Creating a bill



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.

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.

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.



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.

1. Go to the Bills section from the main menu.
2. Navigate to the folder containing the files.
3. 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.





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.



When is the expense recognized?

The bill must be in `AUTHORIZED` status in order for the expense to show up in your Profit & Loss statement, and for the liability to show up under `Accounts Payable` in your balance sheet.

Also Read: Recording a bill payment.