Many shelves, one set of books.
Whether your shop is exempt from the invoicing mandate today or required to issue invoices, you record in Qoyod what you buy from each supplier, what you sell from each category, and what comes back to your shelves.
Accounting software for retail shops in Jordan starts at the shelves: gifts on one shelf, bags on another, and each shelf with its own supplier and its own payment date. In a general store, from Zarqa to Aqaba, a customer can leave with one invoice that holds products from more than one supplier. Group your products in Qoyod under categories, record your purchases under each supplier’s name, and issue the sales invoice for everything the customer picked.
1. A day in a multi-category retail shop
Before you choose an accounting system for a retail shop, look at where your numbers get lost today: across many shelves, many suppliers, and the customer who brings back what they bought.
Products with no order to them
The shelves hold gifts, bags and all kinds of goods, and the notebook holds one long list that nothing ties together.
With Qoyod: create product categories and put each product in its category, since the category is a required field when you create a product.
Every supplier has a date
You buy from several suppliers, and every purchase invoice has a payment date of its own.
With Qoyod: set payment terms and a due date on each purchase invoice, and check each supplier’s balance in the supplier statement.
A customer brings it back
A customer returns a bag bought yesterday, you hand the money back from the drawer, and the return leaves no trace in the books.
With Qoyod: issue a credit note against the sales invoice, and the quantity goes back into stock when the product is a stored one.
The shelf and the books disagree
The books say one thing, the shelves say another, and you cannot tell where the difference went.
With Qoyod: create a stocktake and enter the actual quantity, and the difference from the current quantity shows up.
2. Two categories, two suppliers, one invoice
Five stops from the supplier’s invoice to what is left on the shelf, and the journey card gains a line at each.
Stop 1: The gifts supplier
The photo frames arrive on a purchase invoice under their supplier’s name, with payment terms and a due date you set for that invoice. Whatever you have not paid stays in the supplier’s balance, and the cost goes into the product’s average cost.
Stop 2: The bags supplier
The suitcases arrive from another supplier on a second purchase invoice, so each supplier has a balance and a statement of their own. And each product sits in its category: the frame under gifts, the suitcase under bags.
Stop 3: One invoice, two categories
The customer picks two frames and a suitcase, and you issue one sales invoice, each line with its quantity and unit price.
Stop 4: A suitcase comes back
The customer returns the suitcase, you issue a credit note against the same invoice, and the suitcase goes back into stock because it is a stored product. The invoice is paid, so you refund the customer through the option to return money against the credit note.
Stop 5: What is left on the shelf
You bought six suitcases, sold one, and it came back. The product cost and profit margin report shows each product’s category, its available quantity and its average unit cost.
3. Accounting Software for Retail Shops in Jordan: what Qoyod covers in your shop
E-invoicing and accounting, integrated in one system. Here are six more jobs Qoyod covers in a retail shop, for every category and every supplier.
Categories that group your products
Create product categories such as gifts, bags and tools, add each product to its category with a purchase price and a selling price, and switch on the “stored” option when it has a quantity on the shelf.
Suppliers and due dates
Record each purchase invoice under the supplier’s name, set payment terms and a due date on every invoice, and check the supplier ageing report. An invoice shows as overdue once it passes its due date while it is approved or partially paid.
Cash or on account
Issue the sales invoice for cash, or on credit to a customer who buys on account, record what they pay as a receipt voucher, and check what is left in the customer statement and the customer ageing report. More in our guide to collecting a credit sales invoice in JoFotara.
Returns and exchanges
A product comes back from a sales invoice through a credit note, and the quantity returns to stock for stored products; to exchange an item, you issue a new invoice for the replacement. More in our guide to exchanging goods in JoFotara.
Stocktake
Create a stocktake and enter the actual quantity of each product, the difference from the current quantity shows up, and you choose a cost account for the shortage and a revenue account for the surplus.
Average cost and margin
The product cost and profit margin report shows each product’s category, available quantity, average unit cost and profit margin, and the cost shown is the average cost, not the last purchase price.
4. Retail shops and the National Invoicing System
Discuss your shop’s position with your accountant.
Who must use e-invoicing in Jordan
Whether your shop is exempt from the invoicing mandate or required to issue invoices, Qoyod keeps the books for your stock, purchases and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. What you see and what your accountant reviews
If an accountant or an accounting firm keeps your books, show them the following before you decide. The question “is my activity exempt?” is answered by your accountant and the Department, and the numbers from your shelves and suppliers belong in Qoyod.
What you see
- What you sold of each product, and what customers brought back.
- Each supplier’s balance and the due dates of their invoices.
- The available quantity of each product.
- Each product’s average cost and margin.
What your accountant reviews
- Purchase invoices, sales invoices and credit notes.
- Income statement, balance sheet, trial balance and ageing.
- Stocktake entries in the journal entries report.
- Reports exported to Excel and PDF.
- And if your shop must issue invoices, the JoFotara status of each one.
Add them as a user on your account, with the role and permissions you set.
6. Other Qoyod products
You run the shop’s books on Qoyod Accounting. For the people who work in your shop there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a retail shop with a team in more than one branch.
Qoyod HR is available to businesses in Jordan. The connection to Qoyod Accounting is now available.
- Attendance across all your shop branches.
- Leave management.
- Payroll with allowances and advances.
7. Frequently asked questions
Does a retail shop 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
Does Qoyod suit a shop that sells many categories from different suppliers?
Yes. Create product categories and put each product in its category, then record purchase invoices under each supplier’s name with payment terms and a due date. The product cost and profit margin report shows each product’s category and average unit cost, and the supplier statement shows what is left for each supplier.
How do I record a product a customer brought back?
Open the sales invoice, choose to return the invoice, select the product the customer brought back, then save the credit note. The quantity returns to stock when the product is a stored one, and if the invoice is paid you refund the customer through the option to return money against the credit note. To exchange the item, issue a new invoice for the replacement.
Can I set a special price for one customer?
No. Qoyod does not support custom price lists or a special price for each customer. Every product has a selling price you set when you create it, and you can edit the unit price by hand on the invoice line or the quotation.
How do I find the gap between the shelf and the books?
From products and costs, open the stocktake and create a new one, choose the stocktake location, then enter the actual quantity of each product. Qoyod shows the current quantity and the difference between the two, and you set a cost account for the shortage and a revenue account for the surplus. You can enter the stocktake by hand or import it from an Excel file.
Can I bring my products in from an Excel file?
Yes. Create your product categories first, then download the product import template from products and costs, fill in your products and upload it. The template takes products, services and expenses.
That is how your books know what is on your shelves: which supplier each product came from, which category it sits in, and what was sold and what came back.
