Issuing purchase invoices on Rewaa helps you update product quantities in your inventory, store invoices digitally, and easily track financial transactions with suppliers. You can also refer back to any invoice at any time to view its full details.
This feature allows you to electronically save all invoices, monitor financial transactions with suppliers, and easily review added product quantities by date and time. i️ After the invoice is saved, both costs and associated inventory quantities will automatically reflect in the system, provided the accounting application is installed. To confirm installation, check for its presence in the main menu under the accounting section.
CREATE A NEW PURCHASE INVOICE
1. Go to
Purchases & Suppliers > Purchase Invoices > New Purchase Invoice.
2. Add the basic details
Supplier name
Location where the products will be added
Invoice date
⚠️ If the financial period is closed, reopen it before issuing the invoice, then close it again afterward.
ℹ️ Backdating a purchase order does not affect the product entry date in the inventory.
Supplier invoice number (optional)
Notes (optional)
3. Add Products
Manual Entry:
Search by product name or SKU.
ℹ️ For single-type or weighted products, select the product name or SKU.
ℹ️ For variant-based products, select the specific variant.
ℹ️ For bundle products, select the bundle SKU (must already exist in inventory).
ℹ️ For tracked products (batch or serial number), select the correct SKU (must already exist in inventory).
Enter the quantity:
ℹ️ For variants: enter quantity per variant
ℹ️ For weighted: enter quantity as purchased (kg, g, etc.)
ℹ️ For bundles: enter based on SKU (unit or bundle)
ℹ️ For tracked: click (+) and add tracking details
You can add products manually or import them using an Excel file. You can also use the Smart Invoice Reader feature to upload an invoice image, which will be automatically analyzed to extract details such as supplier information, product details, and costs.
ℹ️ Cost appears by default from product data and can be edited
Select the tax code
Repeat for all products in the invoice
Import Products Using Excel File:
ℹ️ Max items per file: 5,000 products
Click Import Products > Download Rewaa Template
Fill in the following columns:
SKU
New cost
Quantity
Tax code (optional)
Upload the Excel file
Click Add Products
Review the uploaded data and continue filling in the rest of the invoice
Add New Products (Not in Inventory):
Click (+) next to the product search field
Add product name
Enter or generate a SKU
Enter retail price (optional)
Click Add
4. Add Costs and Discounts
Add New Cost (e.g., shipping or handling):
Click + Add Cost
Enter cost name
Choose cost type
Select tax type
ℹ️ The cost is distributed across products in the invoice.
Add Discount on Invoice Total:
Click + Add Discount
Choose discount type: percentage or fixed amount
Enter discount value
5. Enter Payment Details
If paid (full or partial):
Click Paid
Select payment method
Enter amount paid
Set payment due date and product delivery date (optional)
If unpaid:
Click Will Be Paid Later
Set payment due date and product delivery date (optional)
ℹ️ These dates are reference-only and do not affect the invoice date, inventory update, or reports.
6. Add Cost Centers (Optional)
Requires the Accounting App.
Click the icon on the left side of the screen
Select the relevant cost center
Click Assign
7. Attach Files (Optional)
Click Browse Files to upload, or drag and drop your files into the upload area.
8. Issue the Invoice
Click Complete to finalize the purchase invoice. All data will be instantly reflected in the platform.
⚠️ Once submitted, a purchase invoice cannot be edited or deleted. To correct any issues, return the items, issue a Purchase Return Invoice, then create a new purchase invoice.
Correcting Errors with Return Invoices
To correct errors in a submitted purchase invoice, follow these steps to create a return invoice:
Navigate to Purchases & Suppliers > Return Invoices > New Return Inventory
Fill in the required fields:
Select supplier name and location from the dropdown menu (do not type manually)
Enter product details including quantities, costs, and tax information
Complete the payment details
Click Complete to finalize the return ⚠️ Like purchase invoices, return invoices cannot be deleted after completion.
FAQs
1. Why am I getting an “Invalid Tax Code” error when uploading Excel?
Make sure the tax code is written in capital letters, e.g., VAT code should be (S).
2. Can I apply a discount to a specific product?
Currently, only invoice-level discounts are supported — not per product.
3. I entered all data, but can't submit the invoice. Why?
Double-check that all required fields are filled correctly.
4. What inventory data is affected after submitting the invoice?
Product quantity in the selected location
Average cost
Last purchase cost
5. How is the average cost calculated?
(Current total value + New total value) ÷ (Current quantity + New quantity)
Example:
Current cost per unit: SAR 10 | New cost per unit: SAR 15 |
Current quantity: 10 units | New quantity: 50 units |
Current total value = 10 × 10 = SAR 100. | New total value = 15 × 50 = SAR 750 |
(100 + 750) ÷ (10 + 50) = 850 ÷ 60 = 14.16 So, the average cost is SAR 14.16. |
6. Can I save the invoice as a draft and return later?
Yes. Click Save as Draft. To complete it, click the 🖊 icon later.
7. Why doesn’t a product in inventory appear in the purchase invoice?
Make sure the product is:
Purchasable
Inventory management enabled
8. Can I cancel a purchase invoice before it’s submitted?
Yes. Click Back, then select Cancel Request.
9. Are there reports for purchase invoice details?
Yes. Go to:
Reports > Stock Control> Purchase Invoices Summary Report or Purchase Invoices Details Report
10. What does the “Tax Code” in Excel refer to?
It’s the tax code defined in your Tax Settings — enter the correct code based on the product's tax type.
11. I get a message that “Batch number already exists.” What does it mean?
Each batch number must be unique.
Check: Products & Inventory > Products > Tracking Information – Batch to view existing batch numbers.
12. Can I delete a purchase invoice if it's still in draft?
Yes. Click the three dots next to the draft and select Delete.
13. Can I print a purchase invoice in draft status?
Yes. Click the three dots next to the draft and select Print.
14. Can I print product barcodes from the purchase invoice?
Yes. After submitting the invoice:
Purchases & Suppliers > Purchase Invoices > Select invoice > Click “Print Barcode”