Purchases and vendors

What you bought, from whom, and the VAT you were charged. This is the input side of your VAT return: a purchase you never record is input VAT you never reclaim.

Who can do what

	Admin	Accountant	Create invoice	View invoice
See purchases and vendors	yes	yes	yes	yes
Record purchases, add and edit vendors, reconcile	yes	yes	yes	—
Delete a purchase	—	—	—	—

Nobody can delete a purchase. See Correct a purchase.

What you see

The sidebar's Purchases group opens three lists:

Sidebar	Page title	Shows	Button
Vendors	Vendors List	Your suppliers	Create Vendor
E-Invoices	ZATCA Verified Invoices	Purchases uploaded as a supplier's ZATCA e-invoice	Upload ZATCA Invoice
Manual Entry	Manual Invoices / Debit Note / Credit Note	Purchases, credit notes and debit notes you typed in	Create Manual Invoice

Every purchase gets a number from Clix: purch#1, purch#2 and so on. That number is how you find it again.

Each list shows 10 purchases a page, with the columns Invoice ID (the purch# number), Vendor, Creation Date and Net Amount (before VAT).

Filter narrows the list by:

• Payment Status
• Date From and Date To, on the invoice date. Either one works alone.
• Invoice Type: tax invoice, credit note or debit note
• VAT Rate: 15%, 5% or 0%
• VAT Category Code: S, Z, O or E
• Amount Range
• Exclude Saudi Vendors, to see only imports

Search finds a purchase as you type: by its purch# number (or just the number), the vendor's VAT number, or the vendor's name in English or Arabic. A search keeps the list's date filter. See Search.

Two ways in

Method	Use it when
Upload ZATCA Invoice	The supplier sent a ZATCA e-invoice as a PDF/A-3 or an XML file. Clix reads the invoice and checks its signature.
Create Manual Invoice	You have a paper or PDF invoice without the XML, or a supplier outside Saudi Arabia

Clix does not scan QR codes from a camera or an image. On an uploaded e-invoice, Clix compares the QR code inside the file with the invoice's own data and records whether they agree. A mismatch does not stop the upload.

Tasks

• Upload a supplier's ZATCA e-invoice
• Record a purchase by hand
• Record a credit or debit note from a vendor
• Pay a bill
• Match a purchase to a bank payment
• Download the supplier's file
• Correct a purchase
• Add a vendor
• Find a vendor
• Edit a vendor
• Deactivate a vendor
• Export your purchases

Upload a supplier's ZATCA e-invoice

Why. The e-invoice already carries every figure, signed by the supplier, so nothing is typed by hand.

1. Open E-Invoices and click Upload ZATCA Invoice.
2. Choose the Vendor.
3. Drop the supplier's file: a PDF/A-3 with the XML inside it, or the XML file itself, up to 8 MB.
4. Click Upload ZATCA Invoice.

Result. The purchase is saved with the supplier's invoice number and all its lines. If a check fails, nothing is saved:

Message	Meaning
Seller in the uploaded invoice does not match your organization.	Your organisation is not the buyer on this invoice.
Signature is not valid	The file's digital signature does not check out.
Invoice does not belong to this vendor	The seller on the invoice is not the vendor you chose.
The purchase invoice already exists	This vendor's invoice with this number is already recorded.
No XML attachments found in the PDF	The PDF has no e-invoice XML inside. Ask the supplier for the PDF/A-3 or the XML.

Record a purchase by hand

Why. The supplier did not send a ZATCA e-invoice file.

1. Open Manual Entry and click Create Manual Invoice. The page is titled Manual Create.
2. Choose the Vendor. Only active vendors are offered; add a new one first under Vendors. The Currency and Source of Supply fill in from the vendor.
3. Set the Invoice Date and the Invoice Due Date. Both start at today. The due date cannot be before the invoice date.
4. Leave Invoice Type on Tax Invoice.
5. Choose Tax Type. Inclusive (the default) means the prices you type already include VAT; Exclusive means VAT is added on top.
6. Choose Discount Type: At Line Item Level for a discount on each line, or At Transaction Level for one discount on the whole invoice.
7. Add each line: Product Name, Price, Quantity and VAT. Enter a Discount % if the supplier gave one. Click Add New Item for another line.
8. Under Attachments, add the supplier's invoice as a PDF, PNG or JPEG file, up to 8 MB. The file is required.
9. Click Add Invoice.

Result. The purchase gets the next purch# number, its payment status is Pending, and its VAT counts in the VAT filing report for the period that contains the invoice date.

The VAT choices on a line are:

Choice	Category	Rate
Standard Rate [15%]	S	15%
Standard Rate [5%]	S	5%
Zero Rate [0%]	Z	0%
Exempt	E	0%
Other [0%]	O	0%

A worked example. With Tax Type Inclusive, one line at price 100, quantity 1, 15% VAT and a 20% discount:

Summary line	Amount
Subtotal (100 without its VAT)	86.96
Invoice Discount (20%)	17.39
Subtotal with Discount	69.57
VAT (15% of 69.57)	10.43
Total	80.00

Where to put the supplier's invoice number

The manual form has no field for the supplier's own invoice number. Put it in Notes (optional, up to 500 characters) so you can match it later. Notes show on the purchase's page under Notes and Attachments. Search cannot find it there; search by the vendor or the purch# number.

Enter the VAT exactly as the supplier charged it

This figure is what you reclaim. Rounding it or guessing changes your return.

A foreign-currency vendor shows an Exchange Rate field. A Saudi vendor must be invoiced in SAR.

Record a credit or debit note from a vendor

Why. The supplier reduced (credit note) or increased (debit note) what you owe.

Follow Record a purchase by hand and set Invoice Type to Credit Note or Debit Note.

Result. In the VAT filing report a credit note reduces your input VAT and a debit note adds to it. A note is not linked to an earlier purchase; mention the original purch# number in Notes.

Pay a bill

Why. To track what you still owe each vendor.

Record the payment on the Payments page: Record payment, then Money out, then choose the purchase. See Record a payment made on a bill.

The purchase's payment status then moves:

Payment status	When
Pending	Nothing paid yet
Partially Paid	Some paid, a balance remains
Paid	The balance is zero. The purchase is no longer offered when you record a payment.

A payment larger than the remaining balance cannot be saved: the dialog names the balance, for example "The amount is more than the remaining balance of SAR 30.00.", and offers Pay in full. A purchase never becomes Overdue: after its due date it stays Pending or Partially Paid.

Match a purchase to a bank payment

Why. To find the bank line that paid this supplier, from a bank statement you imported.

Who. Admin, Accountant, Create invoice. View invoice does not see Reconcile.

Open the purchase and click Reconcile, under Actions:. Clix looks at money leaving your account, dated from the invoice date to 90 days after it, where the bank line's text mentions the purchase number, the vendor's name in English or Arabic, or the vendor's VAT number. It returns:

Group	Rule
Exact	The amount equals the purchase's payable amount, to the halala
Probable	The amount is smaller than the payable amount, as with a part payment

Clix compares the full payable amount, not the balance left after earlier payments, and does not convert a foreign-currency purchase to SAR. For payments outside the 90 days, work from the bank statement instead: Payments → Bank reconciliation. See Payments.

Download the supplier's file

Why. To produce the document behind a VAT reclaim, for example at audit time.

Open the purchase. Under Notes and Attachments, Attachments: shows the file's name. Click the name, or the download icon beside it (its tooltip reads Download Purchase PDF), and the file downloads. A purchase with no file shows N/A.

The file is set once, when you record the purchase. The purchase's page has no upload or replace button. To fix a wrong file, follow Correct a purchase.

Correct a purchase

A purchase cannot be deleted, and the app has no edit button.

To correct a purchase, record a credit note from the same vendor for the wrong amount, then record the purchase again with the right figures. The VAT report nets the two.

Add a vendor

Why. Every purchase belongs to a vendor.

1. Open Vendors and click Create Vendor.
2. Fill in the form. Fields marked * are required:

Field	Rule
Vendor Type *	B2B or B2C
Status *	Active (the default) or Inactive
Vendor Name	English and Arabic, each in its own script
Industry *	From the list
VAT Treatment *	VAT Registered, Non VAT Registered, GCC VAT Registered, GCC Not VAT Registered, or Not GCC. It must match the Country: a Saudi vendor is VAT Registered or Non VAT Registered, a vendor in another GCC country uses a GCC treatment, and any other country is Not GCC.
VAT Number	For a VAT Registered vendor: 15 digits, starting and ending with 3. Required for GCC VAT Registered. Leave it empty for every other treatment.
Currency *	Used on the vendor's purchases
Country *	Defaults to Saudi Arabia
Contact and address	Contact name, email, phone, state, city, postal code, building number, district, street
Logo	PNG or JPG, up to 800 KB

1. Click Add Vendor.

Result. The vendor is offered when you record a purchase. Two vendors cannot share a name (the match is case-sensitive) or a VAT number.

Find a vendor

Vendors opens the Vendors List, 10 vendors a page:

What you see	What it does
Columns	Name, Vendor Type, Industry, VAT Number and Status (Active or Inactive)
Search	Type a name or a VAT number. Two or more characters open a list of matches; click one to open the vendor.
Sort by	Latest (the default) or Oldest
Filter	Is Active, Industry, Business Type, Date From and Date To

The list shows only active vendors at first. To see inactive ones, open Filter and switch Is Active off.

Click a vendor to open Vendor Details. It shows three sections:

• Vendor Information: type, names, industry, contact, currency and the VAT Registration Number. A copy button sits next to the VAT number, email, phone and website.
• Business Address, with Show on map. The map opens in a Map View window.
• Tax Details: the VAT treatment and the VAT number.

Edit a vendor

Who. Admin, Accountant, Create invoice.

1. Open the vendor's Manage vendor menu in the list, or open the vendor and click Manage.
2. Click Edit vendor. The Edit Vendor page opens with the same fields as Create Vendor, except Status.
3. Change what you need. To change the logo, use Upload Vendor Logo (PNG or JPG, up to 800 KB).
4. Click Save changes.

Result. Clix shows "Vendor updated successfully."

Deactivate a vendor

Who. Admin, Accountant, Create invoice.

A vendor cannot be deleted. Deactivate it instead:

1. Open the vendor's Manage vendor menu in the list, or open the vendor and click Manage.
2. Click Deactivate. The Deactivate Vendor dialog asks you to confirm.
3. Click Deactivate, or Keep Active to stop.

Result. The vendor's status becomes Inactive. It drops out of the default list and cannot be chosen for a new purchase. Its purchases stay. To bring it back, switch Is Active off under Filter, open the vendor's menu and click Activate.

Export your purchases

Export CSV downloads purchases.csv with one row per line item, so a purchase with three lines takes three rows. The file has 31 columns, including the purch# number, vendor, dates, totals, VAT and each line's product, quantity, net amount and VAT category. The column Buyer (you) holds your own organisation, the buyer on a purchase; the vendor is in Vendor Name. There is no invoice status column: Payment Status is the status that moves.

The export includes every purchase in the list you export from (E-Invoices or Manual Entry) that matches your filters and search, however many pages the list has. It includes each purchase's Due Date, its Payment Status, and the line discounts.

How purchases reach your VAT return

The VAT filing report counts every purchase whose invoice date falls in the period, whatever its payment status:

• Tax invoices add their VAT.
• Credit notes subtract theirs.
• Debit notes add theirs.
• A vendor outside Saudi Arabia is reported under reverse charge (imports) at 5% or 15%.

Checked on 2026-09-29: the purchases dated that day carried 342.90 of VAT on tax invoices, 150.00 on credit notes and 60.00 on debit notes. The report for that day showed 252.90 (342.90 − 150.00 + 60.00).

Limits

Item	Limit
Attachment on a manual purchase	Required; PDF, PNG or JPEG; up to 8 MB; one file
ZATCA e-invoice upload	PDF/A-3 or XML
Price on a line	More than 0 and less than 1,000,000,000
Quantity on a line	At least 1
Discount	Up to 100%
Notes	Up to 500 characters
Vendor logo	Up to 800 KB

Recording purchases and vendors counts toward fair use when Clix has switched it on. No purchase feature depends on your plan.

Related

• Payments
• VAT reports
• Search
• Money, payments and due dates