Buying

In Rowdx

1. Sidebar
2. Buying

The Buying module covers everything your business purchases: internal material requests, requests for quotation and comparing supplier offers, the purchase order, receiving the goods, then the supplier invoice and paying it. You don't have to use the full cycle; most small businesses use the purchase invoice directly.

Full cycle: Material request → Request for quotation → Supplier quotation → Purchase order → Purchase receipt → Purchase invoice → Payment

Pick the right approach

Your situation	What to use
A small shop that buys and pays on the spot	Purchase invoice only, with Is Paid ticked
Buying on credit from regular suppliers	Purchase invoice + a payment when you pay
Goods ordered now, delivered later in batches	Purchase order → a purchase receipt per delivery → invoice
Departments request what they need	Material request → purchase order (manager approval before buying)
Large purchases that need price comparison	RFQ to several suppliers → compare offers → purchase order for the best

Before you start: suppliers

In Rowdx

1. Buying
2. Suppliers
3. Add supplier

1. Enter the supplier name as on their invoice.
2. Choose a supplier group (local, overseas, services). Useful in reports.
3. Enter the supplier's VAT number if they're VAT-registered. It appears in your reports and is used in the VAT return.
4. Add the address and contact (mobile and email) at the bottom.
5. Save.

Supplier opening balance

If you owed a supplier before starting on Rowdx, record it in opening balances rather than a new invoice, so it isn't counted as this year's purchases.

Purchase invoice

In Rowdx

1. Buying
2. Purchase invoices
3. Add

This is the key document: it records the expense or stock, the recoverable input VAT, and what you owe the supplier.

1. Choose the supplier.
2. Enter the supplier invoice number and date exactly as on paper. Rowdx won't let you enter the same supplier invoice number twice, which protects you from duplicates.
3. Add the items:
   • For goods: item, quantity, rate, and the warehouse the goods go into.
   • For services and expenses (rent, maintenance, electricity): create a non-stock item named after the expense and link it to the expense account, or use a journal entry for rare expenses.
4. Check the tax template: 15% VAT is added automatically. If the supplier isn't VAT-registered, remove the tax row.
5. If you paid immediately, tick Is Paid and choose the account (cash or bank) and amount.
6. Attach a photo of the invoice with the paperclip button so you can refer back to it.
7. Save, then Submit.

After submitting: stock increases (for stock items), input VAT is recorded, and the amount appears in the supplier's balance.

Snap the invoice instead of typing it

In Rowdx

1. Buying
2. Scan a purchase invoice

Take a photo of the supplier invoice with your phone or upload it. Rowdx reads the ZATCA QR code printed on it (supplier name, VAT number, date, total and VAT), fills in the invoice, and links it to the supplier or creates them if new. Review and submit.

• Enter a supplier invoice with its lines by scanning also reads the item lines; handy for long invoices.
• If the invoice has no QR code (unregistered supplier), enter it manually.

Purchase order

In Rowdx

1. Buying
2. Purchase orders
3. Add

Use it when you order goods today and receive them later, or need manager approval before buying.

1. Choose the supplier and the required-by date.
2. Add items, quantities and the agreed rates.
3. Save and submit, then send it to the supplier: Print / PDF or Share on WhatsApp at the top of the document.

A purchase order creates no accounting entry; it's only a commitment. From the Create button at the top you create the purchase receipt or purchase invoice, and items and rates carry over.

Its status updates on its own: "To receive", "To bill", "Completed". The Purchase order tracking report shows what has been received and billed for each order.

Purchase receipt

In Rowdx

1. Buying
2. Purchase receipts

or Create → Purchase receipt from the order

Brings goods into the warehouse when they arrive, before the supplier invoice. Useful when the storekeeper receives and the accountant records the invoice later.

• Change the quantity to what actually arrived. If only part came, the rest stays open on the purchase order for a later receipt.
• Damaged or rejected quantities: enter them in Rejected quantity with the rejected warehouse.
• After submitting, create the invoice with Create → Purchase invoice.

Material request

In Rowdx

1. Buying
2. Material requests

An employee or department requests what they need (raw materials, stationery, spare parts). Set the purpose:

• Purchase: becomes a purchase order or RFQ.
• Material transfer: move between warehouses (becomes a stock entry).
• Material issue: issue for internal use.

Material requests can be created automatically when an item's stock falls below the reorder level set on the item. Turn this on in Stock settings.

RFQs and comparing offers

1. Requests for quotation → Add: add items, quantities and several suppliers, then submit. The request can be emailed to each supplier.
2. Record each supplier's reply in Supplier quotations (price and lead time).
3. Open the Supplier quotation comparison report to see prices side by side.
4. From the best offer: Create → Purchase order.

Returns to suppliers

In Rowdx

1. Buying
2. Debit notes (returns), or from the original invoice: **Create
3. Return / Debit note**

Takes the returned goods out of stock, reverses the VAT, and reduces what you owe the supplier. Details in Returns.

Supplier scorecards

In Rowdx

1. Buying
2. Setup
3. Supplier scorecards

Periodic rating of each supplier on criteria such as on-time delivery and rejection rate. A poor score can block new purchase orders for the supplier, or warn you first.

Key reports

Report	Answers
Purchase register	All invoices in the period with amount and VAT per supplier
Item-wise purchase register	What you bought of each item and at what cost
Purchase analytics	Monthly purchases by supplier, item or group
Purchase order tracking	What hasn't been received or billed yet
Items below reorder level	What you need to buy now
Supplier quotation comparison	Best price for each item

Each supplier's balance and ageing are in Accounting reports (supplier statement, accounts payable ageing).

Common mistakes

• Entering an invoice twice: if saving is refused because the supplier invoice number is a duplicate, it's already recorded; search by that number.
• Wrong warehouse: goods go into the warehouse on each line. Check before submitting; after submitting, fix with a stock transfer.
• VAT on an unregistered supplier: if the supplier invoice has no VAT number, don't add VAT, or you'll claim VAT you aren't entitled to in the return.
• Expense invoice on a stock item: electricity and rent aren't stock. Use a non-stock item (untick Maintain stock on the item).

Menu map

In Rowdx

1. Sidebar
2. Buying

Main items

• Purchase InvoiceList
• /desk/rowdx-receiptScreen
• /desk/purchase-invoice?scan=1Screen
• Purchase OrderList
• Purchase ReceiptList
• Material RequestList
• Request for QuotationList
• Supplier QuotationList
• Debit notes (purchase returns)Screen
• SupplierList

Setup11

• Supplier GroupList
• ItemList
• Price ListList
• Purchase Taxes and Charges TemplateList
• AddressList
• ContactList
• Supplier ScorecardList
• Supplier Scorecard CriteriaList
• Supplier Scorecard VariableList
• Supplier Scorecard StandingList
• Buying SettingsList

Reports13

• Purchase RegisterReport
• Item-wise Purchase RegisterReport
• Purchase AnalyticsReport
• Purchase Order AnalysisReport
• Procurement TrackerReport
• Supplier Quotation ComparisonReport
• Requested Items to Order and ReceiveReport
• Items To Be RequestedReport
• Item-wise Purchase HistoryReport
• Item Wise ConsumptionReport
• Purchase Order TrendsReport
• Purchase Receipt TrendsReport
• Purchase Invoice TrendsReport

Items you have no permission for, or that are not in your plan, are hidden from your menu automatically.