Wafeq offers is highly flexible in recording purchase invoices. Whether you need to enter multiple line items for each product or service, or prefer to use a single comprehensive line item, the system provides you with the most suitable option for every situation.
Additionally, the OCR feature allows you to automatically extract data from receipts or PDF files, saving you time and reducing errors.
In this guide, we will review how to add and manage purchase invoices step by step.
Adding Purchase Bills (Invoices)
To add a new invoice, click on "Purchases" in the main menu, select "Bills," then click the arrow next to "Upload bill" and choose "Record bill manually."
Enter bill details as follows:
- Bill number: Enter the unique number that identifies the bill to make it easier to track and access later.
- Supplier: Select the name of the supplier related to the bill to ensure the bill is linked to the correct supplier in your financial records.
- Currency: Specify the payment currency. The system displays the default currency, but you can change it if the bill is in a different currency.
- Date: Choose the bill's issue date to ensure the transaction is recorded in the correct accounting period.
- Due Date: Enter the payment due date to specify the final deadline for paying the bill.
- Purchase order: Select the purchase order associated with the bill, if one exists, to easily link the bill to the purchase order in your records.
- Branch: Select the branch to which the bill relates to categorize the bill by the correct branch in the system.
- Project: Select the project associated with the bill to track expenses related to specific projects.
How to Enter Purchase Bill Items: One Item or Multiple Items
Wafeq offers high flexibility when recording purchase bill items (products and services) to suit business needs. Whether you need to enter detailed items for each product or service, or prefer to consolidate all bill items into one comprehensive line, you can choose the most suitable method for each case.
Which Method Suits Your Bills?
List Line Items is suitable in the following cases:
When the bill includes multiple products or services, and you need to record each item separately.
If you want to analyze expenses in detail later, or assign a separate account or tax rate to each item.
When items are linked to different projects or cost centers.
Example: A bill from a supplier includes office supplies, printer ink, and maintenance services, each belonging to a different account.
Merge line items is suitable in the following cases:
When the bill is for a simple expense that does not require detail, and you wish to record it quickly without analysis.
If you deal with recurring or standardized bills, where the details do not vary from month to month.
Example: Rent bill, monthly subscription for a service, or team hospitality expenses.
Merge line items
If the bill does not require entering the details of each item separately, you can record it as a single comprehensive item.
To switch to this model, click on "Merge line items" at the top of the bill items section.
After switching, a simplified form will appear with a single field to enter the description, select the expense account, and specify the amount, along with other details like discount and tax rate.
After saving the bill, it will appear as a single line item, without showing any individual products or additional details.
List Line Items
When recording a bill that contains more than one product or service, and you wish to track the details of each item separately, it is recommended to use multiple bill items.
To switch to this model, click on "List Line Items" at the top of the bill items section.
Where each product or service can be entered on a separate line, with details such as "Description," "Account," "Quantity," "Tax," "Price," "Product," "Cost Center," "Tax Rate," and "Discount" for each item individually.
You can add new items by clicking the "Add Item" button, and delete a line by clicking the dots next to the line you want and selecting "Remove."
After entering and saving the bill data, the same details appear when printing or sharing, as each item is listed on a separate line.
How do you choose the right account?
When adding a line item to a bill, the account you select should reflect what this cost represents in your business:
Is the cost consumed immediately?
Such as shipping, fees, or services.
➜ Use an Expense account, so the amount is recorded directly in the income statement.Does it relate to goods that will be stored and sold later?
➜ Use an Inventory Asset account, so the amount is added to inventory and recognized as COGS upon sale.Choosing the correct account determines when and where the cost is recognized in your financial reports.
After entering the bill details and saving it, the same itemized breakdown will appear when you print or share the bill with each line item shown on a separate row.
Notes
Enter any additional notes that may be important regarding the bill.
Auto-Fill Bill Details
Wafeq allows you to automatically fill in bill information using Optical Character Recognition (OCR) technology.
You can use this feature in two ways depending on your needs:
First: Auto-fill a Single Bill
To save time and reduce manual entry, you can upload the receipt and the system will automatically read its content and fill in the relevant fields for you.
You can do this by either going to the purchase bills list, then clicking the "Upload Bill" button and selecting the file or image of the bill.
Alternatively, after entering the bill manually, attach a receipt to the bill by clicking the "+ Attachments" button, or click "Drag a file or click to upload" to choose a PDF or image file from your device, or select from files you've previously uploaded to the system.
The system will automatically recognize key details from the uploaded file or image such as the supplier, reference, date, currency, and amount.
You can then complete any remaining fields that are not detected in the file manually.
Second: Auto-fill Multiple Bills at Once
If you have a batch of bills that you want to upload all at once, you can use the Bulk Upload feature. Wafeq will read the content of each file individually and create a separate bill record for each.
Go to the Bills section from the main menu.
Navigate to the folder containing the files.
Select the files and drag them into the system.
Wafeq will extract the data automatically and upload the bills for you.
You can:
Click "View" next to each bill to preview and edit it in the system
Or review and edit each bill the usual way.
Once the bill details are entered, here are the main options available to complete and save the bill:
Save: Use this option to save the bill and record it as an accounting transaction in the general ledger.
For more about approval statuses and their outcomes, refer to this guide.
Save as Draft: Use this option if you're not ready to save it permanently yet, so you can return and edit it later.
Print / Download: Click here to preview the bill in PDF format or print a hard copy.
Arabic: Click here to view the bill in Arabic, if you or the supplier prefer that.
This is especially helpful when using OCR or receiving bill data via the inbox, as you can quickly save the draft and return later to review or complete any missing information extracted from the document.
Bills List
The purchase bills list provides you with an overview of all the bills you have issued. From here, you can easily review, filter, and take direct actions on the bills:
Search Bar: Type a keyword such as (bill number, supplier name, etc.) to filter the bills and find what you're looking for.
Sorting: Click to sort the bills by date, supplier name, amount, and more.
Filtering: Use filters to narrow the results by status (e.g., Draft, Paid), date range, supplier, or project.
Import: Upload your bills in bulk.
Export: Download the bill list in your preferred format.
Entry: Click on the green book button to go to the entry for the selected bill.
Available actions on a Purchase Bill
From the Bills list, make sure the view is set to "Table", then click the bill you want to open.
- Make a copy: Use the Copy button to create a new bill based on the current one. The copied bill is an identical version created as a Draft, allowing you to review or edit it before finalizing.
Print / Download: Use the Print / Download option to generate a PDF version of the bill or print it directly from your browser.
Click on the "Revert to Draft" button at the top of the bill if you want to change it from Approved to Draft.
Click on "Mark as authorized" if you want to change it from Draft to Approved.
Bulk Actions on Purchase Bills
After creating and posting multiple purchase bills, you may need to perform actions on several bills at once instead of opening each bill individually.
Wafeq allows you to select multiple purchase bills from the bills list and apply certain actions to them in bulk.
To do this, go to "Bills" from the "Purchases" menu in the main navigation, then select the required bills using the checkboxes in the right-hand column of the table. Once selected, the Bulk Actions bar will appear at the top of the page.
What bulk actions are available?
- Delete: Used to delete a group of selected bills, provided they are in Draft status only.
This is useful for removing test bills or bills created by mistake before they are posted, as they will be permanently deleted from the system without leaving any accounting or tax impact. - Change status to Draft: Used to revert selected bills from Posted status back to Draft, allowing you to edit their details or correct any errors before posting them again.
- Export: Used to download the selected bills in PDF format in bulk.
The files will be downloaded as a compressed ZIP file on your device. Copy: Used to create copies of the selected bills in bulk.
Each selected bill will be duplicated as a new bill in Draft status, allowing you to edit the copied bills before posting them.- Authorize: Used to post multiple selected bills at once, changing their status from Draft to Posted.
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