. The order passes five stops in your books, and the journey card keeps the amount from each one.
Stop 1: The shipment arrives before the season
Record, depending on your subscription, the sets you bought as a purchase invoice in the supplier’s name, and their quantity in stock goes up at the purchase price.
Stop 2: A company asks for gifts for its employees
Prepare for them, depending on your subscription, a quotation with the sets, their wrapping and an expiry date; send it or download it as a PDF, and turn it into a sales invoice once they agree.
Stop 3: The company pays the deposit
The deposit goes in as a receipt in the company’s name. No invoice holds it yet, so its status is Unused.
Stop 4: Delivery day and its invoice
Issue the sales invoice for the sets with the wrapping as a service, and use Pay to apply the deposit receipt to it; the invoice shows Partially paid until the company settles the rest.
Stop 5: After the season comes the count
Count what is left of the sets in an inventory count, depending on your subscription, and the difference between the book balance and the actual quantity is posted to the cost account you choose.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your shop with our sales team.
3. Gift Shop Accounting Software in Saudi Arabia: what Qoyod covers in your shop
Between the supplier who ships the stock and the customer who walks out with a gift, the shop’s accounts move every day. Here are six jobs Qoyod covers there.
Every piece a line, its wrapping a line
In Qoyod, set up each piece as a product you sell, and the wrapping as a “Service” product with its own price. A service is a line that is only sold, never stored or bought, and it carries a default selling price, a revenue account, a tax and a unit of measure you choose. If the shop’s pieces number in the hundreds, import your products and services from an Excel template once you have created the product categories. Then put the pieces and the wrapping as lines on one sales invoice, and write in the Description field beside a piece what belongs to the customer’s order, such as special wrapping or a colour, which shows in the invoice preview and the PDF.
A line discount within each seller’s limit
Customer-specific price lists are not currently available in Qoyod, so a price you agree with a customer goes into the unit price on their invoice line. You can add a discount to the line as a percentage or a value, up to the maximum discount percentage you set for each user in the users settings, and more than one user is available depending on your subscription. The tax is calculated on the amount after the discount.
A custom order’s deposit, a company’s quotation
What a customer pays as a deposit for a piece engraved with their name is recorded from Customer receipts as a receipt in their name, which stays Unused while no invoice holds it. If a company wants gifts for its employees, prepare for them, depending on your subscription, a quotation with an expiry date, send it or download it as a PDF, then turn it into a sales invoice once they agree, and its status reads Invoiced. At delivery, open the invoice and press Pay to apply the receipt to part of it, so it shows Partially paid, and the rest goes on another receipt.
Pieces from the supplier into stock, and the set built from them
Set up each piece you buy to resell as a stored product, depending on your subscription, so it has a purchase price and an expense account beside its selling price. Record what arrives in the shipment as a purchase invoice in the supplier’s name, depending on your subscription, and the quantities go up in stock, with each piece costed by the average-cost method. For a set that combines pieces from the shop, set it up, depending on your subscription, as a non-stored bundled product made of its pieces with the quantity of each, so those quantities are deducted from stock when it sells, and if one piece’s balance falls short, the sales invoice shows an error that names the unavailable product.
What broke before it sold
At the end of the season, create an inventory count for your shop’s location, depending on your subscription, choose the cost account for short quantities, and enter the actual quantity of each piece; the difference appears at average cost and is posted to the account you chose. If you want a dedicated account for damaged goods, add it first to the chart of accounts under operating expenses.
A gift that came back
When a customer returns a gift, open its invoice under Sales invoices and press Return invoice, and a credit note is created with all its lines; delete what did not come back. The customer’s balance falls by it, its entry reverses the tax on its lines, and the original invoice stays as it is, with Returned beside its status. If the invoice was paid, choose Refund, and a payment voucher is created from the cash box or the bank. The piece goes back into stock if it is a stored product, depending on your subscription.
4. Gift shop invoices and the Zakat, Tax and Customs Authority
A gift for a person or for a company?
As a rule, the type of invoice follows the type of customer.
- For an individual buying a gift for family or for themselves: a simplified tax invoice that you hand over to them, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a company or a government body ordering gifts for its employees or guests: 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.
A tax on every line, and on the discounted amount
Each piece and each service carries a default tax that you pick from the taxes set up for your business; it shows on the invoice line, where you can change it. When you add a discount to a line, the tax is calculated on the amount after the discount. In the Kingdom, the standard VAT rate is 15%. The VAT return form report gathers your invoice figures at the end of the period, and you then 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. You follow the gifts and orders, your accountant reviews the books
If your shop works with an accountant or an accounting firm, they open the same figures in Qoyod that you do, and each of you has a different question for them.
What you follow
- Invoices for pieces and wrapping, and what you collected on them in customer receipts.
- Quotations for companies’ gift orders and the status of each, depending on your subscription.
- Each custom order’s deposit, and what the customer still owes on the customer statement.
- The balance of pieces in stock and the difference from each count, depending on your subscription.
What your accountant reviews
- Sales invoices, credit notes and customer receipts, and purchase invoices depending on your subscription.
- The income statement, balance sheet and trial balance.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Your accountant joins as a user with the role and permissions you choose, within the number of users your subscription allows.
6. Other Qoyod products
You keep your shop’s books in Qoyod Accounting. For your sellers and the shop team across branches there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a gift shop with sellers and a team 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 someone buying a gift for themselves, and which to a company ordering gifts for its employees?
Qoyod issues an individual customer a simplified tax invoice, reported to the Authority within 24 hours of issue, and a company or a government body a tax invoice that the Authority clears before it reaches the customer; both apply in Phase 2, depending on your subscription.
How do I add gift wrapping to a piece’s invoice?
Under Products and costs, add a new product of the Service type, name it, for example Gift wrapping, and set its default selling price, revenue account, tax and unit of measure. Then open a new sales invoice, add the piece, add the wrapping as the second line with Add more, and edit its price on the line if it differs. Wrapping never touches stock quantities, because a service is not stored.
How do I give a discount on a piece, and how do I set what each seller may give?
On the invoice line, enter the discount as a percentage or a value. In the users settings, press Edit beside the user and enter the maximum discount percentage they can add on invoices, and more than one user is available depending on your subscription. If you want a discount on the whole invoice, switch it on in the sales invoice settings under General settings, and you enter it as a fixed amount, not a percentage. Customer-specific price lists are not currently available in Qoyod.
How do I record a custom order’s deposit before delivery?
Under Sales, open Customer receipts and press Create customer receipt, choose the customer, enter the deposit and save, and it stays Unused because no invoice holds it. When you deliver the order, issue its invoice, press Pay and choose Use a previous receipt to apply the deposit to part of it.
How do I record a piece that broke before it sold?
Under Products and costs, choose Inventory count, depending on your subscription, create a count for your shop’s location, choose the cost account for short quantities, then enter the actual quantity; the difference appears and is posted to that account. For broken pieces, add a damaged-goods account beforehand to the chart of accounts under operating expenses.
Does Qoyod issue gift cards and purchase vouchers, or follow customer loyalty points?
Qoyod is accounting software, and what we show on this page is sales invoices, customer receipts, credit notes and customer balances, plus quotations, suppliers, purchase invoices, stored products, inventory counts and bundled products depending on your subscription. Gift cards, purchase vouchers and loyalty points are not shown on this page.
That is how a gift and antique shop’s accounts come together in one set of books: the piece and its wrapping on an invoice, the deposit and the rest of the price on two receipts.
