From the can of paint to the carton of screws: every item in its own unit, every contractor with their own statement.
A homeowner buys a can of paint and pays for it, and a contractor takes cartons of screws on account and settles later.
Paint and Hardware Store Accounting in Jordan starts with an invoice where every item carries its own unit: the litre for paint, the carton for screws, the piece for a brush. In Amman, Irbid or Zarqa, a contractor takes what they need from the store on account, then returns an unopened can and pays part of what they owe. Add your items in Qoyod as products with their units, issue a credit sales invoice, issue a credit note for what came back, record the payment with a receipt, and follow what is left in the customer statement report.
1. From the counter to the store room: where do the store’s numbers go missing?
Before you choose accounting software for a paint and hardware store in Jordan, look at one month in your store: contractors’ debts on paper, cans that came back but did not reduce the debt, cartons you buy whole and sell piece by piece, and shelves whose items do not match the count in the book.
A contractor’s debt on a slip of paper
A contractor takes their order and asks for it to go on their account, the slip is written in the hand of whoever was at the counter, and at the end of the month you cannot tell how much they still owe.
With Qoyod: issue them a credit sales invoice for each order, and follow their invoices, payments and what is left in the customer statement report.
Cans came back, the debt did not move
A contractor returns two unopened cans after the job, they go back on the shelf, and their value stays in the debt.
With Qoyod: issue a credit note from their invoice for the quantity that came back, so their balance falls by its value.
A carton comes in, pieces go out
Screws arrive from the supplier by the carton, and customers ask for them by the piece or by the carton, so what is left gets muddled.
With Qoyod: make the piece the item’s base unit and add the carton in unit conversion, so you buy and sell in either.
Shelves that do not match the book
Thousands of small items between screws, brushes and paint, and a can damaged here and a tool rusted there.
With Qoyod: enter the actual quantity of each item in an inventory count, the difference shows, and you book the shortage to an account for damaged goods.
2. One contractor in your books: from the first order to the statement
A painting contractor buys from your store on account all month. Follow them in five stops, each with a line in the journey card.
Stop 1: The contractor takes their order on account
Issue a sales invoice for the paint, screws and brushes, each item in its own unit, and record no receipt against it, so it stays on credit on their account.
Stop 2: They return an unopened can of paint
From the invoice choose Return invoice, keep only the paint line with the quantity that came back, then allocate the credit note to the invoice.
Stop 3: Cartons of screws arrive from the supplier
Record the purchase invoice in the supplier’s name by the carton, so the item’s balance in stock rises and what you owe them shows.
Stop 4: The contractor pays part of their debt
Record what they paid with a receipt against the invoice, so it becomes partially paid and the rest stays on their account.
Stop 5: At the end of the month they ask for their statement
Open the customer statement report and choose the contractor and the period, and the invoice, the credit note, the receipt and the balance due show, then export it to Excel or PDF.
3. Paint and Hardware Store Accounting in Jordan: what Qoyod covers in your store
E-invoicing and integrated accounting in one system. Here are six jobs Qoyod covers in a paint and hardware store, from each item’s unit to counting the shelves.
Every item has its unit
You choose a unit of measure for every item when you create it, such as the piece, the carton or the litre, and it shows on the invoice line beside the quantity, and it does not change once the item is on an invoice. If you buy by the carton and sell by the piece, add the carton in unit conversion: one carton equals a number of pieces, and each unit has a purchase price and a selling price that you set yourself, so both units show on the invoice.
On account, with a clear statement
Issue the contractor a sales invoice with no receipt and it stays on credit, and record each payment with a receipt so the invoice becomes paid or partially paid. In the customer statement report you choose the contractor and the period, and it shows each document’s type, the debit amount, the credit amount and the balance due, and exports to Excel or PDF. On collecting a credit invoice in the national system, read collecting a credit sale invoice.
A credit note for what came back
Choose Return invoice from the invoice itself, and a credit note is created with its details; then delete what did not come back and change the quantity. The customer’s balance falls by the value of the note, the original invoice stays with “Returned” beside its status, and the quantity of stored items goes back into stock. On returns in the national system, read a return that exceeds the original quantity in the National Invoicing System.
What you owe your paint and tools suppliers
Record the purchase invoice in the supplier’s name, and pay what you owe in full or in parts from Supplier vouchers. Follow each supplier’s balance in their statement, and what is left for your suppliers in the supplier ageing report.
Counting the shelves and damaged stock
Open Inventory count from Products and costs, choose the location, and enter the actual quantity of each item, and the current quantity and the difference show beside it. Set an account for surplus quantities and one for shortages, such as an account for damaged goods that you add first in the chart of accounts, and you can import the count from an Excel file. In the product cost and margin report you see, for each item, the available quantity and the average unit cost.
A special price for the contractor?
Qoyod does not support a price list for each customer, so the price you agree with a contractor goes into the unit price on the line. You can add a discount to the line as a percentage or an amount, and set the maximum discount percentage for each user in the settings.
Some of these capabilities depend on your subscription, such as unit conversion and inventory counts, so ask sales about them.
4. Paint and hardware stores and the National Invoicing System
Discuss your store’s position with your accountant.
Who must register with JoFotara
Whether your company is exempt from the invoicing mandate or obliged by it, Qoyod keeps the books for your stock, purchases, sales and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. You behind the counter, your accountant in the books
If your store works with an accountant or an accounting firm, they open in Qoyod what you open. The question “is my activity exempt?” belongs to your accountant and the Department; the invoices, credit notes and counts belong in Qoyod.
What you follow
- What each contractor still owes, in the customer statement report.
- The credit notes for cans and items that came back.
- What you owe each supplier.
- The available quantity of each item and the difference at the last count.
What your accountant reviews
- Sales and purchase invoices, credit notes and receipts.
- Income statement, balance sheet and trial balance.
- The average cost of items in the product cost and margin report.
- Report exports to Excel and PDF.
- If your company is obliged to invoice: the status of each invoice in the National Invoicing System.
Add your accountant as a user in your account with the role and permissions you set.
6. Other Qoyod products
You keep the store’s books in Qoyod Accounting. For your salespeople and workers there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a paint and hardware store with salespeople and workers in more than one branch.
Qoyod HR is available to our customers in Jordan, and the connection to Qoyod Accounting is now available.
- Attendance across all your company branches.
- Leave management.
- Payroll with allowances and advances.
7. Frequently asked questions
Do paint and hardware stores have to issue invoices through the National Invoicing System (JoFotara)?
The e-invoicing mandate covers every seller of goods or provider of services, not only those registered for General Sales Tax, except for activities that the Invoicing Affairs Instructions exempt under set conditions. A seller that is not registered issues an income invoice. Mandatory application has been in force since 1 April 2025, with oversight steadily tightening. Other sectors were added to the list in Article (4) of the Invoicing Affairs Instructions by later amendments, so it is not a closed list. Check the text in force for your activity with the Income and Sales Tax Department.
More in our article on the JoFotara exemption
If a business does not have to e-invoice, does that mean it pays no sales tax?
Not in itself. An exemption of an activity from the invoicing rules, where one exists, does not in itself exempt it from General Sales Tax or income tax; each has its own law. Check your tax position with your accountant.
How do I sell screws by the carton and by the piece from the same item?
In Products and costs press Edit beside the item and make the piece its base unit, then go down to the Unit conversion section and press Add more. Choose the carton, enter the number of pieces in it, and set its purchase price and selling price yourself, then save, and both units show on the invoice. If the item already has invoices, its base unit does not change, and you can add units to it in unit conversion.
How do I take a can of paint a contractor returned off their invoice?
Open Sales, then Sales invoices, press View beside the invoice, then Return invoice at the bottom of it, and a credit note is created with all its details. Delete the lines that did not come back, change the quantity to what came back, and save the note. If the invoice is unpaid, press Allocate credit note and allocate it to the invoice; if it is paid, choose Refund.
Can I set a ceiling a contractor cannot go over when buying on account?
Setting a credit limit for a customer is not currently available in Qoyod. What you follow is each contractor’s debt in the customer statement report, with the debit amount, the credit amount and the balance due for each document, and customer debts across periods in the customer ageing report.
Does Qoyod work out colour-mixing formulas in a paint store?
Qoyod is accounting software, and what this page shows is invoices, credit notes, receipts, the customer statement, unit conversion, inventory counts, purchases and supplier balances. Colour-mixing formulas and their machines are not shown here, so ask sales what fits your store.
That brings a paint and hardware store’s numbers together in one place: each contractor’s orders, what came back from them, and what is left on their account.
