Wholesale invoices with payment terms, and one receipt that settles more than one invoice.
Wholesale Accounting Software in Saudi Arabia has to follow the whole order cycle, not just the day’s sales. You sell to retailers, restaurants and businesses on a credit sale invoice with a due date, and collect what each customer pays in parts. In Qoyod, a customer with a VAT number gets a tax invoice, every payment is a receipt you allocate to one invoice or several.
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1. Where do the books of a wholesale and supply business come apart?
Between the order book, an Excel file and customer messages, the numbers for a single order end up in several places.
A customer pays one amount for several invoices
A retailer transfers a sum that covers two invoices and part of a third, and the accountant cannot tell which invoices it settled.
With Qoyod: create one receipt and allocate its amount across the customer’s invoices, so each one shows as paid or partially paid.
An invoice past its payment date
You sell on 30 or 60 days, and the payment date only surfaces when you go back to the ledger.
With Qoyod: choose the payment terms on the invoice so the due date is set, and the invoice shows as overdue if it passes that date without being paid in full.
A purchase order on paper, and a short delivery
You order 200 cartons from the supplier and 180 arrive, and what you ordered gets mixed up with what actually came in.
With Qoyod: issue a purchase order to the supplier, then convert it into a purchase invoice for the quantity you received.
Stock in more than one warehouse
You keep a main warehouse and another closer to your customers, and you do not know how much of the same item each one holds.
With Qoyod: add each warehouse as a location, transfer goods between them, and check the available quantity in each location in the product locations report.
2. One wholesale order in your books: from the purchase order to the receipt
From the purchase order you send to the supplier to the payment you collect from the customer, five stops, each writing one line on the journey card.
Stop 1: You send the purchase order to the supplier
Issue a purchase order with the items, quantities and prices you agreed, and email it to the supplier. A purchase order records no accounting entry and does not change your stock until you convert it into a purchase invoice.
Stop 2: The goods arrive short
Convert the purchase order into a purchase invoice and change the quantity to what you actually received, so the available quantity of the stored items goes up in the location where you received them.
Stop 3: A retailer takes his order on account
Issue him a sales invoice with the payment terms you agreed. He has a VAT number, so the invoice is a tax invoice. Until you record a receipt against it, it stays a credit sale until he pays.
Stop 4: He transfers one amount for more than one invoice
Record the amount on a single receipt and allocate it across his invoices, so the oldest becomes paid and the newest partially paid, and the rest stays in the customer statement.
Stop 5: You send damaged cartons back to the supplier
Issue a debit note for the quantity you return, so it leaves your stock, then allocate it to the supplier’s unpaid invoices, or record a refund if you have already paid.
Purchase orders, purchase invoices, debit notes and stored products are available depending on your subscription, and not every subscription includes them. Ask sales which subscription suits your business.
3. Wholesale Accounting Software in Saudi Arabia: what Qoyod covers in your business
Wholesale runs on orders and receivables more than on daily sales. Here are six jobs Qoyod covers in a wholesale and supply business, from the quotation to the warehouse balance, some of them depending on your subscription.
A quotation before the invoice
When a business asks for prices on a list of items before it approves the purchase, give it a quotation with an expiry date, send it or download it as a PDF, then convert it into a sales invoice once it is approved. A quotation takes nothing out of stock before it is converted, and it cannot be converted if the available quantities are not enough.
Purchase orders and the supplier’s account
Follow your purchase orders by status: draft, approved, invoiced, and overdue when an order passes its expiry date without being invoiced. Pay several supplier invoices with one payment voucher, and check what you owe in the supplier statement and the supplier ageing report.
Payment terms and due dates
Set up your payment terms once, each with a name and a number of days, then choose the term on the invoice and the due date is set from it. Follow each customer’s balance in the customer statement, and compare receivables across periods in the customer ageing report, depending on your subscription.
Line discounts and the unit price
Add a discount to an invoice line as a percentage or an amount, and set for each user the maximum discount percentage they can add. Qoyod does not support a price list for each customer, so when you agree a different price with a customer, you change the unit price on the invoice line, or on the quotation line depending on your subscription.
The carton and the piece
Give the item its base unit, such as the piece, then add a larger unit under Unit conversion: one carton equals a number of pieces. Each unit has a purchase price and a selling price you set yourself, and the units show on invoices, quotations and purchase orders.
Warehouses and stock transfers
Add each warehouse as a location with its own inventory account, choose the location on every invoice, and transfer goods between locations, either immediately or as goods in transit. The product locations report shows the available quantity of each item in each location.
Each subscription covers a different scope, and not every subscription includes all of these capabilities. Check what suits your business with the sales team.
4. Other Qoyod products for a wholesale business
You keep the business’s books in Qoyod Accounting. For the sales team and the warehouse there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a wholesale business with a sales and warehouse team in more than one branch.
A standalone system on its own subscription. The connection to Qoyod Accounting is now available.
- Payroll with allowances and advances, and the WPS file ready from the same payroll run.
- Attendance across all your branches.
- End-of-service, overtime and leave-balance calculations are built into the system.
5. Wholesale invoices and e-invoicing with the Zakat, Tax and Customs Authority
Tax invoice or simplified tax invoice?
In Qoyod the invoice type is set by the customer’s VAT number, not by the invoice value or the tax rate.
- If the customer has a VAT number, Qoyod issues a tax invoice.
- If the customer has no VAT number, it issues a simplified tax invoice.
What does Phase 2 require?
In Phase 2 of e-invoicing, a tax invoice is cleared by the Authority before it reaches the buyer, and a simplified tax invoice is reported to the Authority within 24 hours of issue. The Authority brings businesses into this phase in waves, and it notifies a targeted business at least six months before its date.
Phase 2 linkage with the Authority is not available on every Qoyod subscription, so ask sales which subscription suits your business.
Each invoice line carries a tax type you choose from the taxes defined for your business, and the standard rate of VAT in the Kingdom is 15%. The VAT return form report brings together the period’s figures from your invoices, and you file the return yourself through the Authority’s portal.
6. Frequently asked questions
Which invoice do I issue to a wholesale customer: tax or simplified?
Qoyod sets the invoice type from the customer’s VAT number: a tax invoice if the customer has one, and a simplified tax invoice if not. In Phase 2, a tax invoice is cleared by the Authority before it reaches the buyer. Phase 2 linkage with the Authority is not available on every Qoyod subscription, so ask sales about it.
How do I record one amount a customer paid for several invoices?
Open Sales, then Customer receipts, create a customer receipt, choose the customer and enter the amount you collected. Then select the invoices this amount pays and set the amount allocated to each, and save. If the amount is less than the invoices’ total, allocate it by priority; the invoices you allocate nothing to stay approved until you allocate another receipt to them. This is one step of the order-to-cash cycle in a wholesale business.
Can I set a wholesale price for each customer?
Qoyod does not support a price list for each customer, and it does not tie a fixed price to a customer’s name. What you do is change the unit price on the sales invoice line, or on the quotation line depending on your subscription, or add a line discount as a percentage or an amount, within the maximum discount percentage you set for the user.
Does Qoyod stop sales to a customer who goes over a credit limit?
Setting a credit limit for a customer is not available in Qoyod at present. What you follow is each customer’s balance in the customer statement, the invoices that have passed their due date and show as overdue, and customer debts across periods in the customer ageing report, depending on your subscription.
How do I deliver one order in two parts?
Each sales invoice has one delivery note, and it cannot be split across deliveries. If you deliver the order in two parts, record the details of each delivery in the notes field of the sales invoice. If you want to invoice the order in parts, add a quotation for the whole order (depending on your subscription), then add each part you invoice as a separate sales invoice.
Does the free trial include stock and purchase orders?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include stored products, purchase invoices, supplier payment vouchers, debit notes, purchase orders, quotations, unit conversion, stock transfers, the customer and supplier ageing reports, the product locations report, or Phase 2 linkage with the Authority. These depend on your subscription. Each subscription covers a different scope, so ask sales which one suits your business.
That completes the order in your books: the purchase order and the supplier’s invoice depending on your subscription, the customer’s invoice with its due date, and the receipt that settles it.
