The customer’s deposit waits in a receipt for its invoice, and the watch’s number sits in the line description.
A watch a customer orders and pays a deposit on today, a strap the shop shortens when they collect it, and all of it on one invoice.
Watch Shop Accounting Software in Saudi Arabia starts with the deposit a customer pays when they order a watch that is not on display. At a shop in Riyadh, Jeddah or Al Khobar, the salesperson records the deposit with a customer receipt and no invoice, and the receipt stays unused until the watch arrives. When the customer collects it, you issue a sales invoice for the watch and a strap-shortening service, write the watch’s number in the description field beside its name, then allocate the deposit to the invoice and record the rest with a receipt, so the invoice shows as Paid.
1. Where do a watch shop’s numbers go missing?
Before you choose accounting software for a watch shop, look at where your numbers go missing today: the numbers of watches sold kept in a side notebook, deposits written on scraps of paper, battery and strap fees outside any invoice, and the cost of each watch kept in the owner’s head.
The watch’s number in a side notebook
The salesperson writes the serial number of every watch sold in a notebook by the counter, and when the customer comes back months later, they leaf through the pages looking for it.
With Qoyod: write the watch’s number in the description field beside its name on the invoice line, and it shows in the invoice preview and the PDF copy.
A deposit on a scrap of paper
A customer pays a deposit on a watch they order from the distributor, the salesperson writes the amount on a slip, and the accountant cannot tell whose it is when the watch arrives.
With Qoyod: record the deposit with a receipt in the customer’s name and no invoice, and it stays unused until you allocate it to their invoice.
Battery and strap work outside the invoice
The shop changes a watch battery or shortens a strap, and takes a small fee that never appears on an invoice.
With Qoyod: add battery replacement and strap shortening as services, each with a default selling price, and put them on a sales invoice of their own or next to the watch.
The cost of each watch in your head
You buy the same watch from the distributor at a price that changes from one shipment to the next, so you cannot tell what the piece on display cost you.
With Qoyod: set the watch up as a stored item and enter its shipments with purchase invoices, and the product cost and margin report shows its average unit cost, depending on your subscription.
2. One watch in your books: from the deposit to after the sale
Follow one watch order from the day of the deposit to the end of the month, in five stops that each add one line to the journey card.
Stop 1: The customer pays a deposit on a watch they ordered
In Customer receipts create a customer receipt in their name for the deposit, with no invoice, and the receipt stays unused until you allocate it.
Stop 2: The watch arrives from the distributor
Record the purchase invoice in the supplier’s name for two watches of the same item, so its quantity in stock rises and what you owe them shows.
Stop 3: The customer collects their watch
Issue a sales invoice for the watch and the strap-shortening service, write the watch’s number in the description field, then press Pay and choose Use a previous receipt to allocate the deposit to it.
Stop 4: The customer pays the rest
Record the rest with a receipt against the invoice, so the invoice shows as Paid and both receipts become Used.
Stop 5: At the end of the month you ask what the watch cost you
Open the product cost and margin report and you see the item’s available quantity and its average unit cost from the purchase invoice prices; the report needs purchases and stock to be switched on.
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. Watch Shop Accounting Software in Saudi Arabia: what Qoyod covers in your shop
From the deposit to the new battery, here are six jobs Qoyod covers in a watch shop.
The watch’s number in the line description
When you add the watch to a sales invoice line, a description field appears beside its name, so write the watch’s serial number or its colour there. The description is optional, you write it for each invoice separately without changing the product itself, and it does not affect the price or the accounting entries. It shows in the invoice preview and the PDF copy, and on the printed invoice if its template in the invoice designer carries the product description field.
The deposit until the watch arrives
In Customer receipts create a customer receipt for the deposit with no invoice, and it stays unused. When you issue the watch’s invoice, press Pay beside it, choose Use a previous receipt and enter the amount to allocate, and the receipt becomes Used, or Partially used if part of it is left. In the customer statement report you see the customer’s invoices and receipts together.
Battery, strap and repairs
In Products and costs add each service the shop offers, such as battery replacement, strap shortening and watch repair, choose Service as the product type, and set its default selling price and the revenue account it posts to. You change the price on the invoice if the job differs. A service is neither stored nor purchased, so one invoice carries the watch and the services you gave it.
Stored watches and their average cost
Make each watch a stored item with a purchase price and a selling price, depending on your subscription. Record each shipment from the distributor with a purchase invoice so its quantity in inventory rises, depending on your subscription. The product cost and margin report shows, for each item, the available quantity and the average unit cost worked out from purchase invoice prices, and it needs purchases and stock to be switched on.
A watch that came back to the shop
If a customer brings a watch back, open its invoice and press Return invoice, and a credit note is created with its details; then delete from it whatever did not come back. The customer’s balance falls by the value of the note, the original invoice is kept, not deleted, and “Returned” shows beside its status. If the invoice is paid, choose Refund, and a payment voucher is created from the cash box or the bank. The watch goes back into stock if it is a stored item, depending on your subscription.
Discounts and the regular customer’s price
Qoyod does not support a price list for each customer. If you lower the price for a regular customer, change the unit price on their invoice line, or add a discount to the line as a percentage or an amount. Each user has a maximum discount percentage that you set in the users settings, and more than one user is available depending on your subscription.
4. Watch shop invoices and the Zakat, Tax and Customs Authority
An individual customer, or a company 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 customer with no VAT number, such as someone buying a watch for themselves: 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 company with a VAT number, such as a company buying watches as gifts for its staff: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, with Phase 2 linkage depending on your subscription.
Tax on the watch and on the service
Every product and service has its default tax, chosen from the taxes defined for your business; it shows on the invoice line and can be changed there, and you can enter the price including tax with the Inclusive option. The standard rate of VAT in the Kingdom is 15%. When you issue a credit note for a watch that came back, its entry reverses the tax on its lines. At the end of the period, the VAT return form report brings your figures together, and you file 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 a watch shop, and what your accountant reviews
If your shop works with an accountant or an accounting firm, they read in Qoyod the same numbers you follow from behind the display counter.
What you follow
- Deposits not yet allocated, in the Customer receipts list with the Unused status.
- What each customer owes, in the customer statement report.
- The invoices for battery, strap and repair work.
- The available quantity of each watch and its average cost, 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.
- 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
You keep the shop’s books in Qoyod Accounting. For your salespeople and repair technicians there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a watch shop with salespeople and technicians 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 with a VAT number?
Qoyod sets the type of invoice from the customer’s VAT number: a customer with no VAT number gets a simplified tax invoice, reported to the Authority within 24 hours of issue, and a company with a VAT number gets a tax invoice that the Authority clears before it reaches the customer, with Phase 2 linkage depending on your subscription.
Does Qoyod keep a serial number for each individual watch?
No. In Qoyod the serial number is a unique identifier of the product itself, set when you create it, not of each piece of it. Write the watch’s number in the description field beside its name on the sales invoice line, and it shows in the invoice preview and the PDF copy without affecting the price or the accounting entries.
How do I record a deposit on a watch a customer ordered that has not arrived yet?
In Sales open Customer receipts and press Create customer receipt, choose the customer, enter the deposit amount and save, and the receipt stays unused because it is not allocated to an invoice. When the watch arrives, issue its invoice, press Pay beside it, choose Use a previous receipt, then choose the deposit receipt, enter the amount to allocate and save.
How do I invoice a battery change or a watch repair?
In Products and costs press Create products and costs, choose Service as the product type, enter its name, and set its unit of measure, its tax, its default selling price and the sales account, then save. You add the service to a sales invoice just as you add a watch, you can change its price on the invoice, and it takes no quantity out of stock because a service is not stored.
Does the free trial include stock and average cost?
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 stored items, suppliers or purchase invoices, more than one user, or Phase 2 linkage with the Authority. Each plan’s scope differs, so check what fits your shop with our sales team.
How do I take a watch a customer brought back off their invoice?
In Sales open Sales invoices, press View beside the invoice, then Return invoice at the bottom of it, and a credit note is created with all its details. Delete the lines that did not come back, such as the strap-shortening service, and save the note. If the invoice is unpaid, press Allocate credit note and allocate it to the invoice; if it is paid, choose Refund, and a payment voucher is created from the cash box or the bank.
That brings a watch shop’s numbers together in one place: each customer’s deposit, each watch’s invoice, and the service the shop gave it.
