Creating a purchase invoice in Rewaa helps you update product quantities in inventory, store invoices electronically, and track supplier transactions — with the ability to access them anytime.
Before You Create a Purchase Invoice
If the accounting period is closed, reopen it before creating the invoice, then close it again after completion.
If the product is sold in bundles, tracked by batch number, or by serial number, make sure it’s already added to the platform.
⚠️ Note: You cannot delete a purchase invoice after completion. If there is an error in the quantity of the added products, issue a purchase return invoice, then create a new purchase invoice. [Learn more here]
Steps to Create a Purchase Invoice
1- Go to:
Purchases & Suppliers > Purchase Invoices > New Purchase Invoice
2- Enter the basic details:
Supplier name
Branch (location): where the product data will be reflected.
Purchase invoice date
Supplier invoice number (optional)
Notes (optional)
ℹ️ Note: Adding a purchase order with an earlier date won’t affect the date when products are added to inventory, but it will affect reports, VAT returns, and journal entries.
Example: If today’s date is August 1 and you select July 10 as the purchase order creation date, previous reports, VAT returns, and journal entries dated July 10 will be affected.
3- Add products:
Manually:
Search by product name or SKU.
Select the product.
Enter the quantity.
Review the cost (auto-filled) and adjust if needed.
Select the tax type and choose the tax code.
ℹ️ Repeat the steps to add all products included in the invoice.
New product:
Click (+).
Enter the product name.
Enter or auto-generate the SKU.
(Optional) Enter the retail price.
Click Add.
Import via Excel:
ℹ️ Note: The maximum number of products you can add in one file is 5,000.
Go to Import Products > Download Template.
Fill in the required data:
SKU
New Cost
New Quantity
Tax Code (optional)
Upload the Excel file to the platform.
Click Add Products.
Review the imported products, then complete the remaining details.
ℹ️ Note:
For Variable Products, make sure to select the correct variant and enter the quantity for that specific type.
For Weighted Products, enter the quantity based on how you purchased it from the supplier (e.g., kg or g).
For Packaged Products, enter the quantity according to the SKU you selected (unit or pack).
For Batch or Serial Number Products, click (+) and enter the product details.
4- Add Costs and Discounts (Optional)
New Cost (e.g., shipping or transportation costs):
Click +New Cost.
Enter the cost name.
Select the cost type.Choose the tax type for the cost.
ℹ️ Note: The new cost is distributed across the products included in the same purchase invoice.
Invoice Discount:
Click +Add Discount.
Select the discount type (percentage or fixed amount).
Enter the discount value.
Product-level Discount:
Click the discount icon next to the product.
Enter the discount value.
Select the discount type: percentage or fixed amount.
Click Save.
ℹ️ Note: You can add either an invoice-level discount or a product-level discount. Both discount types cannot be applied together.
5- Enter Payment Details
If the invoice is Paid (full or partial):
Click Paid.
Select the payment method.
Enter the paid amount.(Optional) Enter the due date and delivery date.
If the invoice is Unpaid (to be paid later):
Click will be paid later.
(Optional) Enter the due date and delivery date.
ℹ️ Note: The due date and delivery date are reference dates only. They do not affect the invoice date, inventory updates, or reports.
6- Add Cost Centers (Optional)
Click the icon on the left side of the screen.
Select the relevant cost center.Click Assign.
ℹ️ Note: Cost centers are available after installing the Accounting app.
7- Attachments (Optional)
Click Browse Files to upload, or drag and drop the files into the upload area.
8- Issue the Invoice
Click Complete.
The purchase invoice will be issued and reflected on the platform immediately.
Create Purchase Invoices from the Products List
Go to:
Products & Inventory > Products
Select the checkbox next to the required products.
Click the arrow next to Print Barcode.
Select Create Purchase Invoice.
Select the required location.
Click Continue to Purchase Invoice.
Add the invoice details as explained in this article.
FAQs
1. Excel import shows “invalid tax code,” what should I do?
Make sure the tax code is written in uppercase, e.g., VAT code = S.
2. Why can’t I complete the invoice?
Check that all mandatory fields are filled correctly.
3. What data updates inventory after issuing a purchase invoice?
Product quantity in the selected branch, average product cost, and latest purchase price.
4. How is average cost calculated?
(Current total value + New total value) ÷ (Current quantity + New quantity)
Example:
Current cost per unit: SAR 10 | New cost per unit: SAR 15 |
Current quantity: 10 units | New quantity: 50 units |
Current total value = 10 × 10 = SAR 100. | New total value = 15 × 50 = SAR 750 |
(100 + 750) ÷ (10 + 50) = 850 ÷ 60 = 14.16 So, the average cost is SAR 14.16. |
5. Can I save the invoice as a draft?
Yes, click Save as Draft. To continue later, click the edit (🖊) icon.
6. Why doesn’t my product appear in the invoice?
Make sure the product details in inventory meet the following requirements:
The product is purchasable.
Inventory management is not disabled for the product.
7. Are there reports for purchase invoices?
Yes: Reports > Inventory > Purchase Invoices Summary or Purchase Invoice Details.
8. What is the tax code in Excel file?
It’s the tax code from Settings > Taxes. Add it based on the product purchase tax type.
9. Why do I see “batch number already exists”?
Each batch number must be unique. Check existing batches under: Products & Inventory > Products > Tracking Info (Batch).
10. Can I print barcodes from a purchase invoice?
Yes, after completing the purchase invoice, go to:
Purchases & Suppliers > Purchase Invoices
Click the invoice number.
Click Print.
11. Can I print the purchase invoice in English?
Yes. Change the platform language to English, and the invoice language will change accordingly. Product names will remain in Arabic unless they were added to inventory in both languages.