Create and Record Purchase Invoices or Expenses

• Explanation of how to create and record a purchase invoice or expense:

  1. Navigate to the Purchase Invoices page:

     • Go to the Purchases dropdown menu, then select Invoices, then click on New Invoice at the top of the page.

  2. Enter Basic Information:

     • Reference: You can enter a reference number – it is a unique number that cannot be repeated for more than one invoice

     • Invoice Description: Add an invoice description if it exists.

     • Supplier Name: Select the supplier name from the list or click + to add a new supplier with their details.

     • Issue Date: Specify the invoice issue date.

  • Payment Terms: These can be edited. To learn more, you can visit Payment Terms

  • Due Date: Specify the date when the invoice becomes due (you cannot set a specific date for invoices)

  • Delivery Date: Specify the date when the goods will be received.

  • Location: Specify the invoice location if applicable.

  • Select Items or Expenses:

    • Select the items or expenses listed in the invoice or choose the “Create Product” option to create a new product directly from the invoice, which will show you a popup menu to create the product. If there are multiple items or expenses, click Add More to add more line items.

  • Add Terms and Notes:

    • If there are terms and conditions or notes on the invoice, add them.

    • Attach Files: You can upload attachments such as a photo of the invoice or additional documents.

  • Save the Invoice:

    • Save as Draft: If you want to edit the invoice later.

    • Save and Approve: If you want to add the invoice permanently.

  • How to View and Print Accounting Entries Reflected from Sales Invoices, Simplified Invoices, Purchase Invoices, and Receipts and Disbursements

    • After creating a sales invoice, receipt, purchase invoice, or disbursement and approving it, the accounting entry is created automatically.

    • You can view the entry from the Reports section under the Journal Report.

    • The entry does not appear within the invoice page or within manual accounting entries.

    • The Journal Report is the only place that displays entries from sales invoices and receipts and gives you the option to print.

    • Draft invoices are not reflected in reports and do not generate any accounting entry.

  Options that appear after adding a purchase invoice:

  Purchase invoices will be displayed with the following options next to each invoice (View, Print, Download PDF, Pay, Copy, Delete – if not linked to a debit note or receipt).

  The chart on the Purchase Invoices page:

  A chart appears at the top of the Purchase Invoices page that shows invoice statuses, the number of invoices, and their value for each status. This chart is affected by the active filter.

  Regarding requesting to delete or hide the chart: There are currently no permissions available to hide or delete the chart, and it will automatically appear for any user who has access to purchase invoices.

  Additional Notes:

  • Make sure to enter all details correctly before approving the invoice.

  • The invoice becomes active after approval.

  • The chart that appears at the top of purchase invoices showing invoice statuses cannot be deleted or hidden and will appear for any user who has access to purchase invoices.

Options that appear after adding a purchase invoice:

A chart appears at the top of the purchase invoices page that shows invoice statuses, the number of invoices, and their values for each status. The chart is affected by the active filter and there are no permissions to hide it from users who have access to purchase invoices. Purchase invoices will be displayed with the following options next to each invoice (View, Print, Download PDF, Pay, Copy, Delete – if not linked to a debit note or receipt).

• Commercial Document Statuses

  • If a document exceeds its due date, the system displays an additional status “Overdue” next to the current status such as:

    • “Approved, Overdue”.

    • “Partially Paid, Overdue”.

  • The “Overdue” status appears only with documents that have the status:

    • Approved.

    • Partially Paid.

  • The purpose of this status is to track unpaid documents after the due date more clearly.

  • When creating a debit note, a “Returned” status will be added next to the purchase invoice that was added in the original purchase invoice field during debit note creation. After assigning the debit note or refunding the money, the invoice status will change from Approved to Paid or Partially Paid along with the “Returned” status. The number of the credit note or receipt linked to the invoice will appear below the invoice total when you click View next to the invoice. If it does not appear, it means the debit note has not been assigned to the invoice or the money has not been refunded.

  • The “Returned” status does not change the financial status of the document but clarifies that it has been returned in full or in part.

• To return a purchase invoice after creating it:

• Navigate to the Purchase Invoices page:

  • Go to Purchase Invoices.

• Create a Debit Note:

  • Click on Debit Notes from the top options, then select Create Debit Note.

  • Select the supplier from whom you purchased the goods.

  • Specify the date of issuing the note.

  • Fill in the “Original Purchase Invoice Reference” – it should consist of letters and numbers only and not exceed 50 characters. If entered incorrectly, you will see the following alert: “external_parent_reference must consist of letters and numbers only and must not exceed 50 characters”

• Select Products to Return:

  • Select the product you want to return and enter the quantity.

  • You can also add terms and conditions or notes of your own.

  • You can upload an attachment such as the original photo of the invoice to save it electronically.

• Click “Save and Approve” below the credit note to finalize it or “Save as Draft” to save it without approval for later editing.

• For more details, you can visit the following link:

  https://www.qoyod.com/knowledge-base-docs/%d8%a5%d9%86%d8%b4%d8%a7%d8%a1-%d9%81%d8%a7%d8%aa%d9%88%d8%b1%d8%a9-%d8%b4%d8%b1%d8%a7%d8%a1/

  Here is a training course that explains sales and purchases in Qoyod:

  https://www.youtube.com/watch?v=Kcz3kUxQ8lI

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