Invoices

What is the Invoices Module?

The Invoices module is the financial backbone of Tawridy, handling both supplier (accounts payable) and customer (accounts receivable) invoicing with full 3-way matching. Every supplier invoice is automatically validated against the corresponding Purchase Order and Goods Received Note to ensure you only pay for what was ordered and received. Customer invoices are generated with your configured margin applied, producing professional bilingual (English/Arabic) PDF documents. Tax calculations are driven entirely by your organization's country configuration, supporting the full range of GCC tax regimes from 0% to 15%.

How It Connects

Direction	Module	Relationship
In	Purchase Orders	PO line items and agreed prices feed the 3-way match
In	Goods Received Notes	GRN quantities confirm what was actually delivered
In	Customers	Customer details and agreed selling prices drive customer invoices
In	Organization Settings	Tax rate, tax label, currency, and TRN/VAT number
Out	Approvals	Invoices above threshold are routed for approval before posting
Out	Reports	Invoice data feeds Spend Analysis, AR/AP Aging, and Financial Reports
Out	Email / WhatsApp	Invoices can be shared with suppliers and customers via integrated channels

Step-by-Step Guide

Creating a Supplier Invoice

1. Navigate to Finance > Invoices > Supplier Invoices.
2. Click New Supplier Invoice.
3. Select the Supplier from the dropdown. Related POs will auto-populate.
4. Choose the Purchase Order(s) to match against.
5. Enter the supplier's invoice number in the Invoice Number field.
6. Enter or upload the line items. Tawridy will compare each line against PO quantities/prices and GRN received quantities.
7. Review the Match Status indicator:
   • FULL_MATCH — all quantities and prices align with PO and GRN.
   • PARTIAL_MATCH — some lines match; others have minor variances within tolerance.
   • EXCEPTION — significant discrepancies found; requires manual review.
8. Resolve any exceptions by adjusting quantities, prices, or adding notes.
9. Confirm the Tax amount (auto-calculated from org settings).
10. Click Submit for Approval (if required by your approval workflow) or Post Invoice.

Creating a Customer Invoice

1. Navigate to Finance > Invoices > Customer Invoices.
2. Click New Customer Invoice.
3. Select the Customer and the related Quotation or Sales Order.
4. Line items populate with the agreed selling price (cost + margin).
5. Review tax calculations and totals.
6. Click Generate PDF to produce a bilingual (EN/AR) invoice document.
7. Share via Email or WhatsApp directly from the invoice screen.

Recording a Payment

1. Open the invoice and click Record Payment.
2. Select Full Payment or Partial Payment.
3. Enter the amount received/paid, payment date, and payment method.
4. Attach proof of payment if needed.
5. Click Save. The invoice status updates to Paid or Partially Paid.

Key Fields Explained

Field	Description
invoice_number	Unique identifier for the invoice. Supplier invoices use the supplier's reference; customer invoices are auto-generated (e.g., INV-2026-0042).
match_status	Result of the 3-way match: FULL_MATCH (all lines verified), PARTIAL_MATCH (minor variances within tolerance), or EXCEPTION (requires manual review).
tax_registration_number	Your organization's tax ID. Labeled TRN in the UAE, VAT Number in KSA, or as configured per country.
tax_rate	Percentage applied to taxable line items. Defaults: UAE 5%, KSA 15%, Bahrain 10%, Qatar 0%, Kuwait 0%.
tax_label	Display name for tax on documents. Configured per org: VAT (UAE, KSA, Bahrain) or Tax (generic).
subtotal	Sum of all line item amounts before tax.
tax_amount	Calculated as subtotal * tax_rate.
total	subtotal + tax_amount.
payment_status	Unpaid, Partially Paid, or Paid.
margin	(Customer invoices only) The profit margin applied on top of procurement cost.

Tips & Best Practices

TIP

Always ensure the GRN is completed and confirmed before attempting to match a supplier invoice. The 3-way match cannot validate received quantities without a posted GRN.

TIP

Use the Tax Summary Report under Finance > Reports to get a consolidated view of all tax collected and paid for a given period, ready for VAT/Tax filing.

WARNING

Invoices in EXCEPTION status cannot be posted or paid until the discrepancy is resolved. Review the exception details, adjust the invoice or raise a debit/credit note as needed.

• Record partial payments promptly to keep AR/AP aging reports accurate.
• Use the bilingual PDF feature for cross-border transactions within the GCC.
• Ensure your organization's tax_registration_number is set in Admin > Settings before generating invoices; it is printed on every invoice PDF and is a legal requirement in most GCC countries.
• Regularly reconcile the Match Status dashboard to catch and resolve exceptions early.

FAQ

Q: What happens if my supplier invoice amount does not match the PO? A: The system flags it as PARTIAL_MATCH or EXCEPTION depending on the variance. You can set a tolerance percentage in organization settings. Variances within tolerance are marked PARTIAL_MATCH; those exceeding it become EXCEPTION and require manual resolution.

Q: Can I change the tax rate for a specific invoice? A: Tax rates are inherited from your organization configuration. If you need a different rate (e.g., zero-rated or exempt supplies), you can override the tax at the line-item level when creating the invoice.

Q: How does the bilingual PDF work? A: Tawridy generates a single PDF with English on the left and Arabic on the right (or top/bottom layout depending on your template setting). All key fields including item descriptions, terms, and tax labels appear in both languages.

Q: Can I send invoices directly to my customer? A: Yes. From any customer invoice, click the Share button and choose Email or WhatsApp. The bilingual PDF is attached automatically.

Q: What is the 3-way match? A: It is a standard procurement control that compares three documents: (1) the Purchase Order (what you ordered), (2) the Goods Received Note (what you received), and (3) the Supplier Invoice (what the supplier is billing you). All three must align before payment is authorized.