Purchase invoices

In Rowdx

1. Buying
2. Purchase invoices

or New → Purchase invoice

Record the supplier's invoice when you receive it. On submit, Rowdx records the expense or stock, recoverable input VAT and the supplier payable.

Creating a purchase invoice

1. Click New → Purchase invoice.
2. Choose the supplier.
3. Enter the supplier invoice number and date exactly as on their invoice. This prevents recording the same invoice twice and helps audits.
4. Add the items or services with quantity and rate.
5. Check the purchase tax template (usually 15% recoverable).
6. Save and submit.

Stock and non-stock purchases

Type	Example	Where the amount goes
Stock item	Goods for resale, raw materials	Stock account, and the warehouse balance
Service or expense	Rent, maintenance, electricity	The expense account linked to the item

For recurring expenses (electricity, internet), create a non-stock item for each, linked to the right expense account. Or use New → Expense for petty expenses without a supplier invoice.

From purchase order to invoice

With the full buying cycle: Purchase order → Purchase receipt → Purchase invoice, using Create on each document. Details in Buying.

Paying the supplier

When you pay, create a payment linked to the invoice, or tick Is Paid in the invoice if you paid immediately.

Due invoices show on the dashboard under Overdue purchase invoices and in the Accounts Payable report.

Attach the invoice image

Attach a photo or PDF of the supplier invoice in the attachments section, as a reference for audits and tax reviews.

Snap the supplier invoice instead of typing it

In Rowdx

1. Buying
2. Scan a purchase invoice

Photograph the invoice with your phone or upload its image or PDF. Rowdx reads the ZATCA QR code printed on it, fills in the supplier (or creates them from the VAT number), date, total and VAT, and attaches the image automatically. Review and submit. For long invoices, Enter a supplier invoice with its lines by scanning reads the items too. Details in Buying.

Special cases

Supplier not registered for VAT

If their invoice has no VAT number, remove the tax row from the invoice. The whole amount becomes cost, and you don't reclaim VAT on it in the return.

Importing from abroad

The foreign supplier's invoice is in their currency (USD, say) with no Saudi VAT. The import VAT you pay to customs is recorded in an entry or a separate invoice in the name of customs. And add freight and clearance to the goods' cost from Stock → Landed cost voucher to know their true cost.

A supplier discount after the invoice

Create a debit note from the original invoice; don't edit the submitted invoice.

Common mistakes

• Same supplier invoice number twice: saving is refused. Search by the number; it's usually already recorded.
• Invoice date: use the supplier invoice's actual date, not the date you entered it, so VAT falls in the right period.
• Electricity or rent on a stock item: it goes into stock instead of expense. Use a non-stock item.