First Steps After Signing Up

What is This Guide?

This guide walks you through the essential setup tasks you need to complete immediately after creating your Tawridy account. These six steps will get your organization ready to run its first procurement cycle. Most teams complete the full setup in under 30 minutes. Each step builds on the previous one, so follow them in order for the best experience.

How It Connects

The setup you perform here feeds into every other module in Tawridy. Your organization settings (currency, tax, country) determine how invoices are calculated. Your team member roles control who can approve POs and quotations. Your first supplier and RFQ become the foundation for all future procurement activity.

Setup --> Suppliers --> RFQs --> Quotes --> Purchase Orders --> Everything else

Step-by-Step Guide

1. Configure Your Organization

1. Click your organization name in the top-left corner of the sidebar.
2. Select Settings from the dropdown menu.
3. Fill in the required details:
   • Company Name (as it appears on official documents)
   • Country (determines tax rules and default currency)
   • Base Currency (AED, SAR, BHD, OMR, QAR, KWD, or USD)
   • Tax Configuration (VAT rate, Tax Registration Number)
   • Logo (appears on all generated PDFs)
4. Click Save.

TIP

Set your base currency carefully. While Tawridy supports multi-currency transactions, your base currency is used for all margin calculations and financial reports.

2. Add Team Members and Assign Roles

1. Navigate to Settings > Team Members.
2. Click Invite Member.
3. Enter the team member's email address and select a role:
   • Admin -- Full access to all modules and settings.
   • Sales Manager -- Access to customers, inquiries, quotations.
   • Procurement Officer -- Access to suppliers, RFQs, quotes, POs.
   • Operations -- Access to shipments, GRN, inventory.
   • Finance -- Access to invoices, approvals, trade finance.
   • Viewer -- Read-only access across all modules.
4. Click Send Invitation. The team member receives an email with a link to set their password.
5. Repeat for each team member.

WARNING

At least two users with approval authority are recommended before you start creating POs. Single-approver setups create bottlenecks when that person is unavailable.

3. Add Your First Supplier

1. Navigate to Procurement > Suppliers in the sidebar.
2. Click + New Supplier.
3. Fill in the supplier details:
   • Company Name
   • Contact Person and Email
   • Country and City
   • Payment Terms (e.g., Net 30, Net 60, Advance Payment)
   • Trade License Number (optional but recommended)
4. Click Save.

TIP

You can import suppliers in bulk using a CSV file. Go to Procurement > Suppliers > Import and download the template to get started quickly.

4. Create Your First RFQ

1. Navigate to Procurement > RFQs.
2. Click + New RFQ.
3. Add line items -- either manually or by searching your product catalog.
4. Select one or more suppliers to receive the RFQ.
5. Set the response deadline (how long suppliers have to reply).
6. Click Send RFQ. Suppliers receive the request by email and can respond directly through the supplier portal or by email.

5. Collect Supplier Quotes

1. When a supplier responds, their quote appears under Procurement > Quotes.
2. Review each quote's unit prices, lead times, and terms.
3. If you sent the RFQ to multiple suppliers, use the Quote Comparison view to see all responses side-by-side.
4. Select the best quote by clicking Award.

6. Create a Purchase Order

1. After awarding a quote, click Create PO from the quote detail page.
2. The PO is pre-filled with the awarded supplier's pricing and terms.
3. Review and adjust the delivery address, payment terms, and any special instructions.
4. If your organization requires PO approval, submit the PO for approval. Otherwise, click Confirm PO.
5. The confirmed PO is sent to the supplier automatically via email.

Key Fields Explained

Field	Description
Base Currency	The currency used for all margin calculations and reports. Set once during setup.
VAT Rate	Your country's Value Added Tax percentage. Applied automatically to invoices.
TRN	Tax Registration Number. Required on all tax invoices in the GCC.
Payment Terms	Default terms for new suppliers (e.g., Net 30). Can be overridden per PO.
Response Deadline	The date by which suppliers must submit their quotes for an RFQ.
Approval Workflow	Defines who must approve POs/quotations above certain value thresholds.

Tips & Best Practices

• Start with your top 10 suppliers. You do not need to import your entire supplier database on day one. Add suppliers as you need them.
• Use the product catalog early. Adding products to your catalog now saves time later because RFQ line items auto-populate with descriptions, units, and specifications.
• Set approval thresholds. Go to Settings > Approvals and define the PO value threshold above which manager approval is required. This prevents unauthorized large purchases.
• Enable WhatsApp integration. Many GCC suppliers prefer WhatsApp. Enable it in Settings > Integrations to send RFQs and receive quotes directly via WhatsApp.
• Complete your company profile. A complete profile (logo, address, TRN) means your generated PDFs look professional from the first quotation you send.

FAQ

Q: Can I change my base currency after setup? A: Changing the base currency after transactions have been recorded is not recommended, as it affects historical margin calculations. Contact support if you need to make this change.

Q: How many team members can I add? A: The number of team members depends on your subscription plan. Check Settings > Billing to see your current plan limits.

Q: Can suppliers respond to RFQs without creating a Tawridy account? A: Yes. Suppliers can respond directly via email, and Tawridy's AI parses their response into structured quote data. They can also use the supplier portal with a one-time link -- no account required.

Q: What if I skip a step? A: You can come back to any step later. However, you need at least one supplier before you can create an RFQ, and at least one RFQ response before you can create a PO.