Create a New Sales Invoice

This article explains how to create a new sales invoice in Qoyod, the available fields, the alerts related to E-Invoicing Phase 2, government invoice (B2G) requirements, and the options for receipt vouchers and discounts.

Path in Qoyod

Sales › Invoices › Create Invoice

Steps

1. From the “Sales” dropdown, click the (+) icon next to “Invoices”.
2. Fill in the fields (see the sections below).
3. Click “Save and Approve” to issue the invoice, or “Save as Draft” to keep it before approval.

Core invoice fields

• Reference number (optional): for internal archiving.
• Description (optional): visible to the customer on the invoice.
• Customer: select from the dropdown, or add a new customer using the (+) icon.
• Issue date.
• Due date.
• Payment terms: for example, same day as issue, 10 days, or 30 days. These can be adjusted in the payment terms settings.
• Location: the location from which the product is sold.
• Product / service and quantity: you can adjust the product price directly on the invoice if it varies between customers.
• Tax rate.

Discounts

You can apply a discount on the subtotal before tax, either as a percentage or a fixed amount.

Terms, conditions, and notes

You can add specific terms, conditions, and notes per invoice. To standardize them across every invoice, configure them in the invoice settings under General Settings.

Quick line shortcut

Use the Shift + A shortcut to quickly add a new product line inside the invoice.

Receipt vouchers (payment at creation)

You can collect the invoice amount immediately on creation from the receipt voucher section:

• Create a new voucher.
• Use an existing voucher: allocate a customer’s prepaid voucher to the current invoice.

Write off the remaining balance to reduce customer dues

To write off the remaining invoice amount and reduce the customer’s outstanding balance:

1. Create an “Allowed discount” account in the Chart of Accounts under “Other expenses”, and enable the “Can be used for payments and collections” option.
2. When collecting, select this account to record the discount amount.

Issue-date alert for E-Invoicing Phase 2

• If the issue date entered is later than today’s date in Saudi Arabia time for customers subject to E-Invoicing Phase 2, a guidance alert appears noting that the invoice may be rejected by ZATCA (Zakat, Tax and Customs Authority).
• The alert is informational and does not block saving or sending. You can adjust the date or proceed as needed.

Government invoices (B2G)

• Contract identifier (BT-12): mandatory when approving or sending any B2G document (invoice or credit note).
• To ensure compliance and successful delivery to ZATCA, include the government entity’s tax registration number or any official alternative identifier.