Every clinic’s order on its own invoice, and one statement for what it returned and paid.
A clinic takes gloves and syringes on account and settles later, while an individual buys a blood pressure monitor and pays on delivery.
Medical Supplies Accounting Software in Jordan brings what you sell to clinics and individuals together on invoices where every item carries its unit: the box for gloves, the carton for syringes, the piece for a blood pressure monitor. In Amman, Irbid or Zarqa a clinic takes its order on account, then returns two spare boxes and pays part of what it owes. Set up each item in Qoyod with its unit, make the order a credit sales invoice in the clinic’s name, what it returned a credit note and what it paid a receipt, then read its balance in the customer statement report.
1. From the warehouse to the clinic: where do a medical supplies business’s numbers get lost?
Before you choose accounting software for a medical devices and supplies company in Jordan, look back over one month of your work: clinics buying on account with their debt in the sales rep’s notebook, quotations typed from scratch every time, boxes that come back without the debt going down, and cartons that come in whole and go out as boxes.
The clinic’s debt in the sales rep’s notebook
The sales rep delivers the order and writes it in a notebook, and at the end of the month their figure does not match the clinic’s.
With Qoyod: every order gets a credit sales invoice in the clinic’s name, and every clinic its customer statement report with its invoices and payments.
A quotation typed from scratch
A private hospital asks for a quotation before every delivery, so someone copies an old one and changes its prices by hand.
With Qoyod: create the quotation in Qoyod, and convert it into a sales invoice once it is approved.
Boxes back, debt unchanged
A clinic returns two boxes it did not need; they go back to the warehouse, and their value stays on its account.
With Qoyod: a credit note on its invoice for what came back, so its debt drops by that amount and the invoice stays as it was issued.
Cartons in, boxes out
Syringes arrive from the importer by the carton and go to clinics by the box, so you cannot tell how many are left in the warehouse.
With Qoyod: make the item a stored item and add the carton in unit conversion, so its balance rises with the purchase invoice and falls with the sales invoice.
2. A clinic’s order in Amman: from the quotation to the statement
A clinic in Amman buys from you on account. Follow its order across five stops; each stop adds a line to the journey card.
Stop 1: The clinic’s request for a quotation arrives
Create a quotation with the items, their quantities and its expiry date, and convert it into a sales invoice once the clinic approves it.
Stop 2: The order is delivered on account
The sales invoice stays a credit sale until you record a receipt against it, and every item on it shows with its unit.
Stop 3: The clinic returns two boxes of gloves
From the invoice choose Return invoice, keep only the gloves line with two boxes, then allocate the credit note to the invoice.
Stop 4: The clinic pays part of its debt
Record the amount on a receipt against the invoice, so it becomes partly paid and the rest stays on the clinic’s account.
Stop 5: The statement at the end of the month
In the customer statement report pick the clinic and the period, and you see the invoice, the credit note, the receipt and the balance due; export it to Excel or PDF.
3. Medical Supplies Accounting Software in Jordan: what Qoyod covers in your company
E-invoicing and accounting integrated in one system. In a medical devices and supplies business in particular, here are six jobs Qoyod takes on, from the quotation to the supplier’s account.
The box, the carton and the piece
Every item has a unit of measure you choose when you create it; it shows on the invoice line next to the quantity and does not change once the item has been used in invoices or stock. If you buy syringes by the carton and sell them by the box, make the box their base unit and add the carton in unit conversion, with a purchase price and a selling price for each unit that you enter yourself.
A quotation before every delivery
Give a private hospital or a medical complex a quotation with the items, their quantities and its expiry date, send it or save it as a PDF, then convert it into a sales invoice once it is approved. A quotation takes nothing out of stock before it is converted.
Clinics on account
Issue the clinic a sales invoice with no receipt and it stays a credit sale, then record its payments on receipts against the invoice, in full or in part. The customer statement report shows the type of each document, the debit amount, the credit amount and the balance due, and the customer ageing report compares debts across periods. Setting a credit limit for a customer is not currently available in Qoyod. On collecting a credit invoice under the national system, read collecting a credit-sale invoice.
A credit note for what came back
On the invoice itself press Return invoice and a credit note opens with its lines; you delete what stayed with the clinic and correct the quantity. The clinic’s balance drops by the value of the note, the original invoice is not deleted and shows “Returned” beside its status, and the quantity of any stored item goes back to stock.
Stock and the supplier’s account
Set up the supplies you buy in quantity as stored items, so their balance rises with the purchase invoice from the supplier or importer and falls with the sales invoice. Pay the supplier in full or in parts from Supplier vouchers, and follow their balance in the supplier statement, and what is left for your suppliers across periods in the supplier ageing report.
A special price for a hospital?
Qoyod does not support a price list for each customer, so the price agreed with a hospital 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 are available depending on your subscription, such as unit conversion and quotations, so ask sales about them.
4. Medical supplies businesses and the National Invoicing System
Discuss your company’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. What you follow with your clinics, and what your accountant reviews
If your company works with an accountant or an accounting firm, they open the same books in Qoyod. The question of whether the invoicing mandate applies to you is one for your accountant and the Department; the orders, returns and payments belong in Qoyod.
What you follow
- What each clinic still owes, in the customer statement report.
- The quotations sent to hospitals and clinics, and the status of each.
- The credit notes for what came back from orders.
- The balance of each item in stock and what you owe each supplier.
What your accountant reviews
- Sales and purchase invoices, credit notes and receipts.
- Income statement, balance sheet, trial balance and customer ageing.
- Report exports to Excel and PDF.
- If your company is obliged to e-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
The company’s books stay in Qoyod Accounting. For your sales reps and warehouse staff there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a medical supplies company with sales reps and warehouse staff 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 medical devices and supplies traders 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 give a clinic a quotation and then convert it into an invoice?
In Sales open Quotations, press New quotation, choose the clinic, the issue date and the expiry date, and add the items with their quantities, then send it with the send icon or save it as a PDF. Once it is approved, choose Convert to invoice, and the sales invoice opens for you to review and save.
How do I take boxes a clinic returned off its debt?
Open Sales, then Sales invoices, press View beside the clinic’s invoice, then Return invoice at the bottom of it, and a credit note is created with all its details. Remove what did not come back with the (×) mark, change the quantity, and save. If the invoice is unpaid you allocate the note to it; if it is paid you choose Refund.
Read also: receipt voucher vs invoice in Jordan
Does Qoyod track batch numbers and expiry dates, or register devices with health authorities?
No. Qoyod is accounting software: it does not track the batch numbers or expiry dates of supplies, it does not track the serial number of each device you sell, because the serial number in Qoyod identifies the item itself, and it does not manage the registration or licensing of medical devices with health authorities. What this page shows is sales and purchase invoices, receipts, credit notes, the customer statement, quotations, stock and supplier balances.
Can I set a special price for a hospital I deal with regularly?
Qoyod does not support custom price lists or a special price for each customer. The alternative is to change the unit price by hand for that hospital on the invoice or on the quotation, and on an invoice line you can add a discount as a percentage or an amount.
That brings a medical devices and supplies business’s numbers together in one place: each clinic’s order, what it sent back, and what it still owes.
