Food, supplies and a bathing service on one sales invoice, and what the customer pays on a receipt against it.
From a bag of cat food to a dog’s bath, every sale goes through an invoice and every payment through a receipt.
Pet Shop Accounting Software in Saudi Arabia starts from one invoice that holds the food and supplies a customer bought and the service they asked for with them. At a pet shop in Riyadh, Jeddah or Dammam, a customer buys a bag of cat food and a pack of litter, asks for the cat to be bathed, and pays at pickup. In Qoyod the food and the litter are products you sell and the bathing a “Service” product, all lines on one sales invoice, and the payment is a receipt against it.
1. From the supplier to the customer: where a pet shop’s numbers slip away
Before you choose accounting software for a pet supplies shop, look at an ordinary week: cartons of food arrive from the supplier and sell by the bag and the can, bathing and boarding are written in the salon’s notebook, a breeder takes bags all month and pays at the end, and one item runs out before anyone orders it.
A carton arrives, a can is sold
The shop buys food by the carton and sells it by the can and the bag, and the seller works out the difference in their head.
With Qoyod: make the carton a number of cans in Unit conversion, so you buy by the carton and sell by the can, depending on your subscription.
Bathing and boarding in the salon notebook
The salon writes bathing and boarding in a notebook, so their price never joins the customer’s food on one invoice.
With Qoyod: add each service as a “Service” product with its price and a unit of measure you choose, and put it as a line on the customer’s invoice.
A breeder who pays at month end
A breeder takes bags of food in batches all month, and the shop knows what they owe only when they ask.
With Qoyod: issue them a credit sales invoice, record what they pay on a receipt, and follow their balance in the Customer statement report.
Food that runs out and a bag that tears
The item customers keep asking for sells out before the shop orders it, and bags tear in the storeroom without their cost showing in any figure.
With Qoyod: set a reorder limit for each stored item and follow its status on the dashboard, and count what tore in an inventory count, depending on your subscription.
2. A breeder’s account in your books: from the shipment to the month-end count
A cat breeder takes food bags from you in batches and pays at the end of the month. Their account passes five stops in your books, and the journey card keeps the amount from each one.
Stop 1: The food shipment arrives
Enter, depending on your subscription, the bags that arrived on a purchase invoice in the supplier’s name, and their stock balance rises at the purchase price.
Stop 2: The breeder orders the month’s bags
Issue them a sales invoice for the bags they took, and it stays unpaid until the money reaches you.
Stop 3: The breeder pays part of the amount
Open the invoice and press Pay against invoice, then create a receipt for what they paid, and the invoice becomes Partially paid.
Stop 4: What is left, on their statement
Open the Customer statement report to read their invoices, their receipts and the Balance due.
Stop 5: At month end comes the count
Count, depending on your subscription, what is left of the bags in an inventory count, and Qoyod posts the difference 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. Pet Shop Accounting Software in Saudi Arabia: what Qoyod covers in your shop
Between the supplier who ships the cartons and the owner who carries the bag out, the shop’s accounts move every day. Here are six jobs Qoyod covers there.
A bag, a can and a carton for one item
In Qoyod, set up each food or supply item as a product you sell, and choose its unit of measure from the list or add a new one, such as bag or can; then arrange the products in Product categories, such as food, accessories and services. If you buy the carton and sell the can, set up, depending on your subscription, Unit conversion so the carton equals a number of cans; both units then show on the sales invoice, you enter the purchase price and selling price of each unit yourself, and Qoyod does not derive one from the other. Choose the base unit of measure at the start, because once the product is on an invoice you cannot edit it, and you add other units from Unit conversion, depending on your subscription.
Bathing and boarding as lines on the invoice
Add each service you offer as a “Service” product, such as bathing or boarding, and set its selling price, revenue account, tax and unit of measure, where the unit can carry any name you choose, such as hour or night. A service is a line that is only sold, never stored or bought, so you put it on the same sales invoice as the food and accessories, enter the number of hours or nights in the Quantity field, and edit its price on the line if it differs.
A credit customer and a clear balance
When a breeder or a shelter takes bags of food and does not pay that day, issue them a sales invoice that stays unpaid (credit) until the money reaches you. When they pay, open it and press Pay against invoice, then create a new receipt for all of the amount or part of it, so it shows Paid or Partially paid and the receipt appears under Customer receipts. Then open the Customer statement report from Reports, pick the customer and the period, and read their invoices, their receipts and the Balance due. Customer-specific price lists are not currently available in Qoyod, so a price you agree with the breeder goes into the unit price on their invoice line.
From the supplier to the shelf, and a reorder limit
Set up each food item 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 item costed by the average-cost method. For each stored item, set a reorder limit per location and follow stock status on the dashboard, depending on your subscription.
A bag that tore before it sold
For bags that tore or cans that dented, create an inventory count, depending on your subscription, pick the location you are counting, then choose an account for the cost of the short quantities and enter what you actually counted of each item, and Qoyod works out the difference at average cost and posts it to that account. If you want an account for damaged goods, add it beforehand to the chart of accounts under operating expenses.
A bag that came back
If a customer returns food they bought, open its invoice under Sales invoices and press Return invoice, and a credit note is created with its lines; delete what did not return and edit the quantities if needed. The customer’s balance falls by it, the sales tax on its lines is reversed, and the original invoice stays as it is, with Returned beside its status. If the invoice was paid, press Refund, and a payment voucher is created from the cash box or the bank. The quantity goes back into stock if the item is a stored product, depending on your subscription.
4. Pet shop invoices and the Zakat, Tax and Customs Authority
An individual or a business buying in bulk?
As a rule, the type of invoice follows the type of customer.
- For an individual buying food or supplies for their pet: 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 business or a government body buying food in bulk: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, with Phase 2 linkage depending on your subscription.
A tax on every line
Each product 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. 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 bags and the customers, your accountant reviews the books
The accountant or accounting firm your shop works with has a say in which software you pick, and opens the same figures in Qoyod that you do.
What you follow
- Invoices for food, supplies and services, and what you collected on them in customer receipts.
- Each breeder’s and credit customer’s balance in the Customer statement report.
- What customers returned, in credit notes.
- The balance of items 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 the staff in the shop and the grooming salon and across branches there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a pet 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 food for their cat, and which to a business buying in bulk?
Qoyod issues an individual customer a simplified tax invoice, reported to the Authority within 24 hours of issue, and a business 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 sell a carton of food by the can and buy it by the carton?
Under Products and costs, open the product and set the base unit of measure, such as can; then add the carton unit, depending on your subscription, from the Unit conversion section with Add more, choose One unit of, enter the number of cans it holds, and then the carton’s purchase price and selling price. Both units of the product show on sales invoices, and on purchase invoices depending on your subscription. Once the product is on an invoice you cannot edit its base unit, and you add other units, depending on your subscription, from Unit conversion.
How do I add bathing or boarding to a customer’s food invoice?
Under Products and costs, add a new product of the Service type, name it, for example Bathing, and set its default selling price, revenue account, tax and unit of measure; you can add a new unit, such as night, with the + sign. Then open a new sales invoice, add the food, add the service as a second line with Add more, and edit its price or quantity on the line if they differ. A service never touches the quantities of items in the storeroom, because it is not stored.
How do I record what a breeder takes on credit and pays later?
Issue them a sales invoice for the bags they took, and it stays unpaid until the money reaches you. When they pay, open the invoice under Sales invoices, press Pay against invoice, choose Create a new receipt, enter the collection account, the date and the amount, all or part of it, and save, and the invoice shows Paid or Partially paid. Then open the Customer statement report from Reports, pick the customer and the period, and read the Balance due.
How do I record a bag of food that tore 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 torn bags, add a damaged-goods account beforehand to the chart of accounts under operating expenses.
Does Qoyod track food expiry dates, or record live animals and their health records?
Qoyod does not track batch numbers or food expiry dates, so read the expiry date off the product’s packaging, and a periodic inventory count, depending on your subscription, shows you which items are slow-moving before they expire. Qoyod is accounting software, and what we show on this page is sales invoices, customer receipts, credit notes and customer balances, plus suppliers, purchase invoices, stored products, unit conversion and inventory counts depending on your subscription. The sale of live animals, their health records and vaccinations are not shown on this page.
That is how a pet shop’s accounts come together in one set of books: the food and the service on an invoice, and what the customer pays on a receipt.
