Issuing purchase invoices is one of the methods for adding products to the Rewaa platform. Once issued, product quantities from purchase invoices are automatically reflected in the inventory system. The process requires specifying the supplier, location, supplier invoice number, product details, payment method, and other relevant data.
This feature allows you to electronically save all invoices, monitor financial transactions with suppliers, and easily review added product quantities by date and time.
Steps to Issue a Purchase Invoice
Navigate to:
Purchases and Suppliers > Purchase Invoices > New Purchase Invoice.
Required Details
Supplier Name (Mandatory): Select the supplier from the list or click the (+) icon to add a new supplier.
Location (Mandatory): The branch where the invoice quantities will be reflected in inventory.
Invoice Date: Defaults to the current date but can be changed.
ℹ️ If a past date is selected, reports, tax declarations, and daily journal entries may be affected.
ℹ️ If you need to add a purchase order in a closed financial period, you must first open the financial period, add the purchase order, and then close it again.
ℹ️ Adding a purchase order with a past date does not affect the date when products are added to the platform.
Supplier Invoice Number (Optional): Useful for matching paper and electronic invoices.
Notes (Optional): Any additional information to appear on the printed invoice.
Adding Products
You can add products manually or import them using an Excel file.
Manually Adding Products
Search for the product by name, SKU, or barcode.
ℹ️ When adding a Simple Product or a Weighted Product: Select the name or SKU of the product you purchased from the supplier.
ℹ️ When adding a Variable Product: Select the name or SKU of the specific variant you purchased from the supplier.
ℹ️ When adding a product is sold in pack: The product must already be added to the inventory. Then, select the SKU for either the unit or the pack, depending on how you purchased it from the supplier. For more details on adding a composite product, click here.
Select the product and input details:
New Quantity: Quantity purchased from the supplier.
ℹ️ When adding a Variable Product: Enter the quantity for the selected variant based on its SKU.
ℹ️ When adding a Weighted Product: Enter the quantity according to how you purchased it from the supplier (in kg, g, oz, etc.).
ℹ️ When adding a Composite Product: Enter the quantity based on the selected SKU (for the unit or the pack).
New Cost: Unit cost (inclusive or exclusive of tax).
Tax Code: Select applicable tax type.
Importing Products via Excel
Click Import Products.
Click on Download Rewaa Template, and an Excel file will be downloaded – a dedicated template for adding products.
Add the required data:
Product SKU: (Mandatory): The unique identifier for the product.
New Cost: The amount paid to the supplier for purchasing or manufacturing the product. The cost should be entered per unit ("piece") in Saudi Riyals (SAR).
New Quantity:The quantity of the product purchased from the supplier. This will be automatically reflected in the inventory once the purchase invoice is completed.
Tax Code (optional): You can add the purchase tax code in the file based on the product's tax type. If no tax type is specified in the file, the default tax will be applied on the platform.
Upload the file to the platform.
The number of imported products will be displayed. Click on Add Products.
5. The product data will appear in the purchase invoice. Review it, verify the details, and complete the data entry. After adding products manually or via Excel import, proceed with issuing the purchase invoice.
ℹ️ The Excel file can include up to 5,000 products.
Additional Costs and Discounts
Additional Costs: Add costs like shipping or transportation. Click (+)
Add the cost name, cost amount, Tax Type.
Discounts: Add supplier-provided discounts. Click (+)
Specify the discount type (percentage or fixed amount) and value.
Payment Methods
Select the Payment Status: (Paid or Will be paid later)
Paid:
Indicate full or partial payment.
Choose a payment method (cash, credit card, etc.).
Input paid amount and due dates.
ℹ️ The due date and product delivery date are for reference only to help track payment deadlines and product receipt. These dates do not affect the purchase invoice date, inventory updates, or reports.
Will be paid later
Set due date and product delivery date.
Cost Centers
Cost Centers (Optional): A tool that helps you organize expenses incurred in a specific department or branch. Assigning a cost center allows for precise tracking of expenses and revenues, enabling more effective financial decision-making. For more details, click here.
ℹ️ The cost centers option appears when the accounting app is installed.
Attachments
Attachments (Optional): While adding a purchase invoice or after saving it, you can attach an image of the invoice or any related document. This allows easy reference whenever needed.
Completing the Invoice
After entering all required details, click Complete .
⚠️ Once submitted, purchase invoices cannot be edited. For corrections, issue a return invoice and create a new purchase invoice.
ℹ️ When issuing a purchase invoice that includes a digital product, a window will appear for entering card numbers based on the quantity added. Enter each card number in its designated field. Once all numbers are entered, click "Save" to complete the process. The purchase invoice will be issued immediately.
Tracking Batch and Serial Numbers
ℹ️ The product must already be added in the Products section ("Product Inventory on the platform") to allow quantity updates through the purchase invoice.
Enter the purchase invoice details (Supplier Name, Location, Issue Date, Supplier Invoice Number, Notes).
Search for the product name or its SKU.
Click the (+) icon to add the new quantity.
1- Batch Numbers: Used for products with expiration dates (e.g., medicines).
Add batch Id , quantity, expiration date and issue date for each batch.
After entering the details, click the (+) icon.
You can add multiple batches. Once done, click "Add Products". The total batches will be reflected in the New Quantity field.
2- Serial Numbers: Used for uniquely identified products (e.g., electronics).
Add the serial number for each unit. Example: If you purchase 5 mobile phones, each phone has a unique SKU. Enter the SKU for the first phone, then click the (+) icon or press Enter on your keyboard. Repeat these steps to add all SKUs for this product.
Expiration Date - Creation Date (Optional).
Once all SKUs are added, click "Add Products", then proceed with issuing the purchase invoice following the same steps.
FAQs
1. What if I receive a "Tax Code Invalid" error in Excel?
Ensure the tax code matches the format in the platform settings (e.g., "S" for VAT).
2. Can I add digital products via Excel?
Not currently supported. This feature will be available in the future.
3. How can I add a Weighted Product through a Purchase Invoice?
You can add Weighted Products following the same steps as before. Enter the quantity in the unit you purchase from the supplier (kg, g, etc.), add the product cost based on the weight unit, and complete the steps to finalize the purchase invoice.
4. How can I apply a discount to a specific product price?
Currently, you can only apply a discount to the entire invoice. Discounts cannot be applied to individual products.
5. I entered all the data but couldn't complete the purchase invoice.
Review all fields and ensure that all required data has been entered correctly.
6. What data is affected in inventory after completing a purchase invoice?
When a purchase invoice is added, the following data is updated:
Product quantity in the selected location.
Average product cost.
Last purchase price of the product.
7. Can I add a (Variable Product, Weighted Product, or Composite Product) via an Excel file?
Yes, you can. Simply add the SKU of the product along with the required data and follow the same steps as before.
8. How are product costs updated in inventory?
Average cost = (Current total value + New total value) / (Current quantity + New quantity).
9- Can I view all purchase amounts to submit them to the Zakat, Tax, and Customs Authority?
Yes, when a purchase invoice is added, all details are reflected in the Tax Declaration Report. For more details, click here.
10. Can I save a draft of a purchase invoice?
Yes, click Save as Draft and return later to complete it.
11. Can I cancel a purchase invoice before adding it?
Yes, click Back and select Cancel Request.
12. Can I export all purchase invoices to Excel?
Yes, click Export All to download a file of all purchase invoices.
13. How can I view detailed purchase reports?
Navigate to: Reports > Stock Control I> Purchase Invoices Summary or Purchase Invoice Details.
14. What does the tax code in Excel refer to?
It’s the code for the applicable purchase tax type configured in the platform settings.