A clinic’s order on a credit invoice, and what it sent back and paid on one statement.
Boxes of gloves and cartons of syringes for a clinic that settles weeks later, a blood pressure monitor for a buyer who pays on delivery, and every item in its own unit on the invoice.
Medical Supplies Accounting Software in Saudi Arabia starts with the sales invoice you issue for each order. In Riyadh, Jeddah or Dammam, a clinic or a medical complex orders boxes of gloves, cartons of syringes and two blood pressure monitors from you, then sends back two boxes it did not need and pays part of the amount. Add your items in Qoyod as products with their units of measure, issue the clinic a credit sales invoice, turn what it sent back into a credit note, record its payment on a receipt, then open the customer statement report to see the balance due.
1. Where do the numbers leak in a medical devices and supplies business?
Before you choose accounting software for a medical devices and supplies company or shop, look at one month of it: clinic orders kept in chats and delivery slips, quotations scattered across files, boxes that come back but stay on the clinic’s account, and cartons in the warehouse that do not match the count in the ledger.
Clinic orders on paper
The clinic orders by phone and settles weeks later, so what it took is split between the delivery slip and the sales rep’s notebook.
With Qoyod: issue it a sales invoice for every order, which stays a credit sale until it pays, and follow its balance in the customer statement report.
Quotations in scattered files
The purchasing department of a medical complex asks for a quotation before every order, you type it in a new file each time, and you cannot tell which ones they accepted.
With Qoyod: send the quotation from Qoyod and convert it into a sales invoice once it is approved, depending on your subscription.
Boxes that came back but stayed on the account
The clinic returns two boxes it did not need; they go back to the warehouse, and their value stays in what it owes.
With Qoyod: record what came back as a credit note against its invoice, so what it owes drops by that amount, and the original invoice is left untouched.
A warehouse that does not match the ledger
Syringes, gloves, gauze and monitors come into the warehouse by the carton and go out by the box, and you cannot tell how much of each item is left.
With Qoyod: set up your items as stored products whose balance rises with the purchase invoice and falls with the sales invoice, depending on your subscription.
2. One clinic order in your books: from the request to the statement
Follow one order from a clinic that buys from you on credit across five stops; each stop adds its line to the journey card beside it.
Stop 1: The clinic asks for a quotation
Send it a quotation for the gloves, the syringes and the two monitors with the date the offer expires, then convert it into a sales invoice when the clinic approves it.
Stop 2: The order reaches the clinic
The sales invoice stays a credit sale as long as you have not recorded a receipt against it, and every item on it shows with its unit.
Stop 3: The clinic returns two spare boxes
Press Return invoice at the bottom of the invoice, delete the lines that did not come back, set the gloves’ quantity to two boxes, then allocate the credit note to the invoice.
Stop 4: The clinic pays part of the amount
Record what it paid on a receipt against the invoice, so the invoice becomes partly paid and the rest stays on its balance.
Stop 5: The clinic’s accountant asks for a statement
From Reports open the customer statement report, pick the clinic and the period of the order, and each document shows with its debit or credit amount, then the balance due; you can export it to PDF or Excel.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your company with our sales team.
3. Medical Supplies Accounting Software in Saudi Arabia: six jobs Qoyod covers
Between the clinic that orders, the supplier that ships and the warehouse that holds the stock, here are six jobs Qoyod takes on in a medical supplies business.
Every item in its own unit of measure
When you create an item you choose its unit of measure, such as the box, the carton or the piece; it shows on the invoice line next to the quantity, and it cannot be changed 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, depending on your subscription; each unit has its own purchase price and selling price, which you enter yourself and which the system does not work out from the price of a box.
Quotations for purchasing departments
Before an order from a medical complex or a private hospital, send, depending on your subscription, a quotation listing the items, their quantities and its expiry date, or save it as a PDF, then convert it into a sales invoice once it is approved. For a paper version there is our price quote template.
Clinics on account
Issue the clinic a sales invoice with no receipt and it stays a credit sale, then record each payment it makes on a receipt against the invoice, in full or in part. For one clinic and a period you choose, 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 your receivables across periods, depending on your subscription. Setting a credit limit for a customer is not currently available in Qoyod, so you follow what each clinic owes in its statement.
What the clinic sends back
Press Return invoice on the invoice itself and a credit note is created with its details; then delete what did not come back and change the quantity to what actually came back. The clinic’s account drops by the value of the note, the original invoice stays without being deleted, and “Returned” shows beside its status. If the item is stored, its quantity goes back to stock, depending on your subscription.
Stock and supplier invoices
Set up the supplies you buy in quantity as stored products, so their balance rises with the purchase invoice from the supplier or importer and falls with the sales invoice, depending on your subscription. Pay what you owe a 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, depending on your subscription.
A price agreed with a hospital
Qoyod does not support a price list for each customer, so if you agree a price with a hospital or a medical complex that differs from the default selling price, you change the unit price on the line of its invoice. You can also take a percentage or an amount off the line, and set, for each user in the users settings, the maximum discount percentage.
4. Medical supplies invoices and the Zakat, Tax and Customs Authority
An individual buyer, or a clinic with a VAT number?
Qoyod sets the type of invoice from the customer’s VAT number, not from the invoice amount or its tax rate.
- For a buyer with no VAT number, such as someone buying a blood pressure monitor for a parent: a simplified tax invoice that you hand over, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a clinic, a hospital or a company with a VAT number: 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.
Each item’s tax, and its reason
You choose each item’s default tax from the taxes defined for your business; it shows on the invoice line and can be changed there, and if you choose a zero-rated tax for an item, a field appears in which you pick the tax reason from a list. The standard rate of VAT in the Kingdom is 15%, and in this sector the zero rate is tied to qualifying medicines and medical equipment; this page does not decide which of your items qualify, which is your decision with your tax adviser. At the end of the period, the VAT return form report collects your figures, and you submit the return yourself through 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 in your company, and what your accountant reviews
If your company works with an accountant or an accounting firm, they read in Qoyod the same numbers you follow with your clinics and suppliers.
What you follow
- What each clinic still owes, in the customer statement report.
- The credit notes for what came back from clinics.
- The quotations you sent and the status of each, depending on your subscription.
- The balance of each item in stock and what you owe each supplier, depending on your subscription.
What your accountant reviews
- Sales invoices, credit notes and receipts, and purchase invoices depending on your subscription.
- Income statement, balance sheet and trial balance, and customer ageing depending on your subscription.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Add your accountant as a user with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
The company’s books are 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 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 buyer, and which to a clinic with a VAT number?
Qoyod sets the type of invoice from the customer’s VAT number: a buyer with no VAT number gets a simplified tax invoice, reported to the Authority within 24 hours of issue, and a clinic, hospital or company with a VAT number gets a tax invoice that the Authority clears before it reaches the customer, and Phase 2 linkage with the Authority is available depending on your subscription.
Does Qoyod decide which items are zero-rated?
No. You choose each item’s default tax from the taxes defined for your business, and it shows on the invoice line where it can be changed. If you choose a zero-rated tax, a field appears for the tax reason, which you pick from a list. Whether an item qualifies for the zero rate is something to check with the Zakat, Tax and Customs Authority or your tax adviser.
How do I send a clinic a quotation and then convert it into an invoice?
In Sales open Quotations, depending on your subscription, press New quotation, choose the clinic, the issue date and the expiry date, add the items with their quantities, then send it with the send icon or save it as a PDF, and once it is approved choose Convert to invoice, so the sales invoice opens for you to review and save.
How do I take boxes a clinic sent back off its account?
In Sales open 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, then save. If the invoice is unpaid you allocate the note to it; if it is paid you choose Refund, and a payment voucher is created from the cash box or the bank.
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 invoices, receipts, credit notes and the customer statement, plus quotations, stored items, purchases and supplier balances depending on your subscription.
Does the free trial include stock and quotations?
No. The free trial starts with products and services, sales invoices, customer receipts, credit notes and the customer statement report, and it does not include quotations, stored items, unit conversion, suppliers, purchase invoices or supplier vouchers, the customer ageing report, the supplier ageing report, more than one user, or Phase 2 linkage with the Authority. Each plan’s scope differs, so check what fits your company with our sales team.
That brings a medical devices and supplies business together in one place: each clinic’s order on an invoice, what it sent back on a credit note, and what it still owes in its statement.
