College

CBA of Business Administration

‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Introduction to Qoyod
Software Program
Lecture 1
Qoyod Software Program
Qoyod The easiest accounting program is safe and does not require
downloading, it can be accessed instantly from any smart device
connected to the Internet and allows subscribers to manage business
easily from anywhere. It is also accredited by the Zakat, Tax and
Customs Authority (ZATCA) and well known for the ease of activating
an E- invoice in less than five minutes.
Creating an Education Account in the Qoyod
Software Program
1. Go to https://edu.qoyod.com/
2. Click Register Education Account
3. Complete the Account Information using your name, university’s
email and the following information:
Organization Name: Your full name your university ID number, for example (Ahmed Almohmmed 22000244)
Your role: Owner
Organization industry: Others
Organization size: (51-250) employess
Example of Education Account
1. General settings
Through which the identity of the organization is added by uploading the logo of the organization, recording the
name of the organization, and entering contact information and a detailed address such as: street name, building
number, postal code, area, etc.

The tax number, if any, is entered, and the date of issuance is determined as the date of supply used in the tax
return. The invoice will be reflected on the tax return with its date of issue or due date, and if this is determined
according to the organization policy followed, then the electronic invoice is activated in accordance with Saudi
regulations.

Additional identifiers
• Additional identifiers are a requirement for the second stage of electronic invoices, and one or more additional
identifiers are selected from the following:
• Tax group number, commercial registration number, license of the Ministry of Municipal and Rural Affairs,
license of the Ministry of Human Resources and Social Development, and license of the General Investment
Authority.
1. General settings
Additional identifiers:
Additional identifiers are a requirement for the second stage of electronic invoices, and one or more
additional identifiers are selected from the following:
Tax group number, commercial registration number, license of the Ministry of Municipal and Rural
Affairs, license of the Ministry of Human Resources and Social Development, and license of the General
Investment Authority.

Account Closure Date:

It is intended to prevent any user from performing any operation that precedes the date that will be recorded in
the closure date of accounts, such as the date of the end of the year or the end of the quarter.
When an invoice appears that precedes the closing date and is not recorded, the account closure date is cleared
and the system will allow the invoice to be entered.

Beginning of the fiscal year:

It means to automatically close profits and losses in the “Retained Earnings” account.
1. General settings
1.2 print settings
The top header and bottom margin are determined by the appropriate sizes and represent the margins of the top
and bottom pages.

1.3 Quotes settings

Numbering quotations and determining whether it is adjustable or not, and recording the ID number with the
desired symbol specifying the beginning of the serial number of the quote to start with the number 1, 001 or
00001.

1.4 Sales invoice settings

Numbering sales invoices and determining if they are adjustable or not, and recording the ID number with the
desired code and specifying the start of the serial number of the sales invoice.

1.5 Purchase order settings

Numbering purchase orders, determining if they are adjustable or not, and recording the ID number with the
desired code, specifying the start of the serial number of the purchase order
1. General settings
1.6 Purchase bill settings
Numbering purchase bills, determining if they are adjustable or not, and recording the ID number with the
desired code, specifying the starting of the serial number of the purchase bill.

1.7 Receipts settings

Numbering receipts, determining if they are adjustable or not, and recording the ID number with the desired
code, specifying the starting of the serial number of the receipt.

1.8 Credit note settings

Numbering credit notes, determining if they are adjustable or not, and recording the ID number with the desired
code, specifying the starting of the serial number of the credit note.

1.9 Debt note settings

Numbering debt notes and determining if they are adjustable or not, and recording the ID number with the
desired code with the starting of the serial number of the debt note.

1.10 Product Settings

Through it, barcode printing settings are determined so that the selling price, product price, and organization
name can be activated.
1. General settings
2. Taxes
2.1 Types of tax
There are 4 tax codes, according to the Zakat, Tax, and Customs Authority.

• Value Added Tax (VAT), which is the basic tax and is coded S, at a rate of 15% .
• Zero tax, which is charged to the merchant and not charged to the consumer and is coded Z, at a rate of 0%.
• Exempt from tax, which is not charged to the merchant or the consumer, each of them is exempt and is
coded A at a rate of 0%.
• Out of Scope, which is considered outside the scope of tax and does not appear in the tax return, is coded
O at a rate of 0%.

2.2 Create a new tax

To create a new tax, click on the Create “New Tax” icon, then the account is chosen for the due VAT and
includes current liability accounts, registering the name in Arabic and English, then the tax code is chosen and
the percentage is determined, which is the tax rate to be applied, so the tax will be saved and will be included in
the taxes in the system.
2. Taxes
3- Payroll Settings
3.1 Time calculation
Through which the overtime, missing hours and late hours of the employee are modified.

Overtime working hours: The additional hours of the employee over the number of official working hours.
Delayed hours: The hours that are delayed from the official working hours.
Missing hours: The hours or days of absence and non-attendance of the
employee at the workplace.

3.2 Payment schedules

Through it, payment scheduling is controlled and settings are changed if necessary. Payment may be daily,
weekly, monthly, or all payment schedules are activated, as the three schedules will be adopted.

3.3 Payroll components

Through it, the information entered when activating the payroll feature is modified in case an incorrect account
is entered or selected. It is also possible to edit employee entitlements, direct cost salaries, general salaries,
bonuses, and deductions.
3- Payroll Settings
4. Payment Terms
4.1 Create a new payment term
Through which the number of days due to pay an invoice is determined.

To create a new payment condition, click on "Payment Terms," then create a payment condition,
then write the new payment terms, the number of days before the payment is due, the description, and
click on "Save”.

There is a set of predefined conditions in the program (same day, 7 days, 10 days, 30 days, 60 days,
90 days).

4.2 Edit/delete payment clause

There is the possibility to edit or delete any payment term by going to the payment terms page, each
condition will have options to edit and delete.
4. Payment Terms
5. Custom fields
5.1 Identify custom fields
Custom Fields enable you to customize the Qoyod Program according to your needs to collect data and
analyze revenues and costs. They can be used and dealt with as cost centers, to identify and know the sales
of each representative, to compare the profitability of projects and branches, or to add the customer's
purchase order number in the invoice module, the location of the product in the warehouse, or the time of
its addition.

There is the possibility to add up to five custom fields specific to the organization for each of the following
sections:

• Customers
• vendors
• Purchase bills, purchase orders, and debit notes
• Sales invoices, quotations, and credit notes
• Products
• Manual journal entries
5. Custom fields
5.2 Types of units linking to custom fields
There are several types of fields where Qoyod will verify that the entered data matches if a member of the
organization uses it, namely:

• Date • Check box

• Time • Integer
• Decimal number • Text

5.3 Create a new custom field

After going to the custom fields page, choose the service you want to add a field to, select the field type, and
enter the name of the field you want to add.
To add more custom fields, click on the (+) sign.
5. Custom fields
5.4 Analyze custom fields in reports

• It helps analyze each custom field added as a specific project or cost center.
• It also helps in knowing the revenues and expenses of each custom field in the income statement.
• Knowing the financial position of a particular custom field on the balance sheet and knowing the movements
contained in the trial balance for a specific custom field.
• Knowing the cash impact of all activities carried out by the entity for each additional field in cash flows.
• Knowing the financial status of a specific custom field on the account statement.

Note: You can filter for a custom field and choose the dimension type for other additional fields.
One custom field cannot be selected at the same time from filter type and dimension type.
5. Custom fields
 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Chart of Accounts in
Qoyod
Lecture 1
1. Chart of Accounts
The chart of accounts is a list that includes all the accounts used by the organization that relate to
financial transactions.

It is classified according to a specific pattern and method, according to the size and activity of the
organization, and it is the basis for creating the accounting system.

The chart of accounts consists of five main accounts that have been coded, as follows:
Financial position accounts
• Assets
• Liabilities
• Owners’ equity
Income statement accounts
• Revenues
• expenses
1. Chart of Accounts
The main accounts include sub-accounts that have been coded to show which sub- account falls
under which of the main ones. There is a difference in numbering and distance between each level
and another.

It is possible to create additional branches for sub-accounts with the same mechanism used for coding
sub-accounts. and you can do your own coding according to your organization's policy, provided that
the branching does not exceed the seventh level provided by the Qoyod system.

Therefore, this course will focus on some significant transactions to do practices as the following:

1.1 New account

1.2 Import Accounts
1.3 Export Accounts
1.4 Download PDF
1.5 Quick Edit
1.1 New account
There are three ways to add or create a new account through Qoyod:

First: Click on the New Account icon at the top of the page.
Second: Click on the (+) icon next to the account.

Both ways will open to create the new account. If the new sub-account is from the third
level or above, the name must be filled in Arabic and English. The code will be taken
automatically, and the description will be recorded if desired. The feature “payment and
collection” will be activated in this account if the account can be paid and collected through
it. If the new sub-account is of the first level, then click on “Save” and the account will be
added.

Third: Click on the “Import Accounts” icon at the top of the page.
Click on “Import Accounts” if there is a desire to add a group of accounts.
1.1 New account
1.2 Import Accounts
After clicking on the ”Import” account icon, you will go through three steps:

The first step: is to download in Excel format, determine the number of accounts
that will be added, and download the form.

The second step: is to fill in the data in the file, provided that it is in the same
condition and without any modification to the file template.

The third step: is to upload the file by clicking on “Choose File” and choosing
“Account Upload Template," then pressing "Import.”.
 1.2 Import Accounts
• Code: A new account code is to be added.
• English name: The name of the new account that will be added in English
• Arabic name: The name of the new account that will be added in Arabic
• Level: The level of the new account to be added
• Main account (code): The code of the main account from which the new sub- account will be added
• Account Type: The new account type that will be added will be similar to the main account type.
• Description: Description of the new account that will be added, if any
• Payment and collection can be made with this account; determine if this account can be paid and
collected through it.

Note: If the account is selected, payment and collection can be made through it; there will be no
possibility to add a sub-account from this account.
In order to add data and codes, the chart of accounts in the system must be used.
1.2 Import Accounts
1.3 Export Accounts and 1.4 Download PDF
The possibility of exporting accounts and charts of accounts in Excel or PDF
formats through

• Click on the “Export Accounts” icon at the top of the page, and it will be
uploaded in Excel format.
• Click on the “Download PDF” icon at the top of the page, and it will be
uploaded as a PDF.

After exporting or uploading, the file will contain the entire chart of accounts
with an explanation of the code, account name, type, description, main
account, and payment and collection that can be made with this account.
1.3 Export Accounts
1.4 Download PDF
1.5 Quick Edit
The quick edit feature allows the advantage of editing several accounts at the same
time to shorten the effort to edit or change the type of account data with a single
button click by clicking on “Quick Edit” in the chart of accounts.
Chart of Accounts Example: (Single
account)
Your company bought a new land in Al Khobar city. Your company decided to name
this land as the Al Khobar Land 1.

Requirements:
Create a new account.
First Step:
Click on the New Account icon at the top of the page or click on the (+)
icon next to the account.
Second Step:
Complete the following information regarding the new account:
Last Step:
Click on Save.
 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Chart of Accounts in
Qoyod
Lecture 2
2. Manual Journal Entries
2.1 Add manual Journal entries
There are two ways to add a new manual journal entry:

1- click on the (+) sign next to manual journal entries.

2- click on manual accounting entries and then clicking on the Add manual entry icon at the top
of the page.

The page for adding the entry will be opened, through which the description of the entry and the date
of recording the entry will be recorded. Choose the location when desired, then choose the entry
accounts in the account field, determine the value of each account, and record it under its type,
whether it is a debt or credit, with comments recorded when desired. Each line can also be loaded on
a different cost center from the others by clicking on the icon next to each line and then determining
the cost center for it, whether it is a location, a project, or a custom field.
2 Manual Journal Entries
2. Manual Journal Entries
2.2 Edit manual Journal entries
To edit the entry data, click on the Edit icon next to the entry. The entry page will open, and there
will be the possibility to edit the data you want to modify.

2.3 Copy manual Journal entries

To copy the manual entry in order to shorten the time when you want to add a similar entry to another
entry with some modifications, for example.

2.4 Delete manual Journal entries

To delete the manual entry.
3. Import Manual Journal Entries
Manual entries can be imported via an Excel file, where the user can add more than one entry in the
same file on different dates by going through three steps.

The first step is to download the form in Excel format.

The second step is to fill in the data in the file, provided that it is in the same condition and without
any modification to the file template.

Finally, upload the file by clicking on Choose File and choosing

Journal_Entries_Import_Template, then clicking on "Import.”.
3. Import Manual Journal Entries
Clarification of the data in the file:

• Sequence of entry: The sequence of entry is expressed as a separate entry to differentiate between the entries
added in the file and must be distinct from one entry to another, which is a mandatory box.
• Date: It is sufficient to fill in the date once in the first line of each entry sequence, and it must be filled in the
date format approved in Excel for each device, which is a mandatory field.
• Description of the entry: It is sufficient to fill in the first line of each sequence of entries as a mandatory
field.
• Account code: For each entry, the sequence of entries must be filled in addition to the account code on which
the operation is to be proved, whether by the debt or credit as a mandatory field.
• Debit: The debit value of the account, which is a conditional mandatory field "if a credit field is filled, it is
sufficient," and it is in the form of a "number."
• Credit: The credit value of the account is a conditional mandatory field: "If a debit field is filled, it is
sufficient, and it is in the form of a number."
• Comments: Optional field.

After uploading the file, you will receive a message with the import status via e- mail, and it should be noted
that the file is not imported again until you receive the e- mail with the import status (success or failure).
3. Import Manual Journal Entries
3. Import Manual Journal Entries
3. Import Manual Journal Entries
4. Opening Balances
You can add opening balances for each of the accounts, products, customers, vendors, and fixed
assets by clicking on manual accounting entries, then clicking on the opening balances icon at the top
of the page, then choosing the type of entry:
4. Opening Balances
4. Opening Balances
Importing opening balances:

• Click on the opening balances and choose the type of entry: accounts, products, customers,
vendors, or fixed assets.
• Click on Importing Opening Balances.
• Download the file in Excel format and fill in the file data.
• After saving the Excel file, the import page is updated to fill in the date and description fields,
specify the opening balance account, and then click on choose file and choose the account upload
sample.
• Click on upload a new file and it will be uploaded as opening balances.
4. Opening Balances
4.1 Opening balances for accounts

Includes all assets, liabilities, and equity accounts except for the following, which must be entered
independently (products and costs account, vendor account, customer account, fixed assets
account).
After choosing the type of entry to which you want to add an opening balance, which is accounts,
you will be moved to the Add Opening Balance page.

Where you must enter the following data:

• Date.
• Description.
• Opening a balance account.
• Choose an account name.
• Opening balance amount.
4. Opening Balances
4.2 Opening balances for Product

To add opening quantities to inventory with goods remaining in stock from the previous year.
After choosing the type of entry to which you want to add an opening balance, which is products, you
will be moved to the Add Opening Balance page.

Where you must enter the following data:

• Date.
• Description.
• Opening a balance account.
• Location.
• Product.
• Average value.
• Quantity.
4. Opening Balances
4.3 Opening balances for customers

To add opening balances to the debit account

After choosing the type of entry to which you want to add an opening balance, which is the
customers, you will be moved to the Add Opening Balance page.

Where you must enter the following data:

• Date.
• Description.
• Opening a balance account.
• Choose the customer’s name.
• Opening balance amount.
4. Opening Balances
4.4 Opening balances for vendors

To add opening balances to the credit accounts.

After choosing the type of entry to which you want to add an opening balance, which is the vendors,
you will be moved to the Add Opening Balance page.

Where you must enter the following data:

• Date.
• Description.
• Opening a balance account.
• Choose the vendor's name.
• Opening balance amount.
4. Opening Balances
4.5 Opening balances of fixed assets

It is the data on the cost of the asset, the accumulated depreciation, and the date of the last depreciation.

After choosing the type of entry to which you want to add an opening balance, which is the fixed asset, you will
be moved to the Add Opening Balance page.

Where you must enter the following data:

• Date
• Description
• Opening a balance account
• The date of the last depreciation
• Choose the name of the asset.
• Quantity, and from the (+) icon, additional rows will be generated if the asset has more than one
• Date of purchase
• Cost of the asset
• Scrap value.
• Accumulated depreciation: until the date of the last depreciation. For depreciable assets
• Book value.
5. Easy entries
It enables users who do not have an accounting background to enter the entries with ease, resulting in
one or more accounting entries that are made automatically in the system to be reflected on the
reports page, and this is done by clicking on the (+) sign next to the easy entries or clicking on the
easy entries and then clicking on Add Easy Entry. You will be prompted to choose the type of entry to
be entered and record the required data.
5. Easy entries
5.1 Transfer money
To process withdrawals between bank accounts, cash withdrawals and deposits, or proof of
movement of funds.

5.2 Add capital

Capital is the essential step in starting any business and it stands for all the funds,
equipment, and materials needed to establish a business. “Add Capital” is chosen to
prove the capital, in which the activity was first started or to increase the capital.

5.3 Depreciation of a fixed asset

Depreciation is the gradual decrease in the historical value of a fixed asset due to the asset’s use or its
obsolescence. It is chosen to create a depreciation of the assets.
Note: A depreciation entry can be made through depreciation in the fixed assets section.
5. Easy entries
5.4 Owner’s drawing
It is the money that the owner withdraws from cash or the bank for his personal use.

5.5 Cash Dividends

It is the distribution of profits to partners or shareholders at the end of each quarter or year, based on
the share or contribution of each party in the company’s capital.

5.6 Payroll accounting

To enter the salary for each employee separately or record the salaries of all employees
So that every month an entitlement entry and another entry are made for payment.
Note: The entitlement entry can be made through the payroll run in the payroll department.
 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Human resources in
Qoyod
Lecture 1
1. Activating the payroll feature
Steps to activate payroll features

Click on “Payrolls” from the main drop-down list, and then “Activate Features.”
Select a schedule and you will see several different schedules (for offices, retail stores, and factories)
that you can choose from, or click on “Create Your Own” to set your own schedule. Make sure to

Click on “Submit” at the bottom to save your changes.

Activate settings, and through it, you can fill in employee information, including salary details of
bonuses, deductions, allowances, and insurances.
1. Activating the payroll feature
1. Activating the payroll feature
1. Activating the payroll feature
Employee Liabilities: Select the “Accrued Salaries” account that is included under current liabilities.

Direct costs are the items that are directly spent on the product and are easy to customize, such as factory
worker salaries.
Overhead costs: are difficult to customize or link directly to the final product, such as the salaries of
administration managers and accountants.
Bonus: is the amount that is given to an employee as an incentive for his or her activity at work.
Deduction: is the amount that is deducted from employee entitlements.

Insurances
The insurance account and its ratios depend on the insurance system in Saudi Arabia. Other types can be added
by clicking on the social insurance icon at the top of the employee page.
Liability account: General Organization for Social Insurance Entitlements.
Expense account: Social Insurance
1. Activating the payroll feature
1. Activating the payroll feature
Pay cycles

To determine the time of delivery of salaries according to what suits the organization, either on a
daily, weekly, or monthly basis, click on “Continue” at the end of the page to save the changes.
Note: One or more pay cycles can be selected.

All payroll-related pages will be activated, and you will start with the list of the organization’s
employees by filling in all the top tabs (Personal Info, Employment Details, and Associated
Documents). The allowances, deductions, and insurances entered into the system are automatically
calculated every time salaries are delivered.

When you complete filling in all the information, click on “Save” at the bottom of the page to save
the changes.
1. Activating the payroll feature
1. Activating the payroll feature
1.1 Identification of human resources and salaries

1.2 Editing payroll settings

There is a possibility to edit the salary settings (time calculation, payment schedules, and payroll
components) by clicking on the settings section and then the payroll settings.

• Time calculation
Through which the overtime, missing hours, and late hours of the employee are modified
Overtime: It is the employee's overtime for the number of official working hours.
Delayed hours: These are the hours in which they are delayed from official working hours.
Missing hours: hours or days of absence and non-attendance by the employee at the workplace.
1. Activating the payroll feature
• Payment schedules
Through it, payment scheduling is controlled and settings are changed if necessary. Payment may be
daily, weekly, monthly, or all three payment schedules will be activated.

• Payroll components
Through it, the information entered when activating the payroll feature is modified in the event that
an account is entered or selected incorrectly.
Employee entitlements, direct-cost salaries, general salaries, bonuses, and deductions can be
adjusted.
2. Employees
2.1 Adding a new employee
To add a new employee, there will be three tabs that must be filled out:
Personal Info: Fill out the information about the new employee in detail.
Employment Details: Fill in employment information as well as salary identification.

Important Notes Employment type:

Select “Direct Cost” for the employees whose salaries are dependent on the continuity of work and the increase
and decrease in production. It is considered a direct cost to the organization, such as the production factor.
Select “Overhead Cost” for the employees whose salaries are not affected by the continuity of work or the
decrease and increase in productivity, such as accountants and public administration.

The first salary and the last salary:

The first salary and the date of joining the employee are written.
The last salary is to be determined by the end date of the contract.
• Employee documents, through which any documents and addresses of the employee are uploaded, and this tab
is not mandatory.
2. Employees
2.2 Terminated

It shows employees who have been dismissed or laid off and whose services have
terminated in the organization.

When you want to dismiss an employee, click on the “Termination” icon next to the employee's
name and specify the reason for leaving, whether the contract ended and was not renewed,
resignation, dismissal, or retirement. The end date of work is recorded, and in the notes, the
completion details are recorded. The value of the end- of-service gratuity is then determined, and you
click on “Continue.”.

Once the value of the end-of-service gratuity has been added, a new icon will appear in the name of
the end-of-service gratuity, and the employee's name will appear with the value of the end-of-service
gratuity. Its status is unpaid, as it can be paid with a paid receipt to the employee, and it can also be
reviewed or deleted.
2. Employees
2.3 Archived
It shows the employees whose work period has expired and whose transactions have been archived.

2.4 Employee Documents

It shows all the documents of the employees that are added to the employee, such as identity,
residence, educational certificate, or others, as well as the names of the employees and their attached
files and the date of the end of the work period. The document can be downloaded to the computer or
deleted.

2.5 Employee pay-slips

It represents all the employee’s pay-slips when paying the salary, as every amount
paid to the employee or received from the employee appears and can be downloaded
or deleted.
2. Employees
2.6 Schedules
Schedules include a specific number of days and hours based on prior organization and a specific
agreement between the employee and the employer.

To create a new schedule:

• Click on “Employees” from the payroll department.
• Click on the “schedules” icon at the top of the page.
• You will be taken to the schedules page, where you click on Create a new work schedule from the
top of the page and fill in the required data.

Write the name of the employee's working schedule.

• Determine the number of shifts and days in addition to the start dates of each shift separately.
• Determine the number of hours for each shift and the type of shift.
• Determine the location in which the employee will rotate, whether at the head office of the
establishment or in a specific location belonging to the establishment.

Note: Weekends must be added so that working hours are calculated more accurately.
2. Employees
2.7 Insurance

When adding a new employee, insurance is chosen for him.

To add new insurance, click on “Insurance” at the top of the page, then click on "New Insurance
Plan” and enter the name of the plan (in Arabic and English), and then determine the “Employee
Share” and the “Company Share." The employee’s share is from his salary, and the accounts of the
social insurance liabilities and expenses should be determined.
.
3. Payroll Runs
3.1 Adding a new Payroll Run:

To create a new payroll run, click on the (+) sign next to the payroll run for short, or by clicking on
“Payroll Runs” and then clicking on the new payroll icon. The payroll table appears. Fill in the
details in the payroll fields, such as reference, period type (annually, monthly, or weekly), location,
and notes if desired, then click on "Next.”.
By clicking on "Next," you will be automatically directed to the section for reviewing the “Verify

Worked Times” required and their details. Filling it out is done in two ways:
Through Qoyod

When adding “Absence” hours or “Under time” for an employee, a difference will appear in the
“Remaining Hours” column. To make up the difference, you need to reduce the “worked hours”
until the result in the “Remaining Hours” column equals zero.

Note: The calculation of overtime, absences, and delays is processed through the time calculation in
the payroll settings.
3. Payroll Runs
3.1 Adding a new Payroll Run:

Through importing the table

You can also import the table by exporting an Excel template through
the “Download-Upload” icon at the bottom, where you can download the file, fill it in, and then import it.
Click on "Approve” and you will be automatically directed to the “Verify Earnings” page.

Through the following table, specify the amount you wish to disburse to the required employee, and then click
on "Approve.”.

You will be automatically directed to the “Verify Payments” page, where you can pay salaries in full through
the “Pay All Payslips” icon or pay salaries separately. by clicking on the payment icon next to the employee's
name.

You will be moved to the option to select the account from which the payment was made; the payment details
will be filled in; then click on Pay All Salaries.

Thus, salaries will be paid, and there will be the possibility to save the disbursement record in the archive by
clicking on the Save in Archive icon.
3. Payroll Runs
3.2 Payslips
Payslips show employees' financial data, as they display the basic salary with the total bonuses,
deductions, net receivable, and the amount due to the employee. They can be reached by clicking on
“Payroll Runs” and then clicking on the “Payslips” icon at the top of the page. Salary receipts will
appear after adding employees and their data. Once a new payroll is created for the employee, the
content of the receipt will be displayed for each employee and can also be uploaded as a pdf file.

3.3 Employee pay-slips

Through which the payment receipts of employees and the received receipt of
employees are reviewed and can be downloaded or deleted.

3.4 View/edit/delete payroll

 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Human resources in
Qoyod
Lecture 2
4. Loans
Through loans, you can manage the amounts lent to employees
4.1 Kinds of loans
• Advance pay loan
• loan
4.2 Adding a new loan
To add a new loan, click on the (+) sign for short or by clicking on “Loans” and then clicking on the
“New Loan” icon at the top left of the page.
All required data is entered in the following fields:
• Reference number
• Employee to whom you want to pay the loan
• Kind: "Loan or “Advance Pay”
• Amount value
• Any notes you wish to mention
• The account you paid from
• Date
Finally, click on “Save” to save the loan "payment" that was given to the employee.
4. Loans
4.3 Payment Received From Employee
An employee can pay a loan in two ways:

By clicking on the “Payment Received from Employee” icon beside the loan, add a receipt for the
employee according to the payment method.

Deducted from the employee's salary when the payroll run is made, with the possibility of editing
the amount by clicking on it in case of partial deduction.

4.4 View/Edit/Delete loan

Through the icons next to the loan, the following will be done:

• View: to view the loan in all its details.

• Edit: to edit loan data such as date or value.
• Delete: to delete the loan after deleting the receipts associated with it.
5. Bonuses
The employee is given a bonus as an incentive for him or his activity at work.
5.1 Kinds of bonuses
• Commission
• Grant
• Other

5.2 Adding a new bonus

To add a new bonus, click the (+) sign to shorten, or click on “Bonus” and then click on the “New Bonus” icon
at the top left of the page.
All required data is entered in the following fields:
• Reference number
• The employee to whom a bonus will be paid
• Type: commission, bonus, or other
• Amount value
• Description
• Date
Finally, click on Save to save the bonus that will be given to the employee.
5. Bonuses
5.3 Payment Paid to Employee
You can also disburse an amount of the bonus to the employee or the entire bonus through the
“Payment Paid to Employee” icon next to the bonus, Then the paid receipt is recorded by
determining the type of bonus account on which the expense is charged, choosing the date, and
adding the value to be paid to the employee.

Pay it with the employee's salary when the payroll run is made, with the possibility of editing the
amount by clicking on it in case the payment was partially made.

5.4 View/Edit/delete bonus

Through the icons next to the bonus, the following will be done:

View: to view the bonus in all its details.

Edit: to edit bonus data such as date or value.
Delete: to delete a bonus.
6. Deductions
Deducting sums of money from employee entitlements without referring to manual entries or
receipts.
6.1 Kinds of Deductions
• Policy violation.
• Loan payment.
• Reimbursements.
• Other repayments.
6.2 Adding a new employee Deductions
To add a new deduction, click on the (+) sign to shorten or by clicking on “Deductions” and then
clicking on the “New Deduction” icon at the top left of the page.

All required data is entered in the following fields:

• Reference number
• The employee to be deducted
• Kind: policy violation, loan payment, or other payments o Amount value
• Description
• Date
Finally, click on save to save the deduction that will be deducted from the employee.
6. Deductions
6.3 Employee deduction method
• Pay the deduction through the employee's receipt icon next to the employee's name (if received).
• The deduction in the payroll run has the possibility of being adjusted by clicking on it in the event
of a partial deduction in the payroll run.

6.4 View/edit/delete deduction

Through the icons next to the deduction, the following will be done:
• View: to view the deduction in all its details
• Edit: to edit deduction data such as date or value
• Delete: to delete bonus
 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Products and Costs in

Qoyod
Lecture 1
1. Product
1.1 Product Categories
There are five types of products:
1) A product that is sold and bought in the same original state may be stock or non- stock,
such as shipping and delivery packages, or it may be part of a recipe sold at one price.
2) A recipe is a product that consists of several raw materials or several products and is
manufactured according to manufacturing orders.
3) Raw material is the raw material that goes into the manufacture and assembly of a recipe, and
the raw material is not sold but is used for manufacturing only.
4) Services are products provided as a service, such as law, engineering consulting, and other
services that can be provided by any service organization.
5) Expense to add the expenses of the organization, such as electricity, water, and other expenses.
1. Product
1. Product
1.2 Adding new product categories
There must be a category to add a new product or service, as product categories help to arrange
products by choosing a category that includes a group of products.

To add a new category, there are two ways:

• Click on the "Category Type" icon at the top of the page, and after going to the item management
page, click on the New Product icon. The category is named, the description is recorded, and then
click on "Save.”.

Note: The base category shows all the items that have been added to the program, making it easier for
you to review the categories when you add them.

• When adding a product, click on the (+) sign beside the “Category Type” field, and then fill in the
data.
1. Product
1.3 Adding a new unit type
Unit types help you choose the right units for the products so that it would be easy for you to bill
them and to process the quantities by having them in stock, and when there are multiple units for one
product, such as the merchant buying a product in a carton and selling it with the pill, there will be
the possibility of making a unit conversion.

To add a new unit type, there will be two ways:

• Click on "Unit Types" at the top of the page, and after moving to the "Unit Types" page, which
contains the units previously in Qoyod in addition to the units that have been added by the user,
each unit can be edited or deleted through the icons in front of each of them. Click on “New Unit
Type” at the top right, and you can add a new unit type. Then choose the type of unit, then click
"Save.”

• When adding a product, click on the (+) sign next to the Unit Type box and fill in the data.
1. Product
1.4 Add a new product – Product, Recipe, Raw Materials, Service and Expense Types

When you click on “Add Product” and choose "Product Type," the following data is entered:

• Names: in Arabic and English

• Serial number.
• Category: an item is selected from the list, or a new category is added by clicking the (+) sign,
then entering the new category and clicking "Save.”.
• Unit Type: Select a unit type from the list or add a new Unit Type by clicking the (+), then
entering the new unit and clicking "Save.”.
• Description.
• Barcode: barcodes can be entered manually in or generated as random barcodes, and barcodes can
be downloaded as images in order to print them.
• Tax: The added value of the product is determined.
1. Product
1.4 Add a new product – Product, Recipe, Raw Materials, Service and Expense Types

• Value-added tax (VAT), which is an indirect tax imposed on all products and services purchased
and sold by businesses at a rate of 15%.
• Zero tax, which is borne by the merchant and not charged to the consumer, and its rate is 0%.
• Exempt from tax, which is not borne by the merchant or the consumer, each of them is exempt,
and its rate is 0%.
• Non-taxable, which is outside the scope of tax and does not appear in the tax return, and whose
rate is 0%.

You can attach an image of the "Product or recipe that the added “Product” will be a part of.
Unit Conversions.
1. Product
1. Product
1.4 Add a new product – Product, Recipe, Raw Materials, Service and Expense Types

Notes:
• If the raw material is not an “inventory item” and will be used in manufacturing
a “recipe” that is stored, then when creating a “new production," it will be accepted even if there is no
purchased quantity of the raw material.

• If the raw material is an “Inventory Item” and will be used in the “Production” of
a “Recipe” that is stored, then when creating a “New Production," the quantity must be available and
purchased in advance by creating a “Bill” in order for “Production” to be accepted.

Addition Note for Expense Types:

• Expenses are not stored.
• They cannot be sold.
• Select the “buying price and the purchase account," whether “Expenses” or “Fixed Asset.”.
• Click on the save icon.
1. Product
1.5 Edit/delete Product
You can edit, delete, and view products and services after adding them through the icons shown next
to each product, such as:

• View: To view product or service details and recent transactions related to them,.
• Edit: To edit product or service details,.
• Clone: To copy the product and add it with the same details.
• Delete: To delete the product or service permanently.

Note:
To delete a product, service, or expense, all sales and purchase invoices and manufacturing orders
added to the same product, service, or expense must be deleted.

1.6 Export products

Qoyod enables you to export the list of products entered with their details to an Excel file. By
clicking on the export products icon at the top of the page, the Excel file will be downloaded to the
device, as it includes all the details of the products added to the Qoyod program.
1. Product
1.7 Import products and costs
Products can be imported via an Excel file, where the user can add more than one product at the same
time by going through three steps: the first step is to download in Excel format and download the
form; the second step is to fill in the data in the file, provided that it is in the same condition and
without any modification to the file template; and finally, upload the file by clicking on Choose File
and choosing products_uploa_template, then clicking on Import.

Notes about the data in the file.

• The serial number of the product does not exceed 25 digits.
• The name of the product is not more than 100 characters.
• The data is manually selected from the drop-down menu next to the cell, and the cells are not
copied, pasted, or dragged, which are:
• Is the product stocked? • Unit type • Category
• Sales account • Expenses account • Tax
• Product Type
• You should not leave a field in the buy and sell prices, even if they are approximate prices, if an
option is activated to be bought or sold.
1. Product
1.8 Stock take

You can modify the quantity of inventory in the event of damage to the goods, for example, or if
there are products obtained without cost.

By clicking on the “Stock Take” icon at the top of the page and then creating a stock take.

Then determine the revenue account for increased quantity and Expense Account for decreased
quantity, the "product," the “Current” and “Actual” quantities and the “Variant” between them,
as the “Current Quantity” means the available quantity at the present time and the “Actual
Quantity” means the total desired quantity after adjustment. You can perform “Stock Take” for
more than one product at the same time. Then click on “Save and Approve”
1. Product
1.8 Stock take
Import “stock take”:
1) Click on Products, then the “Stock Take” icon at the top of the page, then “Import Stock Take”
.
2) Revenue Account for Increased Quantity and Expense Account for decreased quantity, date is
filled and the file is uploaded in XLSX format.
3) After uploading the file, the list of products, their serial numbers, and the current quantity will
appear in the system, as these fields cannot be modified.
4) The Actual Quantity column will appear where you can fill in the actual quantities in stock, and
the cell formula "number" must remain the same without modifying each page in the file
representing a custom location, and the labels cannot be modified so that the import does not fail.
5) Then the file is uploaded by clicking on Choose File and finally clicking on "Upload New File."
6) Imports will be successfully uploaded when there is no error.
1. Product
1.9 Inventory movements

You can view the stock movements of the products by clicking on "Products" and then clicking on
the "View" icon next to the product.

The locations will show the available quantities of that product in addition to the last transactions,
internal movements, unit conversion, recipe, and when you click on "Location," the inventory
movements for that product will appear in that location with all their details, from transportation or
stock take to sales and purchase invoices or others. Stock movements can also be exported in Excel
or PDF.
 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Products and Costs in

Qoyod
Lecture 1
2. Locations
2.1 About Location
Several locations can be added and treated as branches or warehouses to transport products to.

2.2 Add a new location

It is done by clicking on the (+) sign next to "Location" or by clicking on "Location" and then the
"New Location" icon at the top of the page. Then all the details of the new location are added, and
click on "Save.”.
It is also possible to edit or delete the location through the icons next to "Location," such as:

• View: To view location details,.

• Edit: To edit location details,.
• Delete: Locations can be deleted if no invoices or bills are associated with them.

Note: When there are operations related to location, the delete icon will not appear next to
"Location" and cannot be deleted.
2. Locations
2. Locations
2. Locations
2.3 User location authorities
This feature allows you to specify the authorization of each user so that they can only view the
locations on which they work in Qoyod and other websites will be blocked from him, increasing the
privacy of the organization’s owners with regard to the performance of other users on other locations.
This is done by clicking on “Settings” from the drop-down menu, then clicking on Users, then editing
the user if it was previously added or adding a new user.

In case the user was previously added:

Click on “Edit” in front of the user whose permissions you want to modify, then determine the
previously added location by clicking “Please select location”, and by clicking on “Save”, the
location will be specified for the user.

In case of adding a new user:

Click on “New user” and fill in the required information, then determine the previously added
location by clicking “Please select the location,” and by clicking "Save," the location will be
specified for the user.
2. Locations
2. Locations
3. Productions
3.1 About production
Productions are used to add a new order to make and prepare a new recipe, according to the
quantities expected to be sold during a certain period of time. The production process is created
periodically in the event that the specified period and quantities expire.
3. Productions
3.2 Create a production
To create a new production, several previous steps must be taken, as follows:

• Add the product or raw material.

• Add the recipe based on the previous product or raw material.
• Create a bill for the products and raw materials involved in preparing the recipe to add quantities to
it or through opening balances.

Add a new production.

To add a new production, click on the (+) sign next to productions for short, or click on
“Productions”, then the icon "Create a New Production, fill in the required data, and then click on
“Save’.
3. Productions
3.2 Create a production
3. Productions
3.2 Create a production
Notes on data entries:

Locations: Select the location in which quantities of products and raw materials are involved in the
manufacture of the recipe.
You must confirm, in advance, that the quantities necessary to manufacture a single recipe are
available. When sufficient quantities are not available for all components of the recipe, then
additional quantities must be purchased prior to the production process.

Temporary Manufacturing Account: Select the “Temporary Manufacturing Account,” such as

“Inventory in Progress," which should have been created previously in the “Chart of Accounts." If
the process is “initiated” and has not yet been completed, it will appear in the “Inventory in
Progress” account.

Add attachments.
When production is made, the quantities of products and raw materials in the stock will decrease.

After the completion of the production process, there will be a quantity of recipes that can be sold to
customers through a sales invoice.
3. Productions
3.2 Create a production
3. Productions
3.3 View/Delete Production

Production can be viewed, deleted, or downloaded through the icons next to “Production.”.

• View: to view production details, such as the quantities that have been reduced from the raw
materials involved in the manufacturing processes and the increased quantity of the product in
addition to the average cost of each product.

• Download: Download production.

• Delete: Delete production.

 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Purchases in Qoyod
Lecture 1
1. Vendors
The vendor is the one who provides the organization’s needs in terms of raw materials, fuel, intermediate
products, or finished products, whether it is a single person, an establishment, a private or public company,
or businesses.

1.1 Adding a new vendor

To add a new vendor, click on Add “Vendor” at the top of the page, then fill in the vendor data and click
“Save”.
Note: The vendor name is the only required field in adding the vendors. Other than that, it is used to create
a database for the vendor
Custom fields can be allocated to vendors from the “Settings” section – “Custom fields” that are then
filled out at the time of adding a vendor.

1.2 Importing vendor list

To upload vendors list, in the event that there is a group of vendors, click on “Upload vendors list”, and
you will go through three steps, the first step is to download in excel format, the second step is to fill in the
data in the file, and the last step is to save the excel file and then re-upload it to Qoyod program through
the import box, so that the vendors list will then be uploaded with all their data.
1. Vendors
1.2 Importing vendor list
To upload vendors list, in the event that there is a group of vendors, click on “Upload vendors list”,
and you will go through three steps, the first step is to download in excel format, the second step is to
fill in the data in the file, and the last step is to save the excel file and then re-upload it to Qoyod
program through the import box, so that the vendors list will then be uploaded with all their data.

1.3 Export vendor list

You can export and transfer the vendor’s data list including all their data details by clicking on the
“Export Vendor” icon. The list will be downloaded as an Excel file.

1.4 View/edit/delete vendor

The vendor can be viewed, edited, and deleted through the icons shown next to each vendor.
View: To see details of vendor data including “Closing Balance," “Total Outstanding, “Overdue,
“Count of All Bills, and the “Sum Amount of All Bills.”.
Edit: To edit the vendor’s data.
Delete: To delete the vendor’s data.
1. Vendors
2. Purchase Orders
It is the company's approval to purchase products from a vendor specifying the required quantity, price and
all agreed terms to provide the quantity. If accepted by the vendor, it is converted into a bill.

2.1 Create a new purchase order

To add a purchase order, click on the (+) sign next to the purchase orders to shorten or click on “Purchase
Orders," then click on the “New Purchase Order” icon, then fill in the required data, choose the
products, and determine the quantity to be purchased.

In case a new product will be purchased that has not been added, click on “Add More” under the Products
box at the time of creating the purchase order, and there is the possibility to attach files and fill in the
project fields and custom fields of additional information when desired, in addition to writing terms,
conditions, and notes specific to the vendor for whom the purchase order was created only. The terms,
conditions, and notes can be unified through the general settings, and then the “Save and Approve” icon
is pressed.

After saving the purchase orders, you will be moved to the purchase orders page, which consists of three
parts:
The chart that classifies purchase orders according to their status (billed, approved, etc.)
2. Purchase Orders
After saving the purchase orders, you will be moved to the purchase orders page, which consists of
three parts:

The chart that classifies purchase orders according to their status (billed, approved, etc.)
Through the search fields located under the graph, you can search and classify “purchase orders”
according to the shown criteria.

List of “purchase orders” is below the search boxes.

2.2 Copy purchase order

By clicking on the “Copy” icon next to the purchase order, there will be the possibility to copy the
purchase order with all its details until a purchase order similar to the previous purchase order is
created with the possibility of making modifications to it before saving.
2. Purchase Orders
2.3 Convert Bill
When the vendor approves the purchase order that was sent to him, you can click on the “Covert
Bill” icon next to the purchase order so that it is billed and converted into a purchase bill.

2.4 Email purchase order

After saving the purchase order, there will be a desire to send the purchase order to the concerned
vendor by e-mail, and this will be done by clicking on the “Email” icon next to the purchase order.

2.5 Cancel purchase order

When the purchase order is sent to the vendor and the vendor does not approve it, there will be the
possibility to cancel the purchase order without deleting it by clicking on the “Cancel” icon next to
the purchase order.

2.6 Delete Purchase Order

The possibility of deleting the purchase order by clicking on the “Delete” icon next to the purchase
order.
2. Purchase Orders
3. Purchase bill
The bill is a commercial document issued by the seller to the buyer, indicating the product, quantity,
and agreed price of the products or services that the seller has provided to the buyer. It also indicates
that the buyer must pay the seller a specified amount according to the terms of payment and within a
certain period of time.

3.1 Create a purchase bill

To create a new bill, click on the (+) sign next to “Bills” or by clicking on "Bills," then click on the
“New Bill” icon, and the required data is filled in, such as the name of the vendor, determining the
date of issuance and expiration date of the bill, then the product or service is chosen and the
purchased quantity is determined. You can also edit the product price directly from the bill in the
event that the price is not fixed or varies from one vendor to another. In addition, you can select the
VAT in case the product or commodity is subject to it. In addition to the possibility of writing terms,
conditions, and notes, these terms and conditions can be unified for all bills through the “Vender
Bill” settings in the “General Settings" and “Purchase Bill” settings.
3. Purchase bill
You can pay the “Bill” through the “Receipts” field at the bottom of the form, which allows you to
create a “New Receipt” or "Use an Old Receipt." in addition to the possibility of linking the bill to a
project or custom fields as cost centers by filling in the data in the additional information and then
clicking on “Save and Approve.”.

Note: The bill cannot be modified after it has been saved and approved.

After saving the bill, you will be automatically directed to the “Bills” page, which consists of three
parts:

The graph classifies bills according to their status (partially paid, draft, approved, etc.).

Through the search fields located under the graph, you can search and classify the bills according to
the given criteria.

The bill list is below the search fields.

3. Purchase bill
3.2 View/print/upload purchase bill
You can view/print and download bills by clicking on the icons next to bill.
• View: To view bills
• Print: Print bills
• Download PDF: Download bills as PDF

3.3 Copy purchase bill

There is the possibility of copying the bill with all its details by clicking on the copy icon next to
"Bill," and it can also be used to modify a previous bill by following these steps:

• Copy the bill with all its details.

• The serial number of the bill to be modified is copied and placed in the new bill.
• Edit quantities or prices.
• Before saving the new bill, the old bill to be modified is deleted.
• Save the new invoice.
3. Purchase bill
3.4 Delete the purchase bill
The bill can be deleted for any reason by clicking on the “Delete” icon next to the
“Bill” to be deleted.

3.5 Purchase bill payment

You can pay the value of the bill either by adding a new receipt or by allocating a previous receipt.
3. Purchase bill
4. Simple Bill
It is a commercial document to record your expenses by choosing the expense account instead of the products; to
facilitate the creation of bills linked to expense accounts and vendors and dealing with them as bills by paying them
and linking them to receipts.

4.1 Create a simple bill

To create a simple bill, click on the (+) sign next to “Simple Bill” for short, or click on simple bills, then click on the
“New Simple Bill” icon, then fill in the required data and choose the expense account, and you can also pay the value
of the bill or part of it through the receipts box, which allows creating a “New Receipt” or using a “Previous
Receipt," and you can also add attachments to the bill, then click on “Save and Approve” or” Save as a Draft” for the
possibility of modifying the bill later.

Note: You cannot edit the bill after clicking on “Save and Approve," but it is copied and the previous one is deleted.

After saving the bill, you will be automatically directed to the “Simple Bill” page, which consists of three parts:

The graph classifies bills according to their status (partially paid, draft, approved, etc.).

Through the search fields located under the graph, you can search and classify the simple bills according to the given
criteria.
4. Simple Bill
4.2 View a Simple bill
You can view the simple bill with all its details by clicking on the “View” icon next to
the simple bill.

4.3 Copy Simple bill

There is the possibility of copying a simple bill with all its details by clicking on the “Copy” icon
next to "Simple Bill," and it can also be used to edit a previous simple bill by following these steps:

• Copy the bill with all its details.

• Copy the serial number of the bill to be modified and put it in the new bill.
• Edit account or price
• Before saving the new bill, the old bill to be modified is deleted.
• Save the new bill.
4. Simple Bill
4.4 Delete a simple bill
A simple invoice can be deleted if it is not linked to a receipt by clicking on the “Delete” icon next to
the simple bill to be deleted.

4.5 Simple bill payment

The bill can be paid either by adding a “New Receipt” or by allocating a “Previous Receipt”.
4. Simple Bill
5.Vendor Receipts
It is a confirmation of paid amounts agreed upon between two parties without allocating the amount
to a specific service or product and keeping it with one of the parties by issuing a new receipt,
whether it is for sales or purchases, until needed.

5.1 Create a new vendor receipt

A new receipt can be created by clicking on the (+) sign next to “Vendor Receipts” for short, or by
clicking on “Vendor Receipts” and then clicking on “New Vendor Receipt” at the top of the page.

The data is filled in, and the option of “Allocate Automatically” is activated according to the
precedence of the bill. Or if it is not activated, choose the bill, allocate a specific amount for a
specific bill, then click Save, and it will automatically go to the “Receipt” page to show all the
receipts that have been added. You can also classify receipts according to the options at the top of the
page (All Receipts, Vendor Receipts, and Customer Receipts) and export them into an Excel sheet.
5.Vendor Receipts
5.2 Allocate the paid receipt
A previous paid receipt can be allocated for a specific bill by clicking on "Bills" and then clicking on
the payment icon next to bill and choosing to use a previous receipt and the receipts that have been
added to this vendor will appear and you can choose one or more receipts to cover the full value of
the bill or part of it.
5.Vendor Receipts
6. Debit notes
A debit note is a document sent to the vendor that puts them in debt to the organization. It is proof by
the organization that the vendor owes the organization money.

6.1 Create a debit note

You can create a “Debit Note” by clicking on Bills, then clicking on the “Debit Note” icon, then
creating a “Debit Note." After that, choose the vendor from which the item was purchased and
determine the bill number that will be returned or some goods that will be returned from it, and the
rest of the data will be recorded automatically based on the bill.

The goods and quantities that will be returned are determined, and the rest of the goods are deleted
from the note. You can also add some terms, conditions, and notes or upload an attachment and then
click on Save and Approve.

After creating the debit note, there are two options: “Allocate Debit Note” or “Return Money.”.
6. Debit notes
6.2 Allocate Debit Note
The debit note is allocated if the bill due to the vendor is "not yet paid" and its status is approved or
partially paid. This can be done by clicking on “Allocate Debit
Note," then choosing “Unpaid Bill” and specifying the amount used to pay this bill. The note can be
used for several bills until the entire amount of the note is exhausted, then clicking on "Save”.

6.3 Return money

The money is returned if the invoices are paid by clicking on the “Return Money” icon next to the
debit note, then selecting the account in which the amount will be deposited (cash or bank) and then
clicking on” Save”.
 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Sales in Qoyod
Lecture 1
1. Customers
An individual or business that buys goods or services produced by the company.

1.1 Adding a new customer

To add a new customer, you will click on “Add Customer” at the top of the page, and then the
customer's data will be filled in and click on Save or by clicking on the (+) sign next to the customer's
name at the time of creating a sales invoice.

Clarification of customer data entries:

• Customer status
Active customer: It is the permanent customer that you have dealt with several times and who will
appear to you every time when creating invoices.
In-active customer: It is the customer that you have only ever dealt with once and is not dealt with
continuously.
1. Customers
• Point of sale customer: If you subscribe to the POS service provided by Qoyod, the “POS
Customer” option will appear in the application.
• Additional details: They are the additional identifiers of the customer and appear to the
organizations activating the electronic invoice.

Note: The customer name is the only required field in adding customers; otherwise, it is to create a
database for the customer.

Additional fields can be allocated to customers from the settings section (custom fields) and then
filled in at the time of adding a customer.

1.2 Import customer list

To upload the customer list in the event that there is a group of customers, click on “Upload
Customer” list and go through three steps: the first step is to download in Excel format; the second
step is to fill in the data in the file; and the last step is to save the excel file and then re-upload it to
the Qoyod program through the import box to then upload the list of customers with all their data.
1. Customers
1.3 Export customer list
You can export and transfer the customer data list, including all their data details, by clicking on the
“Export Customer” list icon. The list will be downloaded as an excel file.

1.4 View/edit/delete vendors

The customer can be viewed, edited, and deleted through the icons shown next to each customer.
• View: View the most important basic customer data as well as the amounts due and overdue for
this customer, the number of invoices, and the sum of the amounts of all invoices.
• Edit: To edit customer data,
• Delete: To delete customer data when there are no customer-related invoices, but in the event that
there are customer-related invoices, you must delete all previously entered customer invoices and
then delete him from the customer list.
1. Customers
2. Quotations
A quotation is a document that you provide to your customer in which there is approximate prices
and certain terms and conditions between you and the customer.

After the customer accepts the offer, you can convert it into an invoice with the click of a button and
continue with the steps of sending the invoice and following up on the customer’s payments.

2.1 Create a new purchase order

To add a new quote, click on the (+) sign next to the "Quotations" orders and specify the quantity to
be sold.

In the event that a new product will be sold that has not been added, click on “Add More” under the
products box at the time of creating the quotation, and there is the possibility to attach files and fill in
the project fields and custom fields of additional information when desired. In addition to writing the
terms, conditions, and notes, they will be specific to the customer for whom the quotation was
created, and the terms, conditions, and notes can be unified through the general settings. After
completing the data, click on the “Save and Approve” icon.
2. Quotations
After saving the quote, you will be taken to the quotation page, which consists of three parts:

The graph classifies the quotations by status (sent, invoiced, approved, draft).

The search fields shown under the graph can be used to search for quote numbers and classify the
quotations according to the criteria shown.

A list of quotations is below the search boxes.

2.2 View / print / download Quotation

The details of the quote can be viewed, printed, and downloaded in PDF format through the icons shown
next to the quotation.

2.3 Copy quotation

By clicking on the “copy” icon next to the quotation, there will be the possibility of copying the quote with
all its details until a quotation similar to the previous quote is created with the possibility of modifying it
before saving.
2. Quotations
2.4 Convert invoice
When the customer agrees to the quotation that was sent to him, you can click on the “Convert
Invoice” icon next to the quotation so that it is billed and converted into a sales invoice.

2.5 Email quotation

After saving the quote, there will be a desire to send the quotation to the concerned customer by e-
mail, and this will be done by clicking on the “Email” icon next to the quotation.

2.6 Cancel quotation

When sending the quotation to the customer and the customer does not approve it, there will be the
possibility of canceling the quote without deleting it by clicking on the cancel icon next to the quote,
as the accounts are not affected by canceling the quote as long as it is not converted into an invoice
and remains saved in the form of canceled.
2. Quotations
3. Sales Invoice
It is a commercial document issued by the seller to the buyer, indicating the products, quantities and
agreed price of the products or services provided by the seller to the buyer. The sales invoice
indicates that the buyer must pay the seller according to the terms of payment.

3.1 Create a sales invoice

To create a new sales invoice, click on the (+) sign next to sales “Invoices” for short, or by clicking
on sales “Invoices”, then clicking on the “Add New Invoice” icon, and the required data is filled in,
such as the customer's name, determining the date of issuance of the invoice and its due date, then the
product or service is chosen and the quantity to be sold is determined. It is also possible to modify the
price of the product directly from the invoice in the event that the price is not fixed or varies from one
customer to another, in addition to determining the tax rate in case the product or commodity is
taxable, in addition to the possibility of writing terms, conditions, and notes, and these terms and
conditions can be unified for all invoices through customer “Invoice Settings” in the General
Settings.
3. Sales Invoice
There is also the possibility of paying the value of the invoice or part of it through the receipts box, which
allows the creation of a “New Receipt” or the use of a previous receipt, in addition to the possibility of linking
the invoice to a project or custom fields as cost centers by filling in the data in the additional information and
then clicking on “Save and Approve”.

Note: The invoice cannot be modified after it has been saved and approved.

After saving the invoice, you will be directed directly to the “Invoices” page, which consists of three parts:
The graph classifies invoices according to their status (partially paid, paid, waiting for payment, etc.).
The search fields are located under the graph, through which you can search and classify the invoices according
to the criteria shown.
A list of sales invoices is below the search boxes.

3.2 View/print/download sales invoice

You can view, print, and download sales invoices by clicking on the icons next to the invoice.
• View: View sales invoice
• Print: Print the sales invoice.
• Download a PDF: download the sales invoice as a PDF.
3. Sales Invoice
3.3 Copy the sales invoice
There is the possibility of copying the sales invoice with all its details by clicking on the copy icon
next to the sales invoice, and it can also be used to modify a previous sales invoice by following the
following steps:
• Copy the invoice with all its details.
• Copy the serial number of the invoice to be modified and put it in the new
• invoice.
• Adjust quantities or price.
• Before saving the new invoice, the old invoice to be modified is deleted.
• Save the new invoice.

3.4 Sales invoice payment

If a payment is received from the customer, the value of the payment can be recorded either by
adding a new receipt or by allocating a previous receipt, in the event that part of the due amount is
collected and not the full amount, the invoice shows the total amount due minus the value of the
amount paid by the customer and shows the date of collection of the payment so that the total
remaining amount remains on the customer.
3. Sales Invoice
3.5 Printing delivery note
It is an official document prepared by the seller or vendor. It contains the details of the goods sold
and their characteristics. The buyer receives it and certifies it, which confirms the completion of the
sale and releases the responsibility of the seller.

To view the delivery note, click on "Invoices," then click on the “View” icon next to the sales
invoice. At the bottom of the page, the “Print” delivery note icon will be clicked, the delivery note
printing settings will open, and it is possible to save it in PDF format.

Note: The delivery note shows the stored products only, and when you want to show the products not
stored in the note, this will be done through the general settings: “Invoice Settings." Activate the
"show" option for non-stock products and services in the delivery note.
3. Sales Invoice
4. Customer Receipt
A receipt is a proof of the set of amounts that are paid by agreement between the two parties without
allocating the amount to a specific service or product and keeping it with one of the parties by issuing
a new receipt, whether it is for sales or purchases, until it is needed.

4.1 Create a new customer receipt

A new receipt can be created by clicking on the (+) sign next to “Customer Receipts” for short or by
clicking on “Customer Receipts” and then clicking on “New Customer Receipt” at the top of the
page, then the data is filled in and the option of “Allocate Automatically” is activated according to
the precedence of the invoice in case to pay the oldest and then the newest invoice without specifying
a specific invoice or it is not activated, choose the invoice, allocate a specific amount for a specific
invoice, then click on “Save”, and it will automatically go to the “Receipt” page to show all the
receipts that have been added. You can also classify receipts according to the options at the top of the
page (All Receipts, Vendor Receipts, and Customer Receipts) and export them into an Excel sheet.
4. Customer Receipt
4.2 Allocate the received receipt
A previously received receipt can be allocated for a specific invoice by clicking on "invoices" and
then clicking on the payment icon next to the invoice and choosing to use a previous receipt. The
receipts that have been added to this vendor will appear, and you can choose one or more receipts to
cover the full value of the invoice or part of it.
4. Customer Receipt
5. Credit Notes
A credit note is a document that the seller gives to the customer who has returned goods. It is proof
by the seller that the customer has an amount that must be paid to them, such as sales returns. In the
future, the customer can use the credit note to reduce the value of the invoices owed on them or to
request a refund based on the company policy.

5.1 Create a credit note

A credit note can be created by clicking on "Invoices," then clicking on the "View" icon next to the
sales invoice, and at the bottom of the page, clicking on the “Return Invoice” icon or by clicking on
"Invoices," then clicking on the credit note icon at the top of the page, then creating a credit note.
After that, the customer to whom the commodity was sold is selected, and the invoice number that
will be returned or some goods will be returned from it, and the rest of the data will be recorded
automatically according to the invoice, the goods and quantities to be returned are specified, and the
rest of the goods are deleted from the note.
5. Credit Notes
5.2 Allocate a credit note
If you want to allocate a credit note to the invoices owed by the customer
"unpaid," you can do so by clicking on “Allocate Credit Note." Then, select the unpaid “Invoice”
and the “Amount To Be Allocated," as the notification can be used for several invoices until the
entire amount of the note is exhausted.

5.3 Return money

The money is returned if the invoices are paid by clicking on the “Return Money” icon next to the
debit note, then selecting the account in which the amount will be deposited (cash or bank) and then
clicking on” Save”.
 College
CBA of Business Administration
‫كلية إدارة األعمال‬
Computerized
Accounting I
(ACCT 411)

Sales in Qoyod
Lecture 1
1. Fixed asset
Everything that has a tangible physical presence and has the ability to provide the organization with
services or economic benefits in the future and that has been acquired by the organization as a result
of past events or operations, provided that it is currently financially measurable with an acceptable
degree of confidence, and is not directly related to a non-measurable liability.

Its acquisition is intended to be used for more than one financial period, such as land, buildings,
machinery, equipment, cars, and office equipment.
1. Fixed asset
1.1 Asset classifications
Fixed assets are divided into groups, and each group has a specific depreciation rate and useful life.
To add a fixed asset classification, Click on “Add asset classification” in case the organization is
new or Click on Asset Classifications, then click on the Add Asset Classification icon at the top of
the page, then fill in the required data and determine whether the asset is depreciable or not.

• If the asset is not depreciable, only the asset account is determined

• If the asset is depreciable, the depreciation method, useful life, asset account, depreciation expense
account, accumulated depreciation account, and type of depreciation are determined.
Then click on “Save” or “Save and Create New”.
1. Fixed asset
1.2 Adding of fixed assets
To add a fixed asset, click on the (+) icon next to the fixed assets, or by clicking on the fixed assets,
then clicking on the Add Asset icon, then filling in the basic data for the asset and choosing the
classification associated with the asset, sign next to the asset classification to add a new
classification.

You can also add a where the accounts associated with that classification are automatically selected,
or by clicking on the (+) barcode to the asset automatically or manually, and add a picture of the
asset if desired, then click Save or Save and Create New.
1. Fixed asset
1.3 Importing fixed assets
When there is a group of assets that you want to add at the same time, there will be the possibility of
importing by clicking on the fixed assets and then clicking on the Import Assets icon at the top of the
page.

Then three steps will be taken. The first step is to download the file in Excel format and choose the
number of fixed assets to be imported. The second step is to fill the file with the required data. The
last step is to upload the file by selecting the file and then clicking on Import. Thus, the fixed assets
will be imported. If there are any errors in the file, they will be sent via email to be modified and re-
uploaded again.
1. Fixed asset
1.4 Registration or purchase of fixed assets
The registered asset is added in two ways, either through the opening balances or through purchasing
the asset

• Opening balances of fixed assets

From the Accounting section, click on manual accounting entries, then click on the opening balances
icon, choose the entry type “fixed assets”, then the required basic data and asset data are recorded
and click on the add more icon to add other assets.
1. Fixed asset
Explanation of asset data entries:
• The asset name is selected from the drop-down list
• Quantity and additional rows are generated if the asset has more than one amount by clicking on (+) icon.
• Cost of asset
• The Scrap value of a depreciable asset.
• Accumulated depreciation until the date of last depreciation. For depreciable asset.
• Book value It is automatically calculated for the depreciable asset.
• Purchase of fixed assets
• From the Purchases section, click on Purchases Invoices, then create a Purchases Invoice, then select the
asset, fill out the purchase data, specify the project associated with the asset if desired, and then click Save.

Note: Assets recovered through a credit notice will appear in the archived assets item when the asset is reviewed
1. Fixed asset
1.5 Managing registered fixed assets
After adding the assets, they will be viewed from the fixed assets page, as the asset view page is
divided into 3 sections:

• Basic information displays all the basic data that was recorded at the time of adding the original.
• Additional information displays any additional identifiers of the registered asset that can be added
by modifying the registered asset, such as the name of the contractor employee, the barcode of the
registered asset, and cost center data such as the project and location, in addition to a detailed table
on the transfer of the asset.
• Adjust the value and display all operations associated with the registered asset, such as additions
and depreciations, down to the carrying value of the asset.
1. Fixed asset
Modification of a registered asset
You can modify the registered asset data in Basic Information, add additional identifiers to the
registered asset, such as a serial number, model number, or other identifiers, generate and save a
barcode for the registered asset, and identify the employee who pledged that asset. The pledged
employee can be changed through the “transfer of assets.”

Note: If the asset is added to the opening balances, you can select the project associated with that
asset and then change it by transferring the assets.

Complete the registered asset.

It is the registered asset added through the purchase invoice.

The depreciation start date or receipt date of the registered asset and the scrap value, if any, are
entered.
1. Fixed asset
1.6 Transfer fixed assets
Through the asset transfer feature, assets are transferred on a specific date for the traceability of the
asset, which includes the following:

• Location: Enables you to move the registered asset from one location to another.
• Project: Enables you to transfer the registered asset from one project to another.
• Employee: It enables you to transfer custody from one employee to another.

To transfer the asset, the following steps are followed:

Click on the fixed assets, then click on the asset transfer icon at the top of the page, then transfer a
new asset and fill in the required data, such as the name of the asset, classification of the asset, source
of transfer, and type of transfer.
1. Fixed asset
Types of asset transfers:
• Group transfer: for all assets, in which a group of assets is transferred from one source to another
unified source.

• Single transfer: of each asset separately: Each asset is transferred from the source associated with
it to another source.

• When selecting “Transfer Group for All Assets”, the current location and the new location are
selected, then click on “Add More” and choose the registered assets to be transferred.

• When choosing a single transfer for each asset separately, the registered assets are selected, then
click on Add More and choose the new source.

• Then the transfer is saved by clicking “Save” or “Save as Draft.”

1. Fixed asset
2. Depreciation
It is the expenses resulting from the uses of the asset during its useful life, which is the decrease in its
historical value due to use.

2.1 Recorded depreciation

There is the possibility of making depreciation for assets by clicking on depreciation, then clicking
on the Add Depreciation icon, then choosing the type of depreciation Registered depreciation, then
filling in the required data, and the list of registered assets will appear with the depreciation value of
each registered asset, and it is calculated automatically as follows:

• If the asset is received "depreciation start date" in the same defined depreciation period, its
calculation starts from the day the asset is received "depreciation start date" to the end of the
depreciation period.

• If the asset is received before the specified depreciation period, depreciation is calculated
according to the days specified in the depreciation period.
2. Depreciation
2.2 Manual depreciation
To manually depreciate assets, the type of depreciation is first chosen in the asset classification
"manual depreciation" through the section:

Fixed assets - fixed assets - asset classifications - adding a new classification or modifying a pre-
existing classification.

After that, click on depreciation, then click on the Add Depreciation icon, then choose the type of
depreciation.

Manual depreciation: fill in the data and click “Save”.

2. Depreciation