How to add your expenses on the Riwaa platform

Expenses allow you to record operational expenses that are not directly related to the cost of products, such as: electricity bills, water, and salaries. By recording them on the Riwaa platform, you can clearly track your transactions and financial reports.

#Steps to Add a New Single Expense

#Step One: Access the Expenses List

1. Go to Accounting > Expenses.

2. Click on the Expenses option at the top of the screen.

3. Click on "New Expense."

#Step Two: Add Expense Details

Add the main information:

• Expense name, expense category, expense date.

⚠️ Note: You cannot add an expense with a previous date if the financial period is closed.

• Enable the option (Is this a recurring payment?) if the expense is recurring like rents, salaries, or subscriptions.

• Choose the recurrence rate and set the end date for the recurring payment.

💡 If you have an annual rent of 12,000 riyals:

1. Enable the "Recurring Payment" option

2. Choose the recurrence "Monthly."

3. Divide the amount over the months: 1,000 riyals monthly

The system will record an expense of 1,000 riyals each month until the end date you specified.

• Specify the payment method, expense amount.

• Choose the location (branch).

• Add the expense reference number (optional).

• Enter notes (optional).

• Specify cost centers (optional).

ℹ️ Note: The cost centers option appears when the accounting application is installed.

• Add attachments (optional).

If the expense is taxable:

1. Check the box (This amount is taxable).

2. Specify the type of tax.

3. Specify the tax status:

4. Tax included: The amount you entered on Riwaa includes tax.

5. Tax not included: The amount you added on Riwaa does not include tax, the system will automatically add the tax.

#Step Three: Save Expense Details

• Click on "Complete," the expense is added immediately.

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#Steps to Add Multiple Expenses at Once

#Step One: Access the Expenses List

1. Go to Accounting > Expenses.

2. Click on the Expenses option at the top of the screen.

3. Click on "New Expense."

4. Choose "Multiple Expenses."

#Step Two: Add Expense Details

1. Add the main information for the expense:

• Expense date, expense name, expense category.

⚠️ Note: You cannot add an expense with a previous date if the financial period is closed.

• Location (branch).

• Payment method, amount, type of tax.

• Expense reference number (optional).

• Notes (optional).

2. Cost Centers:

• Click on the three dots on the right side of the screen.

• Click on Cost Centers.

• Choose the appropriate cost center.

• Click on "Assign."

ℹ️ Note: The cost centers option appears when the accounting application is installed.

3. Attachments:

• Click on the three dots on the right side of the screen.

• Click on Attachments.

• Click on Browse Files, or drag and drop the attachment in the designated area.

4. Click on "Save."

#Step Three: Add More Expenses

Copy the expense with the same details:

1. Click on the copy icon on the right side of the screen.

2. The expense is automatically copied with all details.

Add another expense from the same screen:

1. Click on "Add Expense."

2. Add the required expense details.

ℹ️ Note: You can add 10 new expenses at once,

Click on "Add Expenses (10)" and add the required data.

#Step Four: Save Expense Details

1. Click on "Add Expenses" on the left side of the screen.

2. Each expense is added separately, and you can edit them individually.

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#Frequently Asked Questions

1. Do new categories appear in the accounting tree?

Yes, they appear in the "Operational Expenses" account in the accounting tree.

2. Do expenses reflect on the daily entries?

Yes, after installing the accounting application, expenses automatically reflect in the daily entries.

3. If the expense payment method is cash, where does it reflect in the accounting tree?

It reflects in the cash account in the default cash box (treasury).

4. Can I customize a payment method for expenses only?

No, all payment methods will be available. The payment method can be distinguished when added by name only and then used when recording the expense.

5. Does the expense automatically reflect on the tax return?

Yes, the expense automatically reflects on the tax return.

6. Where do expense data reflect in the tax return?

• The value of the taxable expense (excluding tax) reflects in the total purchases subject to the basic rate, and the tax is reflected within the purchase tax amount.

• The expense (non-taxable) reflects in the total local purchases subject to the zero rate.

7. Can I record the expense using more than one payment method?

Yes, you can,

1. Check the box (Use more than one payment method).

2. Choose the payment method you want.

3. Add the amounts according to each payment method.

8. When recording multiple expenses at once, is a single entry created for them?

No, a separate accounting entry is created for each expense added.