How to export a purchase invoice from the Riwaa platform

Issuing a purchase invoice from the Riway platform helps you update product quantities in inventory, save invoices electronically, and track financial transactions with suppliers, with the ability to view them later at any time.

#Instructions before issuing a purchase invoice

• If the financial period is closed, open it before issuing the invoice and then close it after completion.

• If the product is sold in a package, or tracked by batch number or serial number, make sure it is added to the platform beforehand.

⚠️ Note: A purchase invoice cannot be deleted after completion. If there is an error in the quantity of products added, issue a purchase return invoice, then reissue the purchase invoice. For more details on issuing a purchase return invoice, click here.

#Ways to issue a purchase invoice from the Riway platform

1. Through the Purchases and Suppliers section > Purchase Invoices

2. Through the Products and Inventory section > Products

#To issue the invoice from the Purchases and Suppliers section:

#1- Go to:

Purchases and Suppliers > Purchase Invoices > New Purchase Invoice.

#2- Add the basic information:

• Supplier name.

• The location (branch) where the product data will be reflected.

• Creation date (purchase invoice date).

• Supplier invoice number (optional).

• Notes (optional).

ℹ️ Note: Adding a purchase order with a previous date does not affect the date of adding products to the platform. It affects reports, tax declaration, and daily entries.

Example: Today's date is August 1, you chose the purchase order creation date as July 10, previous reports, tax declaration, and daily entries dated July 10 will be affected.

#3- Add products

Adding products manually:

1. Search for the product name or SKU.

2. Click on the product name.

3. Add the new quantity.

4. The cost price appears automatically, you can modify it and specify the tax type (inclusive or exclusive).

5. Specify the tax code.

6. Repeat the steps to add all the products you have on the invoice.

Adding new products (not previously added on the platform):

1. Click on the (+) option next to the product search field.

2. Add the product name.

3. Enter the SKU or click "Generate code".

4. Enter the retail price (optional).

5. Click "Add".

Importing products using an Excel file:

ℹ️ Note: The maximum number of products that can be added in the file is: 5,000 products.

1. Click on Import Products > Download Template.

2. Add the required data:

   • SKU.

   • New cost.

   • New quantity.

   • Tax code (optional).

3. Upload the Excel file to the platform.

4. Click "Add Products".

5. Review the products uploaded to the platform, then complete adding the rest of the data.

ℹ️ Note:

• If the product has multiple types, make sure to choose the required type and add the quantity according to the type you chose.

• If the product is weighted: Add the quantity according to your purchase method from the supplier (in kilo or gram..).

• If the product is sold in packages: Add the quantity according to the SKU you chose (by piece or package).

• If the product is tracked by batch or serial number: Click on the (+) option, and add the product details.

#4. Add costs and discounts (optional)

#New cost (such as shipping and transportation costs):

1. Click "+New Cost".

2. Add the cost name.

3. Enter the cost type.

4. Specify the tax type for the cost.

ℹ️ Note: The new cost is divided over the cost of the products in the same purchase invoice.

#Invoice-level discount:

1. Click "+Add Discount".

2. Specify the discount type "percentage or specific amount".

3. Enter the discount value.

#Product-level discount:

1. Click the discount icon in front of the product.

2. Enter the discount value.

3. Specify the discount type "percentage or specific amount".

4. Click "Save".

ℹ️ Note: A discount can be added at the invoice level or at the product level, the two discounts cannot be combined.

#5. Enter payment details:

#If the invoice is paid "full or partial":

1. Click on "Paid".

2. Specify the payment method.

3. Enter the amount paid.

4. Specify the payment due date and the product delivery date "optional".

#If the invoice is deferred:

1. Click on "Will be paid later".

2. Specify the payment due date and the product delivery date "optional".

ℹ️ Note: The payment due date and product delivery date are reference dates only, they do not affect the purchase invoice date or the date of adding products to the inventory and do not reflect on reports.

#6. Add cost centers (optional)

1. Click on the icon on the left side of the screen.

2. Choose the appropriate cost center.

3. Click "Assign".

ℹ️ Note: Cost centers appear after installing the accounting application.

#7. Attachments (optional)

• Click on "Browse Files" and add the attachments you want or drag and drop files into the designated upload area.

#8. Issue the invoice

• Click "Complete", the purchase invoice is issued directly and the data is reflected on the platform.

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#To issue a purchase invoice from the product list:

Go to:

1. Products and Inventory > Products.

2. Check ☑️ next to the required products.

3. Click the arrow next to the Barcode Print option.

4. Choose "Issue Purchase Invoice".

5. Choose the required location.

6. Click "Continue to Purchase Invoice".

7. Add the data in the manner explained in this article.

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#Frequently Asked Questions

1- When uploading products with an Excel file, a warning appears (tax code is incorrect) what should I do?

Make sure to write the tax code in uppercase matching the platform, for example: the VAT code is S.

2- I added all the data but couldn't complete the purchase invoice, what should I do?

Review all fields and ensure that you have added all mandatory data correctly.

3- What data is affected by the inventory after completing the purchase invoice?

The product quantity at the location you chose in the purchase invoice, the average cost price of the product, and the last purchase price of the product.

4- How is the average cost price of the product calculated?

(Current total value + New total value added) / (Current total quantity of the product + New total quantity added) Example:

Product cost in inventory = 10 SAR.

New product cost: 15 SAR.

Existing quantity: 10 pieces.

New quantity: 50 pieces.

Current total value = 10*10=100 SAR.

New total value: 15*50 = 750 SAR.

(100 + 750) / (10 + 50) = (850 /60) = (14.16) average cost price.

5- Can I save the purchase invoice as a draft and return to it later to complete it?

Yes, you can, click "Save as Draft". To complete it later, click the icon (🖊).

6- I have a product in inventory, but it does not appear in the purchase invoice, what should I do?

Check the product details in inventory:

• That it is purchasable.

• Inventory management is not disabled for it.

7- Are there specific reports to know the details of purchase invoices?

Yes, go to Reports > Inventory > Purchase Invoice Summary Report or Purchase Invoice Details Report.

8- What is meant by the tax code in the (Excel) file?

It is the tax code found within the tax data in the settings, written in the (Excel) file according to the type of purchase tax for the product.

9- When adding a batch number, a warning appears (Operation number already added)?

The operation number must be unique and not previously existing in the inventory.

1. Go to Products and Inventory > Products, to know the previously added batch numbers.

2. Click on "Product Tracking Information - Batch".

3. The batch number column appears, each batch must have a different number.

10- Can I print the product barcode through the purchase invoice?

Yes, you can, after completing the purchase invoice go to:

1. Purchases and Suppliers > Purchase Invoices.

2. Click on the invoice number.

3. Click on the "Print" option.

11- Can I print the purchase invoice in English?

Yes, you can, change the platform language to English, and the language will change, except for product names which will remain in Arabic unless added in inventory in both languages.