Almonds by the kilo, cashews by the kilo and a gift box beside them, all on one invoice that the customer settles at the counter.
Whether a customer stands at your counter or a company orders boxes for its staff, each item goes on the invoice by weight and the box as a line of its own.
Nut Roastery Accounting Software in Saudi Arabia starts with an invoice that holds what the customer carries out: roasted almonds and cashews by the kilo, and a gift box beside them. At a roastery in Riyadh, Jeddah or Dammam, the seller weighs the item and the customer pays on the spot. In Qoyod, set up each item as a product in kilos and the box as a product in pieces, issue the sales invoice, then record the payment with a receipt into the cash box.
1. Where do the numbers go missing at a roastery or nut shop?
Before you pick accounting software for a roastery or a nut shop, look at what happens between the scale and the cash box: a price per kilo kept in the seller’s head, a box wrapped without its price showing, a company that orders boxes for its staff and pays later, and the weight of a shipment that drops after roasting without anyone recording it.
The price per kilo in the seller’s head
The seller sells almonds, cashews and pistachios by the kilo, so every price lives in their memory and the total is written on a slip of paper.
With Qoyod: set up each item as a product whose unit is the kilo, with its selling price, enter the weight on the invoice line, and Qoyod multiplies it by the unit price.
A box with no line on the invoice
The seller packs the nuts in a gift box or a decorated bag, and the price of the packing shows on no invoice.
With Qoyod: set up the box as a product of its own with its price, and add it as a line on the nuts invoice itself.
A company that orders and pays later
A company orders gift boxes for its staff and waits for a statement of what it owes before it pays.
With Qoyod: issue it credit sales invoices in its name, and follow its balance in the customer statement.
Weight that drops after roasting
You buy almonds at a known weight, it falls after roasting, some goes out as tasting samples, and nobody records the difference.
With Qoyod: create a stocktake, depending on your subscription, enter the actual quantity, and Qoyod posts the difference to the expense account you choose.
2. From the supplier’s shipment to the customer’s invoice
A shipment of almonds reaches your roastery in Riyadh from the supplier, a customer buys some of it by the kilo, and a company orders boxes for its staff on account. Follow all of it in five stops; each stop adds a line to the journey card.
Stop 1: The almond shipment arrives
Record, depending on your subscription, a purchase invoice in the supplier’s name for 40 kilos of almonds, and the stock of the almonds you set up as a stored product goes up.
Stop 2: It weighs less after roasting
Create, depending on your subscription, a stocktake for your roastery’s location and enter the actual quantity, which is 36 kilos, and the difference shows and is posted to the cost account you chose.
Stop 3: A customer buys by weight
Enter on the sales invoice 3 kilos of roasted almonds, 2 kilos of cashews and the gift box, and Qoyod works out the total from the quantity and the unit price.
Stop 4: The customer pays at the counter
Record what they paid with a receipt for the invoice in the cash box account, so the invoice shows as paid.
Stop 5: A company orders on account
Issue the company a credit sales invoice for 20 kilos of roasted almonds, book each payment as a receipt on the invoice, whole or partial, and read the balance in the customer statement.
3. Nut Roastery Accounting Software in Saudi Arabia: six tasks from shipment to cash box
One item passes through more than one weight and more than one document at your roastery: it arrives from the supplier by weight, loses some after roasting, and leaves to the customer by the kilo with a box. Here are six tasks whose accounts Qoyod keeps.
The kilo is a unit, and the item has its price
Set up almonds, cashews and pistachios as products you sell, each with a default selling price, a revenue account, a unit of measure and a tax. When you add a unit of measure you choose its type, and weight is one of the types, so you add “kilo” and set how it is displayed. Then you type the weight on the invoice line, Qoyod multiplies it by the unit price, and you change the price per kilo on the line whenever it moves. Pick the unit first: once an item appears on an invoice, its unit is locked.
The box and the bag are lines of their own
Set up the gift box as a product of its own with the piece as its unit and its price, and add it as a line on the nuts invoice itself with Add more, so its price shows apart from the price per kilo. If you sell ready bags of a fixed weight, set up each size as a product whose unit is “bag”. Any line can take a discount, as a percentage or a fixed amount, up to the ceiling you set per user.
Payment at the counter
When the customer pays, open the invoice, press Pay against the invoice, create a new receipt and choose the collection account: the cash box for cash you took, the bank account for money that went straight into the bank. The invoice then shows as paid, or partially paid if the customer settled part of it. The payment method field on the invoice only describes how the customer paid; it creates no receipt and moves no account.
Companies and staff gifts on account
Issue the company a credit sales invoice for its nuts and boxes, book each payment as a receipt on the invoice, whole or partial, and read the balance in the customer statement. If a company returns a box, open the invoice, press Return invoice, pick that line and save the credit note. When a company asks the price of 200 boxes, prepare for it, depending on your subscription, a quotation with an expiry date, then convert it into a sales invoice once it approves. Per-customer price lists are not supported in Qoyod, so a price agreed with a company is entered on the invoice line. The customer ageing report, which compares your receivables between periods, is available depending on your subscription.
The supplier’s shipment and the cost of the kilo
Record, depending on your subscription, the almond shipment on a purchase invoice in the supplier’s name by its weight in kilos, and the stock of the item you set up as a stored product goes up. Qoyod works out the cost of the kilo as the average unit cost across your purchase invoices, not the last price you paid, depending on your subscription. The product cost and profit margin report shows the quantity in stock and the average unit cost, and it needs purchases and stock switched on, depending on your subscription.
Counting the weight after roasting
When an item weighs less than its balance in the books, because roasting took some of it or because you gave a tasting sample, create, depending on your subscription, a stocktake for the roastery’s location, choose the cost account for the 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. Qoyod works out the difference at the average cost and posts it to that account. 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 roastery.
4. Roastery and nut shop invoices and the Zakat, Tax and Customs Authority
An individual or a company?
These are the two kinds of tax invoice, by buyer:
- For an individual customer buying nuts: 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 gift 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 roastery, and what your accountant reviews
If an accountant or an accounting firm looks after your books, they work in the same Qoyod account you do: you watch customers and collections, and they check the documents and reports.
What you follow
- Each company’s balance in the customer statement.
- What you took in cash in the cash box account, and what went into the bank in the bank account.
- The status of each invoice after its receipt: paid or partially paid.
- The quantity in stock and the average cost of each item in the product cost and profit margin report, which needs purchases and stock switched on, depending on your subscription.
What your accountant reviews
- Every document: 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 at the end of 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 roastery’s books, while the attendance and payroll of your sellers and roasting crew live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a roastery with sellers and a crew 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 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 company, a hotel 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 nuts by the kilo?
Set up each item as a product under Products and costs, and pick a unit of measure for it. If the “kilo” unit is not there, press the + sign beside the field and add it with its name, its display form and its type; weight is one of the types. Then enter the weight on the invoice line, and Qoyod multiplies it by the unit price. An item’s unit cannot change once it has been used on an invoice, so if you sell the same item by the kilo in one case and as a ready bag in another, set it up as two products.
How do I record the gift box and what the customer pays?
Set up the box as a product of its own with the piece as its unit and its price, and add it as a line on the sales invoice with Add more. When the customer pays, open the invoice and press Pay against the invoice, then choose to create a new receipt and set the collection account: the cash box for what you took in cash, and the bank account for what went into the bank. Enter the amount, in full or in part, and save, and the invoice shows as paid or partially paid. The payment method field on the invoice only describes how the customer paid, and it creates no receipt.
How do I record the weight lost in roasting and tasting samples?
Create, depending on your subscription, a stocktake under Products and costs: choose the location, then the cost account for the missing quantities, add the item and enter the actual quantity, and Qoyod works out the difference from the current quantity and posts it to the account you chose. For the samples you hand out to customers, 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, depending on your subscription, shows which items move slowly, while the expiry date is read off the packaging itself.
Does Qoyod manage roasting recipes and work out the loss of each batch?
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. Roasting recipes and the loss of each batch 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 roastery.
So a roastery’s accounts come together in one place: every item by its weight on one invoice, cash in the cash box, and a statement for every company.
