How to issue invoices for online store orders

📢 This article explains the steps for issuing order invoices when connecting the Riwaa platform with the online store platform (second version). If you are using the first version and need assistance, contact technical support via live chat.

When linking with the online store and receiving orders, order invoices must be issued from the Riwaa platform to ensure all data is reflected correctly. In this article, you will learn about the regulations for issuing online store order invoices, how to issue them, and all related details.

#Regulations for Issuing Online Store Order Invoices

• The Riwaa platform automatically issues order invoices to ensure data is reflected correctly.

• After issuing the invoice from Riwaa, no modifications to the order, such as quantity or price, will be accepted.

• The invoice cannot be deleted after issuance. If there is an error, return the order and resend it to the Riwaa platform and issue the invoice again.

• Tax is calculated in the invoice according to the online store settings, so match the tax settings before linking the two platforms.

• The selling price in the invoice is the product price in the online store platform.

• The invoice date appears according to its issuance date on the Riwaa platform, not the order arrival date.

• Sales are reflected on the Riwaa platform after issuing the invoice, not upon receiving the order.

• The invoice can be issued even if there is an error in the order.

• All order invoices are reflected in the invoice list found in Sales and Customers > Sales Invoices.

ℹ️ Note: The phrase (Draft) appears on online store order invoices, as the official invoice approved by the Zakat and Tax Authority is the one issued from the online store platform. The invoice displayed inside the Riwaa platform is a (Draft) version issued to reflect sales on reports and the dashboard, and the collected amounts correctly on the Riwaa platform.

#Automatically Issuing Order Invoices

• The platform automatically issues order invoices when the order status reaches "Ready for Shipping" even if there is an error in the order.

• To change the stage of issuing order invoices, go to:

1. Sales and Customers > Sales Settings > Online Store Orders.

2. Choose the appropriate stage to automatically issue invoices.

3. Click "Save".

#Manually Issuing Order Invoices

(Before the invoice reaches the specified stage for automatic issuance)

1. Go to Sales and Customers > Online Store Orders.

2. Click the three dots in front of the order on the left side of the screen.

3. Click "Issue Invoice".

4. To confirm, click "Issue Invoice" again.

5. The invoice status becomes (Issued).

#Reflection of Online Store Order Invoices on the Riwaa Platform

Sales and figures are automatically reflected on reports and the homepage after issuing the order invoice on the Riwaa platform.

#Reports

1. If the order does not contain errors:

   • Sales, cost, and profit value are reflected.

2. If the order contains errors:

   • Before correcting the error: Only sales are reflected.

   • After correcting the error: Cost and profit value are reflected.

#Homepage

1. If the order does not contain errors:

   • Sales, net income are reflected.

2. If the order contains errors:

   • Before correcting the error: Only sales are reflected.

   • After correcting the error: Net income is reflected.

#Reflection of Orders and Order Invoices on Daily Journals

Online store orders and invoices are automatically reflected on daily journals.

Inventory journal:

1. If the order does not contain errors:

   • The journal is automatically created when the order reaches the Riwaa platform.

2. If the order contains errors:

   • It must be corrected first for the journal to be created.

Sales journal:

• The journal is automatically created after issuing the invoice from the Riwaa platform.

ℹ️ Note: When issuing an invoice for a product with zero cost, the inventory journal will not be recorded in the daily journals or the chart of accounts on the Riwaa platform.

#Printing the Order Invoice

• Go to Sales and Customers > Online Store Orders.

• Click on the "Order Code".

• Click "View Sales Invoice".

• The invoice appears with its details, click "Preview Invoice".

• Select the printer name and click "Print".

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#Frequently Asked Questions

1- Can I change the invoice format for orders from online stores?

No, the online store order invoice template is fixed at (A4) size only.

2- Can invoices be issued for more than one order at the same time?

Yes, you can, go to:

1. Sales and Customers > Online Store Orders.

2. Check (✔) the orders you want to issue the invoice for.

3. Click "Issue Invoice".

4. Click "Confirm".

5. The order invoices are issued immediately.